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How to ensure proper elaboration of requirements from Requirement Document to Project Scope Statement?

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seema.sonkiya
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How to ensure proper elaboration of requirements from Requirement Document to Project Scope Statement?

Postby seema.sonkiya Fri Sep 01, 2017 9:07 am

Note: I am posting quality questions at least twice a week. The goal is to create understanding of important PMP topics which may help in getting many PMP questions right in actual exam


Request for participation in the following question:

You are a Project Manager to a highly visible government project. The project includes many departments, and there is a need to collect requirements from various stakeholders’ of these departments. You have assigned three business analysts to collect requirements from these stakeholders and asked the Lead Business Analyst to consolidate Requirement Document for the project team.

Project steering group has approved Requirement Document. Afterwards, a Team of System analyst worked with the Business Analysts and prepared the Project Scope Statement. The Project Scope Statement was thoroughly reviewed by Business Analysis team and found appropriate. You shared the Project Scope document to the group of stakeholders for review. One of the stakeholders responded by highlighting requirements which are not entirely reflected in Project Scope Statement. The stakeholder also referred to Minutes of the Meeting of the discussions with the project team and other stakeholders. You have worked with this stakeholder in previous projects and are aware the stakeholder can create problems for the project. What should you do next?


a.Requirement Document has approved by steering group thus ask Business Analysts & System Analysts Team to accommodate all the raised requirements in the Project Scope Statement. And avoid impact on cost and schedule baselines by removing some of the less valuable requirements

b. Most of the stakeholders agreed with Project Scope Statement but as the stakeholder who raised the issue can create a problem; conduct a facilitated workshop meeting to get the consensus from rest of stakeholders if these requirements have to be included in the Project Scope Statement.

c. Check these raised requirements from Requirement Document and also the status & relationship between these requirements from Business Requirements to Requirement Documents and Project Scope Statement.

d. Call a meeting between System Analysts and relevant stakeholders to discuss how to accommodate all the requirements which are approved by steering group but not included in Project Scope Statement. And avoid impact on cost and schedule baselines by removing some of the less valuable requirements

Which option is correct?
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Re: How to ensure proper elaboration of requirements from Requirement Document to Project Scope Statement?

Postby nirajsys@gmail.com Sat Sep 02, 2017 4:06 am

Hi,

I believe option c would be most apt,though b appears to be a close choice in terms of improving the overall process.

I have followed the elimination of options route.

Reason: Requirements document has been approved and scope statement has been shared with stakeholders but awaiting their approval.One of the stakeholders highlights gap between requirement doc and scope statement.

Option a : talks about removing some less priority requirements post approval from steering committee,which is not acceptable.this option is ruled out.
Option b : Since there is a stakeholder difference in the requirement not being captured completely and hence not reflecting in scope statement, Facilitated workshop tool could be used reconcile the difference and build mutual trust amongst the project group.
Option c:The thread/linkage should be checked between requirement, business objectives and scope statement first.Then maybe option b could follow,if gaps are found in option c.
Option d: Before instructing the team to accommodate any changes,it's worth investigating whether the ask of stakeholder is genuine and then take a call.hence this option is ruled out.

Group members ....pls share ur views.
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Re: How to ensure proper elaboration of requirements from Requirement Document to Project Scope Statement?

Postby pmp_learner Sat Sep 02, 2017 11:51 am

Hi Seema,
Thanks for posting this question.

I would go for option C:
c. Check these raised requirements from Requirement Document and also the status & relationship between these requirements from Business Requirements to Requirement Documents and Project Scope Statement.
Correct : This is the next step PM should do. As Stakeholder has raised concern, as PM you should hear stakeholders concern and take appropriate action - unbiased action ( without having prejudice that this stakeholder can create problem.. All stakeholders’ voice should be heard) This should be taken into account and refer back the requirements from Requirement documents, check status and relationship between these requirements from Business Requirement to Requirement Documents and Scope statements.

Please find below my reasoning for selecting Option C and why I think rest all options are incorrect:

a.Requirement Document has approved by steering group thus ask Business Analysts & System Analysts Team to accommodate all the raised requirements in the Project Scope Statement. And avoid impact on cost and schedule baselines by removing some of the less valuable requirements
Incorrect: Requirement Document contains all the requirements which stakeholders come up. Not all the requirements need to be in the project scope documents. After using many tools & techniques and working with stakeholders , requirements are also prioritised. During this exercise, there is a possibility of identifying some requirements ( which were documented in Requirement Document) are not really needed for the project and may not be the part of Project scope, thus Project Scope statement.

