Requirements Workshop Tools & Templates

Table of Contents
TABLE OF CONTENTS......................................................................................3
REQUIREMENTS WORKSHOP PREPARATION CHECKLIST....................................4
DEFINING THE WORKSHOP PURPOSE...............................................................6
WORKSHOP PURPOSE WORKSHEET................................................................7
WORKSHOP PURPOSE STATEMENT (DELIVERABLE)...........................................8
STAKEHOLDER PROFILING...............................................................................9
AGENDA WORKSHEET...................................................................................10
PLANNING A WORKSHOP ACTIVITY.................................................................11
ACTIVITY WORKSHEET..................................................................................12
WORKSHOP CHARTER EXAMPLE....................................................................13
ANNOTATED AGENDA EXAMPLE......................................................................14
WORKSHOP EVALUATION...............................................................................17

Requirements Workshop Preparation Checklist

The workshop leader (Facilitator) spends an average of 2 to 4 hours preparing for every 1
hour of session time. Steps to guide the Business Analyst in preparing for a requirements
workshop are as follows:
1. Develop a statement of purpose, scope, or objective for the workshop. Present
concept to management and obtain commitment from the Sponsor.
Refer to Workshop Purpose Statement Worksheet for an example template.
2. If necessary, meet with key subject matter experts to become familiar with the
business area under focus (basic business flow and business terms, acronyms and
jargon). This is NOT so you can participate, but rather reasonably facilitate the
workshop discussion.
3. Identify participants.
Refer to Stakeholder Profiling for example templates.
a. Create Stakeholder Profile.
b. Conduct Stakeholder Survey.
c. Compile Stakeholder Assessment.
4. Interview the potential participants (average 30 minutes each participant).
a. Identify potential issues and resolve them prior to the workshop.
b. Understand the concerns and attitudes (hidden agendas) of the participants.
c. Understand the group dynamics and identify potential problem people
characteristics.
d. Suggested interview questions:
i. Describe the current work.
ii. What do you expect from the workshop?
iii. What is your understanding of the purpose of the workshop?
iv. What should the output of the workshop look like?
v. Do the participants have authority to make decisions?
vi. What problems do you foresee?
vii. What is my biggest obstacle as facilitator for this workshop?
viii. Who should attend? Why? Who should not? Why?
ix. What is the overall synergy of the participants ability to work as a
team?
x. Does the proposed agenda make sense to you?
xi. What materials or work products will be needed as aids to
discussion?
xii. What are inputs to the workshop?
xiii. What would prevent you from attending the entire workshop?
xiv. Do you have any questions?

5. Prepare the participants.

a. Identify any materials or work products they need to bring.
b. Get commitment to attend the entire workshop.
6. Determine the deliverables or expected outcomes of the workshop.
7. Develop an approach (step-by-step activities necessary to accomplish or create the
deliverables). Set the agenda.
Refer to Agenda Worksheet for an example template.
8. Develop the workshop estimates and schedule.
9. Recruit and prepare documenter(s).
10. Make facility arrangements.
a.
b.
c.
d.

Reserve conference room.

Reserve necessary presentation equipment.
Identify food and/or refreshment catering needs.
Obtain driving directions to the facility if necessary.

11. Prepare visual aids.

a.
b.
c.
d.
e.
f.
g.

Purpose Statement.
Agenda.
Ground Rules.
Issues.
Parking Lot.
Other visuals appropriate to the specific deliverables or outcomes.
Workshop Evaluation Form.
Refer to Workshop Evaluation for an example template.

12. Send out the workshop invitation.

13. Conduct a successful workshop!

Defining the Workshop Purpose

Purpose why the workshop is to occur.

For example, the purpose of this workshop is
to identify user roles related to the
incoming mail process.

Scope what will be included and

excluded.

For example, the scope of this workshop

includes the user roles that are external
Objective
what is to be accomplished.
sources of incoming mail.
For example, Model the user roles affected by
the project.

Deliverable what tangible work

product
is to come out of the workshop.
For example, Context Diagram with the
Incoming Mail Process as the system
boundary.

Workshop Purpose Worksheet

Workshop Name:
Purpose:
Why is the workshop to occur? The purpose of this workshop is to _____________so that ____________.

Scope:
What will be included and excluded?

Objective:
What is to be accomplished?

Deliverable:
What tangible work product is to come out of the workshop?

