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Signature service business requirements document template brd

everyone welcome back to my channel so I'm back today with one of the most requested videos to talk about business requirements document the foundation of a successful project requires a well-written business requirements document the business requirements document contains what the business solution should be for a given project so this can include things like current business processes what the future processes Kirk and I look like what are some of the business requirements what are the goals and objectives of what they're trying to achieve as well as any kind of constraints that should be flagged as part of risk factor actually it acts as a guideline to provide enough information to key stakeholders so then they can actually make decisions in a timely manner and this is incredibly important because then the project team can actually prioritize different types of requirements and then make sure that the project scope won't get bigger than what they initially intended so it sort of acts as a guideline document that states what the business goals are what are the current business processes and what are some of the requirements from both stakeholders and to achieve the business goals at the end of the day so in my previous videos I've talked quite extensively about different types of requirements out there and there is a reason why I did so without having a deep understanding of different types of requirements out there it's gonna be really difficult for you to write a really great business requirements document for today's video I wanted to actually walk you through a sample of business requirements document section by section also for those of you who watch the video until the very end I have a small gift surprise for you so just keep on watching so before we begin I just wanted to let you guys know that this is a template and for your purposes and for your organizational needs you can actually customize it and take out some of the sections that you don't think are necessary so this is totally something you can work to make changes it's not you know be all and all but it does in a lot of essential information and structure that you can begin to follow so obviously this is the first cover page you can add a company logo that's what I normally do I usually add my company logo and then the author and version if possible and then we go into the document revision history as you know that sometimes when we go through the requirements and as you attend different workshops you can actually end up with more requirements from each of those sessions so that's why we have to keep track of different types of documents and what kind of revisions have been made also I'm not going to spend too much time here if you are delivering delivering this requirement document for a specific project you can actually add more information here but again it's not necessary you don't have to but if you want to then you can certainly add more information here so the business requirements document is a major deliverable representing the achievement of the business analysis milestone in a project management setting so it requires formal review and sign off by the client acceptor or whoever is going to provide a sign-off who's going to represent the interests of the business area stakeholders under normal circumstances the business requirements document is created by the you know senior business analyst who is delegated to a project so the business requirements document template conforms to some of the best practices and is the primary tool for structuring requirements so gathering requirement activity is what we call it and then interim feedback loops and approvals from the business stakeholders are going to be captured and that's why I've mentioned before that there could be multiple versions as it goes through different iterations of approvals okay so here is a table of contents in this table of contents we're gonna start off with a brief you know introduction so every document should have document approvers requirement acceptance criteria and then if there's any dependencies or relationships to other documents and then it can also define the scope of the project as well as some of the participants and processes so I'm not going to spend too much time under introduction because I think the meat of this business requirements document really relies on under the section 23 business process overview as well as the requirements so I'm just gonna briefly go through the introduction it basically lists out the document purpose and then it also provides some of the some of the tips and what are different enterprise environmental factors that can be taken into consideration if you want to not necessary and then also who the document approvers are going to be right because we have to know who the key stakeholders are for the final state of approval so it's really important for us to know who's going to say yep these are all the changes that we're gonna be we're gonna be making and we are good with that decision right so who's a key decision-maker that can provide those approvals at the end of the day already so this is sort of the preliminary before we get into the business process overviews so as I mentioned before that there is current business environment meaning what is your business process today how do you do things you know what are the different types of business processes that we need to review that are going to be changed as a result of this project right so this would be the appropriate place to add swim Lane diagrams so oftentimes what I would do is I would add swimlane diagrams of the current business practices and the different stakeholders that are involved and so normally swimlane diagram would be preferred because it gives a very great visual of what your current business process should look like and it can also have additional descriptions of current methods and procedures and equipments that are being used or any inputs and outputs of volumes and frequency of the product or process that you want to change right and then you can also do like additional SWOT analysis and you can also talk about what are the deficiencies right so why is it that you know how many manual hours is this costing you today how many limitation does this functionality have so this is where you can sort of discuss the problem that you are having with your current business environment and then the second section is really the 2b or the future business environment or future business processes again so this is going to be envisioned future business process so this is not how you do things today but this is how you envision that it's going to change in in the future right so again it would be really great and beneficial to have swimlane diagram so then you can sort of do a quick comparison