Collect Requirements Process in Project Management

The Collect Requirements Process is a critical step in the Project Scope Management knowledge area. It involves determining, documenting, and managing stakeholder needs and requirements to meet project objectives. This process ensures that the project deliverables align with stakeholder expectations and business goals.

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Definition

The Collect Requirements Process is the systematic identification and documentation of:

• What the project must deliver (functional and non-functional requirements).
• Who the stakeholders are and their expectations.
• Why the requirements are necessary to achieve project objectives.

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Purpose of Collect Requirements

1. Define Scope: Establishes a clear understanding of what is included in the project.
2. Align Expectations: Ensures that all stakeholders’ needs are captured and agreed upon.
3. Set the Foundation: Provides the baseline for creating the Work Breakdown Structure (WBS) and planning project activities.
4. Minimize Risks: Reduces the risk of missed requirements or scope creep.

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Inputs of the Collect Requirements Process

1. Project Charter: High-level project goals, constraints, and deliverables.
2. Project Management Plan: Relevant components like the Scope Management Plan, Requirements Management Plan, and Stakeholder Engagement Plan.
3. Project Documents:
   • Stakeholder Register: Identifies stakeholders and their influence or interest in the project.
   • Assumptions Log: Lists assumptions that may influence requirements.
4. Business Documents:
   • Business Case: Justifies the project and its alignment with organizational goals.
5. Enterprise Environmental Factors (EEFs): Includes market conditions, regulations, and organizational culture.
6. Organizational Process Assets (OPAs): Includes templates, lessons learned, and existing requirement standards.

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Tools and Techniques

1. Interviews: One-on-one discussions with stakeholders to elicit detailed requirements.
   • Example: Interviewing department heads to understand system needs.
2. Focus Groups: Engaging a group of stakeholders to discuss and refine requirements.
   • Example: A workshop with end users to explore user interface preferences.
3. Workshops: Collaborative sessions with stakeholders to gather and document requirements.
   • Example: A brainstorming session with cross-functional teams.
4. Surveys and Questionnaires: Collecting structured responses from a large group of stakeholders.
   • Example: Sending a survey to customers to gather feature preferences.
5. Observations: Watching how end users interact with current systems to identify improvements.
   • Example: Observing how employees process orders in an inventory system.
6. Prototypes: Developing a preliminary version of the product to gather feedback.
   • Example: Creating a mockup of a mobile app for user feedback.
7. Group Decision-Making Techniques: Consensus-building among stakeholders.
   • Techniques: Voting, prioritization, or Delphi technique.
8. Document Analysis: Reviewing existing documentation for relevant requirements.
   • Example: Analyzing past project reports or regulatory guidelines.
9. Mind Mapping and Affinity Diagrams: Organizing ideas and identifying relationships between requirements.
10. Requirements Traceability Matrix (RTM): Linking requirements to their sources and project deliverables.

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Outputs of the Collect Requirements Process

1. Requirements Documentation:
   • A detailed description of all project requirements, categorized as:
     • Functional Requirements: Specific functionalities or features.
       • Example: “The website must support online payments.”
     • Non-Functional Requirements: Performance, security, or usability standards.
       • Example: “The system must handle 1,000 concurrent users.”
     • Business Requirements: High-level business goals.
       • Example: “Increase sales by 15% within 6 months.”
     • Technical Requirements: Hardware, software, or system-related needs.
       • Example: “The system must be compatible with Windows 11.”
2. Requirements Traceability Matrix (RTM):
   • A table that links requirements to their sources, project deliverables, and test cases.

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Benefits of the Collect Requirements Process

1. Clarity: Reduces misunderstandings by documenting detailed stakeholder needs.
2. Alignment: Aligns project objectives with organizational goals and stakeholder expectations.
3. Risk Mitigation: Identifies gaps or conflicts in requirements early, preventing costly changes later.
4. Improved Communication: Fosters collaboration and transparency among stakeholders.

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Challenges in Collecting Requirements

1. Conflicting Stakeholder Interests: Balancing differing priorities.
2. Incomplete Information: Stakeholders may not fully articulate their needs.
3. Scope Creep: Uncontrolled changes to requirements.
4. Communication Barriers: Language or technical jargon can cause misunderstandings.

