How to Write a Business Requirements Document (BRD)


2022-09-21 19:00 project manager


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It’s easy to get lost in the weeds when you’re managing a project. There are day-to-day operations that the project manager obsesses over, but they also need to see the big picture. That’s why a business requirements document is so important. To prove this point, let’s define what a business requirements document (BRD) is and what its components are. Plus, we’ll give you tips on how to write a better one before showing how project management software can make the process even more efficient. What Is a Business Requirements Document? A business requirements document offers an overview of what a business does and why it needs the project deliverable to be undertaken. It outlines the business solutions for project requirements that are necessary for the project to deliver value and becomes the foundation of the project’s life cycle. The business requirements document highlights what the end result of the project should be. When a change request is introduced to the project, the business requirements document must be revised to reflect this change. The main purpose of a BRD is to show what the system will look like from a business perspective. It includes both the business solution and the technical solution to the project. The business requirements document helps answer the question of what is needed for the business. It also answers how the project will be delivered and contains a prioritized list of features and business requirements that the delivered software, product or service must provide. Think of the business requirements document as the defined steps you should follow to reach a result that serves both the customers and stakeholders for the delivered product, system or service. The project team is involved in this process to help determine how to implement the delivery of the project and fulfill what the business needs. Stakeholders are also involved and must agree on the plan before it’s implemented. To accomplish this, you’ll need project management software that can organize tasks and connect the entire project team. ProjectManager is online project management software that delivers real-time data across multiple project views that lets everyone work how they want. Our interactive Gantt chart can be shared with teams and stakeholders as tasks are organized on a timeline. You can link dependent tasks, add milestones and filter for the critical path. Then, set a baseline and track your business requirements document in real time over the life cycle of the project. Get started with ProjectManager today for free. Business Requirements vs. Functional Requirements It’s common to confuse business requirements with functional requirements. They’re both requirements, but they serve different purposes. To review, business requirements explain the final results of a business goal in the project and why the organization should initiate that project. A business requirement isn’t about offering or proposing a solution, only defining the task at hand. This includes defining the short and long-term goals, the company vision and the scope of the business problem. On the other hand, the functional requirement is about how a system needs to operate in order to achieve its business goal. It proposes subjective solutions based on the organization’s strengths and limitations as well as being technically focused. A functional requirement is also presented with a use case. It’s not always easy to tell the difference between a business requirement and a functional requirement. Project activities can be both a business requirement and a functional requirement or even neither. Related: Free Requirements Gathering Template for Word What Should Be Included in a BRD? Why should you create a business requirements document? It reduces the chances that your project will fail due to misalignment with business requirements and connects the organization’s business goals with the project. It brings stakeholders and the team together and saves costs that accrue due to change requests, training, etc. You’ll want to create a business requirement document, and even though it’s an involved process, it can be broken down into seven key steps. They are as followed. 1. Executive Summary To begin, you’ll need to create an executive summary that provides an overview of the organization and the challenges facing the business. You’ll explain the issues and what the organization is trying to achieve to ensure everyone is on the same page. This section should be short, like an elevator pitch, summarizing the rest of the business requirements document. 2. Project Objectives After summarizing the issue you plan to address in the project, you’ll want to clearly define the project’s objective. This helps define the project phases, creates a way to identify solutions for the requirements of the business and the customer, gains consensus from stakeholders and the project team and describes how you arrived at the objectives. 3. Project Scope The project scope should define in detail what is covered in the project and what would make it run out of scope. This creates a clear boundary for the project and allows stakeholders and teams to agree on the business goals and high-level outcomes. Note what problems are being addressed, the boundaries for implementing the project and the expected return on investment (ROI). 4. Business Requirements Here you’ll want to list the business requirements or critical activities that must be completed to meet the organization’s objectives. These business requirements should meet both stakeholder and customer needs. This can include a process that must be completed, a piece of data that is needed for the process or a business rule that governs that process and data. 5. Key Stakeholders Now you’ll want to identify and list the key stakeholders in the project. Once you have that list, assign roles and responsibilities to each. These might be people outside of your department so you should define their role in the success of the project. This information needs to be distributed in order for everyone to know what’s expected of them in the project. You can even use this section to assign tasks. 6. Project Constraints At this point, you’ll want to explore the project constraints. Define the limitations of the project and share those with the project team so they know of any obstacles earlier than later. In order for them to clear those hurdles, you’ll want to provide any necessary training or allocate resources to help the project stay on track. 7. Cost-Benefit Analysis You’ll also want to do a cost-benefit analysis to determine if the costs associated with the project are worth the benefits you’ll get. This requires first determining the associated costs of the project, such as upfront development costs, unexpected costs, future operating costs and tangible and intangible costs. You’ll also need to figure out what benefits derive from the project. 3 Key Tips to Write a Business Requirements Document As noted, the best way to begin writing a business requirements document is to meet with your stakeholders and team to get a clear picture of their expectations. But that’s only the start. There are many other best practices for writing a BRD. Here are a few. 1. Start With Thorough Requirements Gathering Requirements gathering is the process of identifying all requirements necessary for the project. That means everything from the start of the project to the end of the project. You’ll want to address the length of the project, who will be involved and what risks are possible. 2. Differentiate Between Business Requirements and Functional Requirements Remember, business requirements are what needs to be done, such as the project goals, and why that’s important for the organization. Functional requirements are how the processes, be they a system or person, need to work in order to achieve the project goals. 3. Use a Stakeholder Matrix An important aspect of any business requirements document is identifying stakeholders. In fact, this should be done early in the process and a stakeholder matrix can help you analyze those stakeholders. It helps you understand the needs and expectations of your stakeholder in terms of their power or influence and the level of interest in your project. ProjectManager Helps You Track Business Requirements Once you have your business requirements document, the real work begins. There are many project management software tools that can help you plan and measure your project. ProjectManager is unique in that it adds real-time tracking to make sure your business requirements are being met. Monitor Project With Real-Time Dashboards When you make your plan on our interactive Gantt charts, the last thing is to set the baseline. Now you can track project variance across many of our features. Keeping projects on time and under budget is critical to meeting the business requirements of your stakeholders. To get a high-level view of the project, simply toggle to the dashboard where you can view six project metrics. Get live data on costs to tasks, and workload to health, all in easy-to-read graphs and charts. Unlike other tools that offer dashboards, you don’t have to waste time setting ours up. It’s plug-and-play. Share Progress Reports With Stakeholders Being able to view your progress and performance in real time is important for stakeholders and project managers. We have customizable reports that can be generated with a keystroke. As stakeholders don’t need all of the details, filters make it easy to focus on only the data they need to see. Then, easily share the report as a PDF or print it out, whichever delivery method your stakeholders prefer. We have reports on status and portfolio status, time, cost, timesheets and more. It’s a great way for project managers to dig into the data and keep stakeholders updated. Of course, tracking is only one of the many features you’ll find when using our software to deliver your project. We offer task and resource management tools to balance your workload and real-time risk management, too. Keep track of potential risks that might keep your team from achieving the business requirements set by stakeholders. ProjectManager is award-winning project management software that helps you plan, schedule and track your project in real time. Use our tool to make sure you’re meeting all the business requirements in your BRD. Our collaborative platform makes it easy to connect with teams to help them work more productively and stakeholders to keep them up-to-date. Get started with ProjectManager today for free.