b. Most of the stakeholders agreed with Project Scope Statement but as the stakeholder who raised the issue can create a problem; conduct a facilitated workshop meeting to get the consensus from rest of stakeholders if these requirements have to be included in the Project Scope Statement.
Not the very next thing to do: Project Manager might eventually conduct a facilitated workshop with stakehoders and review this, get consensus if these should be included in Project Scope Statement. But He should first do which is stated in Option c - below
c. Check these raised requirements from Requirement Document and also the status & relationship between these requirements from Business Requirements to Requirement Documents and Project Scope Statement.
Correct : This is the next step PM should do. As Stakeholder has raised concern, as PM you should hear stakeholders concern and take appropriate action - unbiased action ( without having prejudice that this stakeholder can create problem.. All stakeholders’ voice should be heard) This should be taken into account and refer back the requirements from Requirement documents, check status and relationship between these requirements from Business Requirement to Requirement Documents and Scope statements.
d. Call a meeting between System Analysts and relevant stakeholders to discuss how to accommodate all the requirements which are approved by steering group but not included in Project Scope Statement. And avoid impact on cost and schedule baselines by removing some of the less valuable requirements
Incorrect:
Doesn't seem right.. However I can't justify with proper reasoning. I think , this might have already been done when preparing the Scope Statement.. but as stakeholder has raised concern, that indicates that something is missing, some of the requirements have not been either interpreted correctly or mapped with the business /product requirements etc. Manish/Saket: Can you please help in explaining why is this not correct choice.

Will be waiting to hear from Saket/Manish with correct answer and their explaination.
seema.sonkiya
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Re: How to ensure proper elaboration of requirements from Requirement Document to Project Scope Statement?

Postby seema.sonkiya Tue Sep 05, 2017 7:18 am

This question is a perfect example of how should a Project Manager act on typical issues. Whenever an issue comes in, instead of directly jumping to the solution, he/she should acknowledge the problem, assess it and based on the assessment, he/she should identify the appropriate actions. In other words, Problem Resolution is perceived using three 'A'
1. Acknowledgement
2. Assessment
3. Act

In this question, the issue is raised by one stakeholder that some of the requirements were discussed are not in the Project Scope Statement. Now for this situation, there could be either one from following two possibilities:

1- The skipped requirement is agreed in the Requirement Document but missed in the Project Scope Statement

OR

2. During requirement gathering, many requirements were discussed, all the discussions are in the Minutes of Meetings. Some of the requirements identified as desired instead of actual needs and dropped. As a result of stakeholder's collaboration, and negotiations, the final stakeholder's needs are agreed in the Requirement Document. The Requirement Document is further elaborated in the Project Scope Statement.

Note: There could be the third situation but not relevant to the question. Just to clarify the concept, I am mentioning the third option as well here: There are some requirements which are in the Project Scope Statement but not in the Requirement Document. These are additional requirements and has to be removed due to lack of relationship between solutions requirements with stakeholder requirements and finally to the business requirements.


The 'Assessment' stage needs an exploration to see which one of the two point is relevant here. Now the question is how to do it?

The solution is: Review the Requirements Traceability Matrix to see the relationship between Business Requirements, Requirement Documents, and Project Scope Statement. Business Requirements are elaborated in the Requirement Document (Stakeholder Requirements) and Requirement Document is further elaborated in the Project Scope Statement(Solution Requirements)

This relationship is maintained in the RTM, you can assess if all the stakeholder requirements are linked with one or more Business Requirements, and all the solution requirements are linked with at least one Stakeholder Requirements.
For more details, please refer my blog: https://www.izenbridge.com/blog/require ... e-need-it/

Now as a Project Manager, whenever an issue is raised:
1. First, you acknowledge the issue. You may choose to enter the details in the issue log for the same. None of the four available options are indicating for the acknowledging the problem step. Thus look for the option which is indicating assessment as a next step.

2. Based on explanation mentioned above, you need RTM which has the relationship between Business Requirements, Stakeholder Requirements, and Project Scope Statement. Option 'C' - Check these raised requirements from Requirement Document and also the status & relationship between these requirements from Business Requirements to Requirement Documents and Project Scope Statement. - meet the objective.

Thus, the option 'C' is correct. In summary, first acknowledge, then assess the situation. Actions are taken after proper assessment.

Option, B, A, and D are indicating direct actions.

For more apt explanation, you can watch the following video:

nirajsys@gmail.com
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Re: How to ensure proper elaboration of requirements from Requirement Document to Project Scope Statement?

Postby nirajsys@gmail.com Wed Sep 06, 2017 3:14 am

Seema,

Thanks for the detailed justification.

Also,in case had the question asked "what best should be done",instead of "first OR next", wud option b the right answer?

Pls advise.
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Re: How to ensure proper elaboration of requirements from Requirement Document to Project Scope Statement?

Postby seema.sonkiya Tue Oct 10, 2017 6:12 am

In that case also "C" is the correct answer. The best thing is always is the next thing to do.

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