What is Plan Scope Management Process

The Plan Scope Management process is a critical component of the Scope Management Knowledge Area in project management, as outlined by the PMBOK Guide (Project Management Body of Knowledge). It focuses on creating a clear plan for defining, managing, validating, and controlling the project scope to ensure that the project’s objectives are met.

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Definition

The Plan Scope Management Process involves developing two key documents:

1. Scope Management Plan: Details how the project scope will be defined, validated, and controlled.
2. Requirements Management Plan: Explains how project requirements will be collected, analyzed, and tracked.

This process is performed during the planning phase of the project lifecycle.

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Why the Plan Scope Management Process Require or Importance of Plan Scope Management Process

1. Ensures Clarity: Reduces ambiguity about what is included (and excluded) in the project.
2. Aligns Stakeholders: Aligns expectations among stakeholders early in the project.
3. Prevents Scope Creep: Provides a clear framework for evaluating and controlling scope changes.
4. Improves Project Success: By defining and tracking scope effectively, the project is more likely to meet its objectives on time and within budget.

What Steps Need To Be Taken Care For – Plan Scope Management Process

Steps in the Plan Scope Management Process

1. Understand Project Objectives:
   • Review the project charter to understand high-level objectives and constraints.
2. Define the Approach to Scope Management:
   • Decide how to define the scope (e.g., tools, methods, stakeholder involvement).
   • Outline procedures for managing scope changes.
3. Involve Stakeholders:
   • Conduct meetings with stakeholders to gather input on scope management needs.
   • Ensure alignment on scope definition and control strategies.
4. Develop the Scope Management Plan:
   • Document the processes and approaches for handling scope-related activities.
5. Develop the Requirements Management Plan:
   • Detail the methods for gathering and managing project requirements.
   • Ensure alignment with project deliverables and success criteria.

Key Inputs of the Process

1. Project Charter: High-level project description, objectives, and constraints.
2. Project Management Plan: Includes relevant elements like the quality and risk management plans.
3. Enterprise Environmental Factors (EEFs): Organizational culture, market conditions, regulations, etc.
4. Organizational Process Assets (OPAs): Templates, historical data, and lessons learned.

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Tools and Techniques For Plan Scope Management Process

1. Expert Judgment: Involving experienced professionals to guide the process.
2. Meetings: Stakeholder and team discussions to align expectations.
3. Data Analysis: Using tools like alternatives analysis to evaluate scope management approaches.

Example of Plan Scope Management Process

website redesign project. During the Plan Scope Management Process, you:

1. Create a Scope Management Plan that outlines how you will define the scope (e.g., through stakeholder meetings and mockups), and how scope changes will be handled.
2. Develop a Requirements Management Plan that details how you will gather user requirements (e.g., through surveys and focus groups) and prioritize them (e.g., based on critical business needs).

1. Project Definition

Project definition is the process of clearly outlining what the project aims to achieve and its boundaries. It sets the stage for detailed planning by ensuring all stakeholders have a shared understanding of the project.

Project Definition ensures everyone understands the purpose and boundaries of the project.

Features of Project Definition:

1. Objectives: What is the project trying to accomplish?
   • Example: Increase website traffic by 20% within 6 months.
2. Scope: What is included and excluded in the project?
   • Example: For a website redesign project, the scope might include the homepage and product pages but exclude backend systems.
3. Deliverables: What are the tangible outputs of the project?
   • Example: A fully functional e-commerce website.
4. Stakeholders: Who is involved or impacted?
   • Example: Clients, project team, end users.
5. Constraints: What are the limitations (time, budget, resources)?
   • Example: A $50,000 budget and a 3-month timeline.
6. Assumptions: What are the conditions considered true for planning?
   • Example: Key resources will be available throughout the project.
7. Success Criteria: How will the project’s success be measured?
   • Example: Achieving user satisfaction ratings of 90% or higher.

Outcome of Project Definition:

• A Project Charter or similar document that outlines the above details and provides formal approval to proceed.

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2. Project Planning

Project planning is the process of detailing how the project objectives will be achieved. It translates the high-level project definition into actionable steps and strategies.

Project Planning ensures the objectives are met through structured, detailed steps.

