Further Detail Requirements Gathering

Transcription

1 Further Detail Requirements Gathering Joint School Computing Service Project Manager: Alinda Tyler Creation date: 28/01/2015 Revision date: Version Number: 1.0 Document Status: Live

2 CONTENTS 1. Introduction Requirements Gathering Approach Current IT Set-Up Online Service Release Stage 1 Requirements Gathering Release 1 Online Service Stage 2 Requirements Gathering Stage 2 Requirements Gathering - Review Stakeholder Requirements Schedule of Events... 7 Page 2 of 7

3 1. Introduction The purpose of this document is to provide all that are in scope for the Joint School Computing Service (JSCS) Project with the approach towards the JSCS Requirements Gathering. This document will lay out further information on each stage of requirements gathering, what could be expected from the JSCS Project and what is expected from all in scope Departments in terms of participating in this project. 2. Requirements Gathering Approach The Requirements Gathering will go through a number of stages in order to ensure the project is taking a thorough approach and is not leaving out any IT requirements without reviewing and considering them. This section will provide a brief explanation on what the reason is for the activity as well as the expected outcomes. This documented is supported by the JSCS Project Timeline Overview. 2.1 Current IT Set-Up The first step is for both Schools, School of Clinical Medicine (SCM) and School of Biological Sciences (SBS), to confirm their current IT services and set-up. This will include confirmation on current number of users, confirmation on current hardware/ software and IT provision and will increase the understanding of the scale of IT provision as well as current set-up. This will be useful information for the Requirements Gathering and will provide invaluable input for the Technical Design stage and how to scale the JSCS services. Each School will take a different approach due to the way IT currently is set-up. School of Biological Sciences Due to a great variety on how each department within SBS has arranged their IT services, the JSCS Technical Team will be required to start with a short questionnaire in the format of an online survey, called Qualtrics. The purpose of this questionnaire is to create a foundation in the understanding of SBS departmental services. The questionnaire will be distributed to all in scope via containing a URL to the online survey and will request each department to respond within a certain timeframe. The information received will be reviewed by the Technical Team which will help in planning for the stage 1 Interviews. School of Clinical Medicine All SCM in scope receive their IT services from the Clinical School Computing Service (CSCS) through a central model. The approach required to confirm SCM current IT set-up will therefore be more straightforward, however the JSCS Technical Team will also go through a process to ensure that all is reviewed, all exceptions are documented and that the final IT set-up will be confirmed. All confirmed IT services and hardware/ software supporting the services, will be documented in a SCM IT Service. Page 3 of 7

4 2.2 Online Service The JSCS Technical Team will create an Online Service which will include an online web-based catalogue allowing both storage of data during all stages of requirements gathering and will also provide all in scope with a publicly visible and accessible output of the project. The Departmental Online IT Service will provide the JSCS Technical Team with a database of live information, which will be kept up to date even after JSCS project in case of new services or systems. This tool will enable online departmental sign off of their JSCS requirements and will provide the Technical Team with the flexibility of data required to deliver a high quality output to this project. In addition this will allow to add, change or review information about their services. The Departmental Online IT Service requires the set-up of a database, as per a pre-agreed JSCS Structure, the set-up of a Web-based Front-End for both admin and users to add, change and review details about their services. This will be completed by implementing business logic to ensure the information in the database is stored logically Release 0 Once the Online IT Service has been setup and has gone through the appropriate review and sign off process, all information obtained through confirming the current IT set-up questionnaire for SBS and reviewing SCM current IT services will be documented in the Online Service in Release 0. Release 0 of the Online IT Service will be distributed to all in scope, both SCM and SBS, and will be accompanied by the JSCS Requirements Gathering Questionnaire. The communication going out to all in scope will request each department to review the Online IT Service with information regarding their current IT setup as well as the questionnaire in preparation for the Stage 1 Interviews. 2.3 Stage 1 Requirements Gathering These are face-to-face interviews to go through the each Departmental Online IT Service containing the information on current IT set-up and hardware/ software and complete the stage 1 Requirements Gathering questionnaire. The purpose of this questionnaire and interview is: 1) To finalise the documentation of departmental current set-up and ensure it is correctly documented 2) To discuss and document all future JSCS requirements, confirm what each department does and what is needed from an IT point of view to be able to do their function The JSCS Technical Team will have arranged specific interview dates/ times well in advance with each department, however please find below the expected timeframes for when these interviews are scheduled to take place (Schedule of Events). Page 4 of 7

