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Requirements Gathering

Master the art of extracting clear, actionable requirements from stakeholders using structured interview techniques and AI-assisted analysis. Learn to transform vague business needs into specific, testable requirements that drive successful software development.

Learning Objectives​

By the end of this module, you will be able to:

✅ Conduct Effective Stakeholder Interviews - Extract meaningful requirements through structured conversations
✅ Document Requirements Systematically - Create clear, testable requirement specifications
✅ Identify Hidden Requirements - Uncover implicit needs and edge cases
✅ Validate Requirements Quality - Ensure completeness, consistency, and feasibility
✅ Use AI for Requirements Analysis - Leverage AI tools to improve requirement gathering efficiency

The Requirements Challenge​

Most software projects fail due to poor requirements understanding:

GISE Requirements Process​

Phase 1: Stakeholder Identification​

Step 1: Create Stakeholder Map

Stakeholder Analysis Template:

# Stakeholder: [Name/Role]

## Background
- **Role**: [Job title and responsibilities]
- **Experience**: [Relevant experience and expertise]
- **Influence**: [Level of decision-making authority]
- **Availability**: [Time constraints and availability]

## Objectives
- **Primary Goals**: [What they want to achieve]
- **Success Metrics**: [How they measure success]
- **Pain Points**: [Current challenges and frustrations]
- **Constraints**: [Limitations and restrictions they face]

## Interview Strategy
- **Best Communication Style**: [Preferred communication method]
- **Key Questions**: [Specific questions to ask this stakeholder]
- **Preparation Needed**: [Background research required]
- **Follow-up Plan**: [How to maintain ongoing communication]

Phase 2: Structured Interviews​

Interview Framework: The GISE 5W Method

  1. Who - Users, roles, personas
  2. What - Features, functions, data
  3. When - Timing, triggers, workflows
  4. Where - Context, environment, constraints
  5. Why - Business value, motivations, success criteria

Interview Script Template:

# Requirements Interview Script

## Opening (5 minutes)
- Introductions and role clarification
- Project overview and objectives
- Interview structure and duration
- Permission to record/take notes

## Background Questions (10 minutes)
- Tell me about your role and responsibilities
- What are your biggest challenges today?
- How do you currently handle [specific process]?
- What tools and systems do you use?

## Needs Assessment (15 minutes)
- What would an ideal solution look like?
- What must this system do to be successful?
- What would happen if we don't build this?
- Who else would benefit from this system?

## Feature Exploration (15 minutes)
- Walk me through a typical [workflow/process]
- What information do you need at each step?
- What decisions do you make along the way?
- Where do things typically go wrong?

## Constraints and Context (10 minutes)
- What limitations should we be aware of?
- Are there compliance or regulatory requirements?
- What integration requirements exist?
- What's your timeline and budget expectations?

## Closing (5 minutes)
- Summary of key points
- Next steps and follow-up
- Additional stakeholders to interview
- Permission for follow-up questions

Phase 3: AI-Assisted Analysis​

Using AI to Extract Requirements

// Example AI prompt for requirements analysis
const requirementsPrompt = `
Analyze this stakeholder interview transcript and extract:

1. FUNCTIONAL REQUIREMENTS
   - Core features and capabilities
   - User interactions and workflows
   - Data processing needs

2. NON-FUNCTIONAL REQUIREMENTS  
   - Performance expectations
   - Security and compliance needs
   - Scalability requirements

3. BUSINESS RULES
   - Validation rules and constraints
   - Process flow requirements
   - Decision logic

4. ASSUMPTIONS AND CONSTRAINTS
   - Technical limitations
   - Resource constraints
   - Timeline expectations

Interview Transcript:
[TRANSCRIPT_CONTENT]

Please format the output as structured requirements with unique IDs, priorities, and acceptance criteria.
`;

Requirements Documentation Template:

