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IT Acquisition Requirements Analysis

IT Acquisition Template 2

A complete solution requirements definition document is essential to any IT acquisition project. However, it can be lengthy and difficult for many stakeholders to understand. Template 2 is intended to summarize the solution requirements in a way that communicates to stakeholders. It does not replace the formal complete detailed requirements document that the project team must prepare and submit for official approval. Rather, it provides an easy-to-understand supplement to the detailed document.

The left column of Template 2 contains the names of common information categories required by most requirements definition documents prepared during IT acquisition planning. The right column of Template 2 is for entering the summarized requirements information, category by category. Many organizations have their own templates for summarizing requirements, some of which may be superior to this one. In using this template, all ten of the Requirements Categories in the left column must be answered in the right column.

The example given in the template (right column) pertains to a relatively simple case because its sole purpose is to illustrate the use of the template. The template categories help to ensure that all of the requirements are summarized, with no important requirement or constraint ommitted.

The solution requirements generally evolve based on analyses and inputs from experts, users, and other key stakeholders. Ideally, key stakeholders, including the users and others who will be directly affected by the acquisition, will all agree on the "final" solution requirements before the next steps in acquisition planning are taken. (Nevertheless, requirements may subsequently be added, deleted, or changed for good reason, but under controlled circumstances.)

The final solution requirements that emerge from the requirements elicitation activity will be used by the planning team to identify and evaluate potential solutions. This will result in selecting one solution as best best one based on the evaluation criteria used. When a request for proposals (RFP) is prepared, contractors will be asked to submit proposals to implement the solution in the RFP or to propose a solution that it believes is better. Proposed solutions that satisfy or exceed the requirements and are acceptable in terms of cost and risks will be considered by the organization. Generally, the proposal that offers the best value will be selected.

In using this template, include all ten Requirements Categories. However, in your document feel free to exclude the parenthetical statements in the left column, which merely elaborate on each of the requirements. If it is important to add one or more requirements that do not fit into any of the ten categories, add an "Other" category after the tenth category and include the additional essential requirement(s). Also, when using the template, be sure to exclude all of the example case and substitute your text pertaining to your case requirements.

Be sure to respond to all of the requirements categories and that your entries will be understandable to stakeholders, executives, and others who may review your Template 2.

OBJECTIVE OF THE REQUIREMENTS:
Reduce the amount of time required to prepare graphics for proposals and to integrate them with the text, as stated in the Performance Gap document
REQUIREMENTS CATEGORY
REQUIREMENTS DEFINITION
1. Stakeholder Considerations that Need to be Reflected in the Solution (including the expectations and satisfaction managers, internal users, and external customers) and factors related to the business environment)
Chief officers seek increased ROI and ROA (return on assets) that can result from producing the target number of proposals. Sales Department Manager is responsible for proposal production. All department heads can benefit from achieving target proposal production.
2. Factors to Take Into Account Related to the Business Environment (including legal factors, regulations, competition, and business cycles) Competitors have the capabilities described here
3. New Capabilities and/or Functionality Required by a Solution (including requirements for ease of use, quality, interoperability, and data sharing)

A software solution is needed that will speed up the development of quality graphics for use in proposals by 40%, which could result in millions of dollars of new business at the current proposal hit rate.

Must be able to capture, store, and edit existing images, create photo compositions, draw vector graphics and take graphics and integrate them with text and take the result to the printed page, websites, video, and mobile devices. Must maintain an inventory of reusable graphics. System must be easy to use, fast and flexible, and function cross-platform. Must be extensible, scalable and open architecture. Must operate with Windows 8 and Adobe publication systems.

4. Existing Business Process Shortfalls (why current business process and/or systems cannot meet the needs or be changed to meet the needs)

Current software being used is dependent on many manual graphics activities, has no inventory and output re-use capability, cannot integrate text and graphics, and cannot interface with related systems.

5. Cost Limitations (may be stated in terms of preferred cost range; may specify a maximum cost; cost figures need to include associated overhead costs; may be specified as an annual limit or life cycle limit or both)

Expected cost is $500 per software system. Cost of system is not a significant constraint up to $1000 per system. Total project cost, including implementation and training and overhead, is expected to be in the $150,000 to $200,000 range.

6. Other Limitations or Constraints (e.g., availability of key personnel, such as subject matter experts, training methods and time available for training, limitations related to maintenance or to external support).

Must be easy to learn by individuals who are telecommuting and may not be available to attend a course. It must also have high reliability with automatic online updates.

7. Security & Privacy Requirements (any requirements beyond those currently being used by the organization for non-critical and non-sensitive applications)

No special requirements aside from established network security.

8. Number to be Implemented (e.g., specify the number of places the solution will need to be implemented and whether they are at different geographical locations) The solution must be provided for three workstations that are used to prepare graphics for proposals and other purposes.
9. Schedule (explain any schedule constraint, whether for financial or non-financial reasons--e.g., if the solution be in place as of a certain date, specify the date and why)

Acquire and implement within next six months (xx/xx/xx - xx/xx/xx). Doing so within three months brings quicker financial benefits.

10. Other Requirements Not Specified Above (e.g., any related to vendors, consultants, partnerships with other entities, unique user interface requirements, documentation needs, special certification requirements)

Require minimal in-house support; must be returnable if factory defect or new version is issued within six months. Vendor must provide assurance of fast response times to requests for help.

Template 2. Documentation of Requirements

IMPORTANT NOTES:

1. This template should be used with a Microsoft Word (or other word processor) document. It should not be used in an Excel worksheet because this is not an appropriate medium for transmitting the document to others or for printing it for distribution.

2. The template is adjustable. After the template is copied to a Word document, replace the sample entries in the cells with your own information. You can change the length and width of the template and its cells after you copy the template to your document. If you put your cursor on a line in the template, the line can be moved horizontally or vertically, depending on the line, to best fit your information. There is no need to color any of the cells in your Word version, though color is used in the example above.

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