Workshop Purpose Statement (Deliverable)

Name:
Sponsor:
Who determined the members/participants had to meet? Who is most interested in the outcome?

Members/Participants:
Reference Stakeholder Profile.
Who is involved on a regular basis?

Outcome and Deliverable:

Due Date:

What is the expected result of the meeting? What is the form of that result? Is a
decision supposed to be made? Is a plan to be created? Are there any expected
actions to be completed?

1.
2.
3.

Tasks and Activities:

What specific topics/issues need to be addressed? What information needs to be gathered? What
decisions need to be made?

Ground Rules:
What is expected of the participants? How will participants treat each other? How will decisions be made
such as voting or other means?

Stakeholder Profiling
Stakeholder Profile Template:
Stakeholder Name

Area of Business
Topic of Expertise

Role and Responsibilities

Stakeholder Survey Template:

Area of Business
Topic of Expertise

Little

Some

Proficient

Expert

1
2
3

1
2
3

Name nStakeholder

Name 6Stakeholder

Name 5Stakeholder

Name 4Stakeholder

Name 3Stakeholder

Name 2Stakeholder

Area of Business
Topic of Expertise

Name 1Stakeholder

Stakeholder Assessment Template:

Agenda Worksheet
Workshop Purpose:
The purpose of this workshop
is to (summarize the expected outcome)
so that (identify how the requirements deliverables will support the project objective).
Location:

Date:

Participants:

Role:

Time:

Participant Meeting Preparation:

Information or Materials to Bring:

Workshop Start:
Welcome and Introductions
Review the workshop purpose statement
Present the agenda
Explain the ground rules
Executive kick-off
Workshop Process (Activities):
1.
2.
3.
(insert additional rows as needed)
Workshop Finish:
Review workshop accomplishments
Identify next steps
Review and assign open items
Evaluate the workshop

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Time Allocation:

Time Allocation:

Expected Outcome:

Time Allocation:

Planning a Workshop Activity

Agenda Step

1st

As displayed for the participants

Purpose
Answer, Why are we doing
this step?

Document/Output
Tangible work product

2nd
3rd

Process
Precisely what steps, questions,
and so on, will you follow to do
this step

Estimated Time

How long will it take to do it

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Activity Worksheet
1st

Step

3rd

Estimated
Time
Purpose

1st

2nd

Process 1.
Steps
2.
3.

1st

Document

1st

Step

3rd

Estimated
Time
Purpose

1st

2nd

Process 1.
Steps
2.
3.

1st

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Document

Workshop Charter Example

Menu Planning Workshop Charter
Purpose
To develop a Process Model for menu plans for Miracles Restaurant.
Scope
A Process Model of Menu Planning for Miracles Restaurant.
Workshop Objectives
To develop a process model for planning menus.
To provide participants with a better understanding of how to create
menu plans.
***************************************************************************************
Agenda
Introduction
What is the purpose of Menu Planning?
What is done to support the purpose?
Define 5 to 10 processes of Menu Planning
What sub-processes are required?
Plan
Acquire
Operate
Control
Define each sub-process
What comes in?
What is done?
What goes out?
Identify general requirements
Review & Wrap Up

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Annotated Agenda Example

Menu Planning Workshop Annotated Agenda
Workshop Start
Client Executive Kick-off
Introduce Myself and Documenter
Two Truths and a Lie Introductions Exercise
Describe the agenda
Step 1: Define the purpose of menu planning
Example: The purpose of the financial management is the manage income,
expenses, cash, and investments so that we maintain a positive cash flow
and can plan for the future.
Step 2: What is done to support the purpose of menu planning
Example: Account Management, Payroll, Bill Paying
Step 3: Define 5 to 10 processes of menu planning
Example: The purpose of Account Management is to manage deposits,
withdrawals, and account information so that we have an accurate and upto-date record of our accounts.
Step 4: What sub-processes are required
Example: Account Management has sub-processes of Determine Account
Needs, Select Account, Open Account, Update Account, Update Account
Information, Reconcile Account
Step 5: Define each sub-process
Example: Sub-Process Update Account
In: Account information, transaction information
Do: check account to validate, apply transaction, update balance
Out: Validated account
Review the ground rules

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Workshop Process
Step 1: Define the purpose of menu planning
Estimated Time
Purpose
Process Steps

Document

30 minutes
Identify the boundaries of the business process in the scope of the workshop. It defines
what it is and why it exists.
1. Define purpose to the participants.
2. Ask the participants to state the purpose in 25 words or less.
Label the flipchart Purpose
The purpose of menu planning is to
so that
3. Hang the flipchart on the wall
Capture the purpose statement on a document labeled Purpose.