Features of Project Planning:

1. Work Breakdown Structure (WBS): Breaking the project into smaller, manageable tasks.
   • Example: For a website project, tasks may include design, development, testing, and deployment.
2. Timeline and Schedule: Estimating how long each task will take and organizing them in a sequence.
   • Example: Gantt charts or project schedules.
3. Resource Allocation: Identifying the team members, tools, and materials needed.
   • Example: Assigning a designer, developer, and QA specialist.
4. Budget Planning: Estimating costs and setting a budget.
   • Example: Allocating funds for software, hosting, and personnel.
5. Risk Management: Identifying potential risks and planning mitigation strategies.
   • Example: Risk of delays due to resource unavailability.
6. Communication Plan: Defining how and when information will be shared with stakeholders.
   • Example: Weekly status updates via email.
7. Quality Assurance Plan: Ensuring deliverables meet the required standards.
   • Example: Testing website performance before launch.

Tools Used in Project Planning:

• Project management software (e.g., MS Project, Jira, Asana).
• Scheduling tools (e.g., Gantt charts).
• Risk management matrices.

Outcome of Project Planning:

• A Project Management Plan (PMP) that includes schedules, budgets, resource plans, risk management strategies, and more.

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Differences Between Project Definition and Planning

Aspect	Project Definition	Project Planning
Focus	Establishes “what” the project is about.	Details “how” the project will be executed.
Output	Project Charter or Objectives Document.	Project Management Plan (PMP).
Timeline	Early phase of the project lifecycle.	After definition, before execution.
Level of Detail	High-level overview.	Detailed and specific action plans.

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Relationship Between Project Definition and Planning

• Project Definition Leads to Planning: You cannot plan effectively without clearly defining the project.
• Iterative Process: Planning may refine or adjust the definition as more details emerge.

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1. Product Scope

The product scope defines the features, functionalities, and characteristics of the final product or deliverable that the project is meant to create. It answers the “what” question: What does the product include?

Product Scope: Focuses on what the product will be (the end result)

Features of Product Scope:

• Focus: On the product itself.
• Defined By:
  • Functional requirements (e.g., “The website must support online payments”).
  • Non-functional requirements (e.g., “The app must load within 3 seconds”).
  • Features, quality, and performance criteria.
• Validation: Measured by whether the product meets the specified requirements (e.g., user acceptance testing, feature testing).

Example of Product Scope

For an e-commerce website project:

• Product Scope Includes:
  • A fully functional website with online payment capability.
  • A product search feature.
  • Integration with an inventory management system.

2. Project Scope

The project scope defines all the work required to deliver the product. It focuses on the “how” question: How will the product be delivered?

Project Scope: Focuses on how the product will be created (the process).

Features of Project Scope:

• Focus: On the work and processes involved in creating the product.
• Defined By:
  • Activities, tasks, and deliverables needed to complete the project.
  • Resource allocation, timelines, and constraints.
  • Processes for risk management, quality assurance, and communication.
• Validation: Measured by whether the project achieves its objectives on time and within budget (e.g., project completion review).

Example of Project Scope

For the e-commerce website project:

• Project Scope Includes:
  • Designing the website layout.
  • Developing the payment integration.
  • Testing the website functionality.
  • Deploying the website on a server.
  • Training staff to manage the website.

Combined Example of Project Scope & Product Scope

Project definition refers to the process of clearly outlining the purpose, objectives, deliverables, and boundaries of a project. It serves as the foundation for planning, execution, and monitoring. A well-defined project includes the following elements:

1. Objectives: Clear, measurable goals that the project aims to achieve.
2. Scope: The specific tasks, activities, and deliverables that the project will include.
3. Constraints: Limits on time, budget, and resources.
4. Stakeholders: Identification of those impacted by or involved in the project.
5. Risks: Potential challenges or issues that might arise.
6. Success Criteria: Benchmarks to measure project success.
7. Requirements: are gathered from all stakeholders ,

• Requirements gathering can take a long time
• While project is completed, only the work in PM plan should be done

Project Management Terms (Gold Plating, Scope Creep) of Project Definition

Gold Plating in Project Definition

Gold plating refers to delivering more than what is required or adding extra features or functionality that were not initially part of the project’s agreed-upon scope. It is done without formal approval and often stems from an overzealous desire to exceed expectations.

Examples of Gold Plating:

• Adding extra software features to a product beyond what the client requested.
• Delivering additional marketing materials that were not in the original plan.