when you look at those two diagrams between Oz's versus to be right and you know it's okay for you to not have a complete picture of what the to be process is gonna look like because nobody knows exactly what's gonna happen tomorrow but you should have a pretty good understanding by the time you write this document you as a business analyst should have a pretty good understanding of some of the processes or structure or different policies that they're trying to implement as a result and you should be able to you know envision what those future processes should look like okay and this will require you know multiple iterations of workshops and understanding the different types of requirements so you don't have to work on this right away I mean you can work on as is first and then you can go and work on your other requirements section and then come back to to be you know just because it's under Section two doesn't mean it has to be completed before you move on to the next section okay oh here I have a note too so the to be environment is not determined until design and the project plan is complete and approved it is optional and not to be included in this business requirement document and you can also include it in the design document at a later phase so it sort of depends on you know the project the scope of the project and you will have to work with a project manager or with your supervisor or manager in order to determine whether or not you have the new the new to be business processes ready okay and then you can also include key improvements and capabilities that are to be improved upon or any kind of upgrades that are going to be made to an existing capabilities and section three requirements would be the most critical part of business requirements document so obvious obviously we're gonna start off with the high level business requirements of what is the enterprise business goals objectives and benefits describe why the project initiated what is a problem that we're trying to solve at the end of the day right what is the problem or opportunity that we're trying to achieve and what kind of solution is required why is it required and how are we going to achieve business objectives at the end of the day right so this is sort of like a high-level business requirement okay so the stakeholder requirements really focuses on who right so how are these particular stakeholders or stakeholder groups how are they going to interact with the solution what are the key functions that they need in order to in order to use this you service or product rate water what does the product or service do how do you expect to use a finished product or service so this sort of goes back to asking the questions to those end users and ask questions such as you know how exactly are you going are you planning on using this interface or this report to help with your current business practices right so this this comes right after the business requirements solution requirements is really to focus on identifying the characteristics that would meet the business and stakeholder requirements right so these will include some of the functional and non-functional requirements that we're going to cover so functional requirements let's say you're working on a project where you're trying to improve a system functionality right so if that's the if that's the requirement then under the functional requirements the this is how you would define what that would look like right so requirement number one would be you know the system shall have reporting functionality right the system shall be dropped off on an SFTP server the system shall have an ability to identify certain employees that are eligible to be included in this interface right so these are all the different types of functional requirements so we're not necessarily proposing a solution or what it should look like but we are saying these are the requirements that need to be checked off in order for us to say yep this is the end product that we want to see so here you can also provide different types of diagrams of the system and the integration if if it's gonna be easier so in this example we are showing the data flow right this is a data flow diagram of how data flows between the main application or assists and then how it interacts with different interfaces that it's connecting with right so you know if it helps then by all means I think it's best to sometimes include some of these visual diagrams to help with your explanation and then there's also the reporting functionality that we always have to remember especially in systems we always are asked specific functionality because we want to capture certain information and we want an output right so what are the measurements specific reports that they're looking for operational reports what are the different types of you know documents or forms that we need at the end of the day those need to be also captured as well and there's some non-functional requirements such as like the performance or quality standards of this new system that we were talking about right what is the capacity was the what's the speed what's the availability right so for one of my projects that I've implement in the past they would ask questions like you know how long would it take to run payroll for you know hundred thousand employees right what's the what's your speed and capacity and you know I would also hear questions like you know is it is your server going to crash if we have you know thousands and thousands of people who are trying to log in at the same time right so these are some of the performance and quality standards that are sort of related to non-functional requirements and also security is an important aspect that we need to consider especially if you're working with different types of systems like I do especially because of Sox compliance so some of you who are in accounting will be familiar with Sox compliance also known as sarbanes-oxley Act to protect shareholders and then the general public from accounting errors and fraudulent practices and enterprises so basically we have to limit the amount of information that users can have within within the system right so I cannot be the one submitting you know a purchase order of $50,000 and also be the one who can approve it because what if I am somebody who's trying to steal money from the company right so it's it's about having limited user access and permissions depending on their organizational hierarchy and also ensuring that they are not the request requester and approver at the same time because that just you know gives them the ability to do whatever they want right so that's also an important part to consider system architecture this really only involves if you are working with systems like myself server configuration deployment model things like that it really comes down and it's only applicable if you are working on systems so if you