Step 2: What is done to support the purpose of menu planning

Estimated Time
Purpose
Process Steps

Document

30 minutes
Generate a list of possible processes within business. Sets the stage so participants
have a comprehensive list to work with.
1. Label the flipchart Do This
2. Ask the participants to pair off and work in small group to brainstorm a list of what is
done to support the purpose.
3. Ask the teams to share items from their lists.
Write them on the flip chart in Verb-Noun format.
This requires no documentation. The next step will document the results.

Step 3: Define 5 to 10 processes of menu planning

Estimated Time
Purpose
Process Steps

Document

Up to 4 hours.
To consolidate the candidate list developed earlier and end up with 5 to 10 processes.
Defines the first level of decomposition of the business.
1. Review the list created in the previous step, looking for common nouns.
2. For each item listed ask the participants (goal) why do you do this? Write the
response next to the item. Continue with the next item, if it has the same goal then roll it
into the previous one. When a number of items relate (due to common goal), ask the
participants to name the process.
3. Write the process name on a new page of flipchart.
4. Define the purpose of each process
5. Review all of the purposes to ensure that the combined purposes support the
business purpose.
Capture the Processes on a document labeled, Process Descriptions along with each
associated process purpose.
Write the name of each process onto a large post-it using a marker so it can be read
from the back of the room. Set it aside for the next step.

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Step 4: What sub-processes are required

Estimated Time
Purpose
Process Steps

Document

Up to 90 minutes for each process defined in the previous activity.

To break the processes down to the next level and gain a clearer picture of the business
process.
1. Use brain-writing to list sub-processes for each process.
2. For each list of sub-processes, identify which sub-process is Plan (Planning for the
work and resources)
3. For each list of sub-processes, identify which sub-process is Acquire (Acquiring the
resources to do the work)
4. For each list of sub-processes, identify which sub-process is Operate (Doing the
work)
5. For each list of sub-processes, identify which sub-process is Control (Controlling
what you have done)
6. Verify that you have at least one sub-process in each of the 4 categories.
7. Format the sub-processes Verb-Noun
Capture the sub-processes associated with their respective process on the document
Process Descriptions
Write the name of each sub-process onto a post-it using a marker so it can be read from
the back of the room. Set is aside for the facilitator.

Step 5: Define each sub-process

Estimated Time
Purpose
Process Steps

Document

Up to 8 hours
This completes the process model by detailing the sub-processesdescribing
what happens. This helps to validate the previous stepsall changes roll up and
affect previous work (make adjustments).
1. Set a pattern for the sub-process definition:
a. What comes in?
b. What is done?
c. What goes out?
2. Break the participants into small groups based on their expertise.
3. Check in on the small groups while they are working.
4. Reconvene the groups. Have each group present their work. Ask for
questions from the participants.
5. When all are in agreement, summarize what they have done.
Document the sub-process descriptions in the appropriate Process Description
section. If you have a CASE tool, capture the process descriptions and final
process model using the CASE tool.

Workshop Finish
Review the effort
Identify next steps
Assign open items
Evaluate the workshop
Close

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Workshop Evaluation
Participant Name:

Date:

Workshop Title:

Facilitator:

For each item, please circle one number that best describes your opinion. If you rate any item lower than 3,
please explain why in the comments section below.
Ranking Scale: 1=Poor, 2=Needs Improvement, 3=Average, 4=Above Average, 5=Excellent
The Workshop:

1 = Poor, 5 = Excellent

Preparedness of the participants.

Participation level of the participants.

Amount of tasks and activities.

Level (appropriate duration, depth, detail) of the tasks and activities.

Session met your expectations.

Overall assessment of the workshop effectiveness.

Comments:
The Facilitator:

1 = Poor, 5 = Excellent

Ability to handle group dynamics and interventions.

Ability to remain neutral (not a participant).

Overall preparedness.

Comments:
The Facilities:

1 = Poor, 5 = Excellent

10

Facility arrangements for interaction.

11

Facility arrangements for ability to hear.

12

Facility arrangements for ability to see.

Comments:
What would you change to improve the workshops effectiveness? Why?
Overall comments:

17