Risks of Gold Plating:

1. Increases project costs and time.
2. May lead to dissatisfaction if the additional features create complications or deviate from the client’s needs.
3. Diverts resources from critical tasks.

How to Avoid Gold Plating:

• Stick to the defined project scope.
• Obtain formal approval for any scope changes.
• Regularly communicate with stakeholders about deliverables.

Scope Creep in Project Definition

Scope creep refers to uncontrolled or unauthorized changes and continuous expansion of a project’s scope without adjustments to time, cost, or resources. Unlike gold plating, scope creep often arises from external factors, such as changing client demands or poorly defined project boundaries.

Examples of Scope Creep:

• Adding additional deliverables because the client requests them midway through the project without formally adjusting the project scope.
• Extending deadlines to accommodate newly introduced tasks.

Risks of Scope Creep:

1. Delays project completion.
2. Leads to budget overruns.
3. Causes team burnout due to unforeseen workload.
4. Risks project failure due to loss of focus.

How to Prevent Scope Creep:

1. Clearly Define the Scope: Develop detailed project requirements in the planning phase.
2. Establish Change Control Processes: Require formal approvals for scope changes.
3. Communicate Boundaries: Ensure stakeholders understand the agreed-upon scope.
4. Regularly Monitor Progress: Use project management tools to identify deviations early.

There are two basic types of project selection models, numeric and non-numeric. Both are widely used. Many organization use both at the same time or they use models that are combinations of the two

1. Numerical Models

Numerical models are quantitative methods that use numerical data and calculations to evaluate and compare projects.

Characteristics:

• Relies on measurable data (e.g., costs, revenues, time).
• Objective and data-driven.
• Focuses on financial or quantifiable outcomes.

Types of Numerical Models:

1. Profitability Models:
   • Evaluate financial viability.
   • Examples:
     • Net Present Value (NPV): Measures the present value of cash flows against investment costs.
     • Internal Rate of Return (IRR): Calculates the discount rate where NPV equals zero.
     • Payback Period: Time required to recover the project investment.
     • Benefit-Cost Ratio (BCR): Ratio of benefits to costs; a higher BCR is preferred.
2. Scoring Models:
   • Assigns weights to criteria based on importance and scores projects accordingly.
   • Example:
     • Weighted Scoring Model: Combines scores across criteria (e.g., risk, ROI, alignment with strategy).

Advantages:

• Provides clear, comparable metrics.
• Helps assess financial feasibility and return on investment.

Disadvantages:

• May overlook non-quantifiable benefits (e.g., reputation, employee satisfaction).

2. Non-Numerical Models

Non-numerical models are qualitative approaches that rely on subjective assessments and strategic considerations.

Characteristics:

• Focuses on alignment with organizational goals and priorities.
• Emphasizes qualitative factors like innovation, market trends, or social impact.
• Less dependent on numerical data.

Types of Non-Numerical Models:

1. Checklist Model:
   • Projects are evaluated using a checklist of criteria (e.g., “Does it align with organizational goals?”).
   • Simple “yes” or “no” answers determine project viability.
2. Strategic Alignment Model:
   • Assesses how well a project aligns with the organization’s strategic objectives.
3. Profile Model:
   • Compares projects based on risk and return profiles.
   • Helps visualize trade-offs between risk and potential benefits.
4. Sacred Cow Model:
   • Projects are selected based on leadership preferences or strategic directives, regardless of other factors.

Advantages:

• Captures non-financial and strategic benefits.
• Useful for innovative or exploratory projects.

Disadvantages:

• Subjective and prone to bias.
• Lacks consistency across evaluations

There are following three type organization in Industry

[1] – Functional Organization It is Power of Functional Manager

Features of Functional Organization

• Employees are grouped based on their functional areas of expertise, such as marketing, finance, IT, or human resources.
• Each function operates independently, with a clear hierarchy and reporting structure.
• Departments work on their specific tasks and are managed by functional managers.
• The project manager’s role is limited or nonexistent; functional managers have full control.

Functional Organization: Suitable for organizations with routine operations and minimal project demands.

[2] – Projectized Organization:: It is Power of Project Manager

Features of Projectized Organization

• The organization is structured around projects rather than functional departments.
• Teams are formed specifically for projects, and team members report directly to the project manager.
• The project manager has full authority over the team and resources.
• Teams are disbanded after project completion & The organization focuses on delivering projects.