5 2.4 Release 1 Online Service The next step for the JSCS Technical Team is to prepare for Release 1 of the Online Service which will comprise of: JSCS Proposal Identifying and documenting all assumption that exist with regards how a JSCS should work and what it should deliver. To review each assumption and ask How do we know this assumption is correct? and How do we know we have all information? and How do we know our users will use these items in this specific way?. Restate and document these assumption as a JSCS proposal and have the open discussion to see what we actually do and do not know. The documented proposal will be validated and refined during stage 2 of Requirements Gathering. Create Proposed JSCS Service With the confirmed JSCS proposal defining We believe JSCS needs to have XX to best serve the user and the information from stage 1 of Requirements Gathering Interviews, the JSCS Technical Team will prepare a proposed JSCS Service. The purpose of this is to understand how JSCS could potentially work and will be used The proposed JSCS IT Service will include a list of all IT services, Systems & Infrastructure, Who would be using what service and it will also provide a common ground of current departmental IT requirements, setup and find a JSCS solution that would be fit for purpose. This will be documented in the Online Service Tool and it will be accompanied by a Stage 2 Questionnaire. 2.5 Stage 2 Requirements Gathering The proposed JSCS IT Service will be distributed via containing the URL to the Online Service and will request each department to review the proposed catalogue within a certain timeframe. These are face-to-face interviews to go through the proposed JSCS IT Service and review, discuss and confirm what is proposed as well as going through additional specific interview questions the JSCS Technical Team may have. The JSCS Technical Team will have arranged specific interview dates/ times well in advance with each department, however please find below the expected timeframes for when these interviews are scheduled to take place. 2.6 Stage 2 Requirements Gathering - Review To complete the Requirements Gathering exercise, the JSCS Technical Team will review all captured information from the Stage 2 Requirements Gathering Interviews, research and revise the proposed JSCS Service with the potential option of requiring further time from specific where required. Page 5 of 7

6 The review, research and revision of the proposed JSCS Service will be a repetitive cycle until all in scope have provided sign off to the proposed JSCS catalogue. 3. Stakeholder Requirements The requirements gathering exercise is crucial for the project and will enable the technical design of a service to meet the users needs, meeting the IT needs of all participating and institutions and which can grow its existing capability. The approach taken to complete this exercise is thorough and will ensure all aspects of requirements from all participating have been taken into account. During this process there are multiple points which will require the time, effort and input from all participating. Reviews At different stages during this process we will distribute questionnaires and/or a release of the Online IT Service. We would greatly appreciate your time and input by reviewing and responding to these documents within the timelines requested. Interviews will be asked to schedule a stage 1 and a stage 2 interview to complete requirements gathering. Where this is required, follow-up meetings may be required which will be arranged on a department by department basis. We would like to emphasise that these meetings are key to the process and will require the right people to be involved from both an academic and technical point of view. In the below Schedule of Events you will find all the events, who and what is required as well as the scheduled timeframe. This timeframe includes the scheduled dates we are working towards and we would like all participating to take note of these dates and ensure availability as much as possible. We would like to emphasise that in the event the project doesn t receive (timely) responses or interviews are being delayed/ cancelled, or the appropriate contacts are not available, this will have an immediate impact on the project timelines and would potentially, in persistent situations, result in exclusion from requirements gathering. Page 6 of 7

7 4. Schedule of Events Event Stakeholder Scheduled Timeframe Complete Online Survey SBS in scope 03/02/ /02/2015 Requirements Respond to the questionnaire within this timeframe Release 0 Online Service 30/03/ /04/2015 Review Online Service with current IT set-up information Stage 1 Interviews 13/04/ /05/2015 To participate in the first round of requirements gathering interviews Provide Sign off for JSCS Requirements 18/05/ /05/2015 To confirm your JSCS requirements Release 1 Online Service 11/08/ /08/2015 Review proposed JSCS Service Stage 2 Interviews 24/08/ /09/2015 To participate in the second round of requirements gathering interviews: to discuss JSCS proposed Service Potential follow-up interviews Departments required 12/10/ /10/2015 Where further discussion or revision is needed, a follow-up interview would potentially be required Provide Sign off for JSCS Service 16/11/ /11/2015 Once all requirements have successfully been considered for the JSCS catalogue of services, to confirm your approval Page 7 of 7