# Project Requirements Document

## Document Information
- **Project**: [Project Name]
- **Version**: [Version Number]
- **Date**: [Creation Date]
- **Author**: [Requirements Analyst]
- **Reviewers**: [Stakeholder List]

## Executive Summary
Brief overview of project scope, objectives, and key requirements.

## Functional Requirements

### FR-001: User Authentication
- **Description**: System must authenticate users before granting access
- **Priority**: High
- **Source**: IT Administrator, Security Team
- **Acceptance Criteria**:
  - [ ] Users can log in with username and password
  - [ ] Failed login attempts are logged and limited
  - [ ] Session timeout after 30 minutes of inactivity
  - [ ] Password complexity requirements enforced

### FR-002: Data Management
[Continue with additional requirements...]

## Non-Functional Requirements

### NFR-001: Performance
- **Requirement**: Page load times must be under 3 seconds
- **Measurement**: 95th percentile response time
- **Priority**: High
- **Rationale**: User experience expectations

### NFR-002: Security
[Continue with additional NFRs...]

## Business Rules
1. Only authorized users can access sensitive data
2. All transactions must be logged for audit purposes
3. Data retention period is 7 years for compliance

## Assumptions
- Users have basic computer literacy
- System will integrate with existing Active Directory
- Internet connectivity is reliable

## Constraints
- Must comply with GDPR regulations
- Budget limited to $100,000
- Must be operational within 6 months

Phase 4: Requirements Validation​

Validation Checklist:

  • Complete: All necessary requirements identified
  • Consistent: No conflicting requirements
  • Clear: Unambiguous and specific language
  • Correct: Accurately reflects stakeholder needs
  • Feasible: Technically and financially viable
  • Necessary: Directly supports business objectives
  • Prioritized: Importance levels clearly defined
  • Testable: Can be verified through testing
  • Traceable: Linked to business objectives

Requirements Review Meeting Structure:

Advanced Requirements Techniques​

User Story Mapping​

Transform requirements into user stories with story mapping:

Requirements Traceability​

Maintain traceability throughout the project:

Common Requirements Patterns​

Authentication & Authorization​

**Pattern**: User Access Control
- User registration and login
- Role-based permissions
- Session management
- Password security policies

Data Management​

**Pattern**: CRUD Operations
- Create new records
- Read/retrieve data with search/filter
- Update existing records
- Delete/archive old data

Integration Requirements​

**Pattern**: External System Integration
- API connectivity requirements
- Data synchronization needs
- Error handling and retry logic
- Performance and reliability expectations

Reporting and Analytics​

**Pattern**: Business Intelligence
- Data collection requirements
- Report generation capabilities
- Dashboard and visualization needs
- Export and sharing functionality

Tools and Templates​

Requirements Management Tools​

  • Jira: For requirement tracking and user story management
  • Confluence: For collaborative documentation
  • Lucidchart: For process flow and system diagrams
  • Figma: For UI/UX requirement documentation

AI-Powered Analysis​

  • ChatGPT/Claude: For interview analysis and requirement extraction
  • Notion AI: For requirements documentation and formatting
  • Miro AI: For visual requirements mapping and organization

Quality Assurance Templates​

  • Interview scripts and question banks
  • Requirements documentation templates
  • Review and validation checklists
  • Stakeholder sign-off forms

Success Metrics​

Track the effectiveness of your requirements gathering:

  • Requirements Stability: % of requirements that remain unchanged
  • Stakeholder Satisfaction: Feedback scores from requirement reviews
  • Development Efficiency: Reduced rework due to clear requirements
  • Project Success: On-time, on-budget delivery rates

Next Steps​

After mastering requirements gathering:

  1. Process Mapping - Document current and future state workflows
  2. User Story Creation - Transform requirements into actionable development tasks
  3. Technical Research - Validate feasibility and technology choices
  4. Stakeholder Sign-off - Get formal approval before moving to design

Remember: Great requirements are the foundation of successful software projects. Invest time in getting them right, and everything else becomes much easier.