are working on other types of projects where it requires infrastructure infrastructure standards and model and physical site layouts etc for construction companies or electrical plumbing mechanical or any other traits then you know maybe this is something that you want to include in your requirements document for your construction projects right but like I mentioned before you can take certain sections out because not everything is going to be applicable to you and you should really customize it to meet your own needs in terms of data is really critical for us to think about the the standards and model especially when when it involves a project a big capital project it can actually involve multiple phases where the phase one involves like data database migration and then the phase two is we're going to upgrade our system after the database migration so in that case we know that there is a dependency that we have with with the data and and then the database migration so these are some of the key things that you need to take into consideration depending on the scope of the project and then to see if there is any further integration so depending on the size of the organization and and the business area that you reside in you can actually work with many different types of integration for example I work with sa P that are similar to what we saw here earlier in the in the data flow diagram like this would be s a P and then this would be interface one it could be I didn't interface that you know people used to enter time entry right and then this could be another interface and it could be like a benefits interface where people go to their website and then enroll for their benefits coverage etc so there could be multiple interfaces that really stem from one system and then they can actually you know send information back and forth or they can just be one-sided right like it doesn't have to come back all the time so depending on the requirements this can differ to okay and this part is really about audit trails and sometimes especially when you're working on system you want to log all the changes that are made by different users because you don't know who you want to keep track of who deleted the records or made changes right so who is the last person who made the changes to this employee record so if you want those audit trails you sometimes have to ask for specific functionalities or requirements that need to be met right so and then you know what are we gonna do if there is any error right like if we were running something if we're writing a program and then if it errors out how are we gonna handle those errors and how can we fix them so this section is more related to systems as you can see so any backup recovery fallback plans for systems application database or hardware installation and startup procedures and time frames that we need to also take into consideration and then there is also the system maintenance so what's the procedure is going to look like after we implement this new system what's gonna be the time frame what's gonna be the priorities like well how are we going to deploy the new new enhancements how are you going to deploy the new regular system maintenance right so these are all the things that you also need to think about and training and documentation for users and support teams is critical as part of change management to move and support them from their current normal to their new normal so from their current as is to you know what the future to be process is going to look like and at you and then the last section environmental it's really talks about corporate standards and different types of regulation and legislations that could be that could have an impact and but you know again not necessary to have this if safety is important aspect of your project then you should definitely include section about safety and so yeah basically that would be the end of the requirements section and at the end this is this transition requirements really focuses on how to transition how to help organization transition from current state to the future state of the business right so these are temporary in nature so you know once people are familiar with the new processes they're not gonna need it anymore right so this can be like a data conversion from one system to another or this can be like a cheat sheet or you know some kind of documentation this is just really to ensure that the transition is smooth and there is all the help that users are gonna need in order to become familiar with a new norm and this section under requirement dependencies really focus on some of the assumptions and constraints and any relationship to other projects that should be taken into consideration so the reason why requirement dependencies are critical for you to capture is oftentimes it's out outside your direct control right it's outsized sometimes outside of project managers direct control and or sometimes it's outside the scope of the project but it can still influence the success of the project right so these dependencies can be internal or external right so right now there are a lot of uncertainty surrounding kovat right that's completely outside this project but realistically you know that vector can really influence the project timeline right for example are we gonna get our budget in time because I've Cove it right kovat introduced a whole new different checklist that people need to go through in order to get their budget approved so you know do you think that could be a constraint right so then you would you would probably write it down and then you know if there's any other existing project that's going on that could have a dependency on your project then you should also list them as well and then you should also write down some of these assumptions saying that you know this is based on the following assumptions that were made while determining the requirements because you can't capture everything but you have to sir you know at some point you have to draw a line in the sand and say that you know this is this is what we have currently based on what we know and that's that's why assumptions are critical and at the end you can have this appendices with terminology and then approval and sign-off of the business requirements document from the key stakeholders everyone for watching and as I promised earlier there is a small surprise gift for you so if you want to get a copy of this business requirements document then do the following three things so first subscribe to my youtube channel and second make sure you follow me on my Instagram account and third please leave your email in the comments below and I will send you a copy of this business requirements document okay so that's it for today's video I hope you guys found it informational let me know if you have any other questions in the con below you know the drill and I will see you guys in the next video bye