Projectized Organization: Ideal for project-focused industries like construction or event management.

[3] – Matrix Organization:: combination of both Functional & Projectized organization

Features of Matrix Organization

• Combines elements of both functional and projectized structures.
• Employees report to both functional and project managers, sharing responsibilities between their department and projects.

Matrix Organization is most popular Organization.

Matrix Organization: Best for organizations balancing both ongoing operations and multiple simultaneous project

[a] – Strong Matrix

The project manager has more authority, similar to a projectized organization.

[b] – Balanced Matrix

• Equal authority between functional and project managers.
• Both collaborate to make decisions.

[c] – Weak Matrix

• Functional managers retain primary control.
• The project manager has a coordination role with limited authority.

Relationship Between Both Project Manager & Functional Manager & Matrix

Organization: The highest level of the hierarchy. Defines strategic goals, vision, and mission.

“Allocates resources to portfolios, programs, and projects to achieve business objectives”

Portfolio: Portfolio is collection of Programs & Projects

Portfolio is A collection of programs, projects, and operations grouped together to align with organizational strategy.

Program: Program is collection of Projects.

Program is a group of related projects managed in a coordinated way to achieve benefits not achievable individually.

Project: Project is collection of Products.

A project is a temporary endeavor undertaken to create a unique product, service, or result. It is defined by specific goals, a start and end date, and constraints such as time, cost, and resources.

Products are often managed over their lifecycle to provide ongoing value to the organization.

Product: Product is The final deliverable or result of one or more projects, it’s both services or goods.

Products are often managed over their lifecycle to provide ongoing value to the organization.

Organization Business Flow

Step [1] –To install Node.js, download it from https://nodejs.org/

Step [2] – To install Yarn, you can use the following command after Node.js is installed

npm install -g yarn

Step [3] –Now Check version of Node & Yarn

 node -v  (For node version checker)

yarn -v (For yarn version checker)

Above command indicate Node & Yarn has been installed properly

Step [4] – Clone PWA Studio

Open a terminal and navigate to your Magento root directory

Clone the PWA Studio repository

Step [5] – Installation of PWA Studio Dependencies:

Once Clone clone of PWA Studio repository done

Go To cd pwd-studio & run below yarn command

yarn install

Step [6] –

Step [7] –

Step [8] –

Step [9] –

Step [10] –

Step [11] –

Step [12] –

Follow below Cloud Console Command steps to login in WSL Windows

Step [1] – Update Package Lists: Ensure your package lists are up to date

sudo apt update

Step [2] – Install Required Dependencies: Install PHP and other necessary dependencies:

sudo apt install php-cli php-curl php-zip unzip curl

Step [3] – Download and Install magento-cloud CLI: Use the following command to download and install the magento-cloud CLI

curl -sS https://accounts.magento.cloud/cli/installer | php

Step [4] – Add magento-cloud CLI to the PATH: Add the magento-cloud CLI to your PATH by editing your .bashrc or .zshrc file

echo 'export PATH="$HOME/.magento-cloud/bin:$PATH"' >> ~/.bashrc
source ~/.bashrc

Step [5] – Verify The Magent Cloud: Run the following command to check if the installation was successful or check magento cloud version

magento-cloud --version

Step [6] – Verify The List of Available Commands: To verify that the magento-cloud command is available, you can view list of available commands

magento-cloud list

Step [7] – magento-cloud login, once this command run below output URL

http://127.0.0.1:5000

If this URL normally does not work, follow below steps to API Token Authentication command to login inside Adobe Commerce Console.

Step [7.1] – Generate API Token in Adobe Commerce Console.

Step [7.2] – Run below command API Token Authentication command to login

magento-cloud-cli auth:api-token-login

Step [7.3] – Once above command run asking for token/password , need to put below token (Already Generated API Token in Adobe Commerce Console) & successfully login Magento cloud CLI & ready to selection different integration

EFcMEi-K6p5Mq9poSkrvqX4gWNBP9ValEG3krC2eTyc , This Already Generated API Token in Adobe Commerce Console)

Step [7.4] – To verify either inside Adobe Commerce Cloud login successfully

magento--cloud version

Step [7.5] – How To Check  Lists the environments in the current project 

magento-cloud environment:list

Step [7.8] – How To Check, Lists variables in the current environment 

magento-cloud variables