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About Business analyst

Fredrick Brooks, who managed the development of IBM computers is a revered software architect. In his words, “The hardest part of building a software system is deciding precisely what to build.”

Requirements define WHAT software will be built. The purpose of this article is to provide details about what is a requirement. Two components make up a requirement – (1) A statement of need and (2) when implemented will solve a business problem. Thus, in plain simple English, a requirement is a ‘statement of need’. When the statement is defining the need of a business, it is called a Business Requirement. When the statement is defining the need of an end-user, it is called as User Requirement. When the statement is defining what a particular software needs to do, then it is called a System Requirement.

Thus, it is imperative to remember that a requirement is a statement of need. Consider the following three examples:

a.       The solution must only allow authorized users to log in to the system.

b.      As a Customer Service specialist, I need a feature to distribute quality surveys to customers.

c.       The Production Business Unit shall reduce product defects from 100 Defects /Unit to 20 Defects/Unit.

The first is a system requirement or a functional requirement. The second is a user requirement where the user is a ‘customer service specialist’. The third is a Business Requirement where the ‘business’ in question is the production department.

Note how these statements also satisfy the second component of the definition of requirement. The first requirement when implemented, will achieve the objective of allowing users to sign-in. The second requirement when implemented, will achieve the objective of distributing surveys. And finally, the third requirement when implanted will solve the business problem of ‘product defects’.

In essence, authoring requirements is a task where a business analyst is defining ‘what’ the business needs are, what the needs of individuals in business are? The goal is to articulate in a clear, concise and comprehensive way what an IT solution must do in attempt to satisfy those needs. Thus, software requirements have to be descriptive in nature i.e. they must describe ‘the need’ rather than just state the need. Consider the following two sentences and see how one is a straightforward need while the other is more descriptive in nature.

a.       As a user, I must be able to back-up my entire hard drive

b.      As a user, I must be able to back-up hard-drive and indicate which folders not to backup so that my backup drive isn’t filled up with things I don’t need saved.

Thus, you see that requirements are what the customers, users and suppliers of a software product must determine and agree on BEFORE the software can be built. The Requirements Document is a written agreement between customers and suppliers which articulates what the software product is to do. Oftentimes when project team members refer to ‘the requirements’, the business analyst should know that it is not just one type of requirement but a comprehensive list of business, user, system, non-functional, transition, security, reporting, usability, etc. Also, requirements can be clearly written text, charts, graphs, diagrams, use cases, and screen mock-ups etc.

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