当你管理一个项目时,很容易迷失在杂草中。项目经理会为一些日常操作而烦恼,但他们也需要看到全局。这就是为什么业务需求文档是如此重要。 为了证明这一点,让我们定义一下什么是业务需求文档(BRD),它的组成部分是什么。另外,在展示项目管理软件如何使过程更有效率之前,我们将给你一些如何编写更好的程序的提示。 什么是业务需求文档? 业务需求文档提供了业务所做的以及为什么需要执行项目可交付成果的概述。它概述了项目需求的业务解决方案,这些解决方案是项目交付价值所必需的,并成为项目生命周期的基础。 业务需求文档强调了项目的最终结果。当变更请求被引入到项目中时,必须修订业务需求文档以反映此变更。 BRD的主要目的是从业务角度展示系统的外观。它包括项目的业务解决方案和技术解决方案。业务需求文档有助于回答业务需要什么的问题。它还回答了项目将如何交付,并包含交付的软件、产品或服务必须提供的功能和业务需求的优先级列表。 将业务需求文档视为您应该遵循的已定义步骤,以达到为交付的产品、系统或服务的客户和利益相关者服务的结果。项目团队参与此过程,以帮助确定如何实现项目交付并满足业务需求。利益相关者也参与其中,并且必须在计划实施前达成一致。 要实现这一点,你需要一个项目管理软件,它可以组织任务并连接整个项目团队。ProjectManager是一款在线项目管理软件,可在多个项目视图中提供实时数据,让每个人都可以按照自己的方式工作。我们的交互式甘特图可以与团队和利益相关者共享,因为任务是按时间表组织的。您可以链接相关责任、新增里程碑,并筛选要径。然后,设定比较基准,并在项目的生命周期中即时追踪商务需求文件。立即免费开始使用ProjectManager。 业务需求与功能需求 混淆业务需求和功能需求是很常见的。它们都是要求,但它们服务于不同的目的。回顾一下,业务需求解释了项目中业务目标的最终结果,以及为什么组织应该启动该项目。 业务需求不是提供或提议解决方案,只是定义手头的任务。这包括确定短期和长期目标、公司愿景和业务问题的范围。 另一方面,功能需求是关于系统需要如何操作以实现其业务目标。它根据组织的优势和局限性以及技术上的重点,提出主观的解决方案。功能需求也与用例一起呈现。 区分业务需求和功能需求并不总是那么容易。项目活动可以既是业务需求又是功能需求,甚至两者都不是。 相关:Word的免费需求收集模板 BRD中应包含哪些内容? 为什么要创建业务需求文档?它减少了项目由于与业务需求不一致而失败的可能性,并将组织的业务目标与项目联系起来。它将利益相关者和团队聚集在一起,并节省由于变更请求、培训等而产生的成本。 您将需要创建一个业务需求文档,尽管这是一个复杂的过程,但它可以被分解为七个关键步骤。它们如下所示。 1.执行摘要 首先,您需要创建一个执行摘要,概述组织和企业面临的挑战。您将解释问题以及组织试图实现的目标,以确保每个人都在同一页上。这一部分应该简短,就像电梯间演讲一样,总结业务需求文档的其余部分。 2.项目目标 在总结了项目中计划解决的问题之后,您需要清楚地定义项目的目标。这有助于定义项目阶段,创建一种方法来确定满足业务和客户需求的解决方案,获得利益相关者和项目团队的一致意见,并描述您是如何达到目标的。 3.项目范围 项目范围应详细定义项目所涵盖的内容,以及哪些内容会超出范围。这为项目创建了一个清晰的边界,并允许风险承担者和团队就业务目标和高级别结果达成一致。请注意要解决的问题、实施项目的界限以及预期的投资回报(ROI)。 4.业务需求 在这里,您需要列出为实现组织目标而必须完成的业务需求或关键活动。这些业务需求应该同时满足利益相关者和客户的需求。这可能包括必须完成的流程、流程所需的数据或管理该流程和数据的业务规则。 5.主要利益相关方 现在,您需要确定并列出项目中的关键利益相关者。一旦你有了这个列表,就给每个人分配角色和职责。这些人可能是您部门以外的人员,因此您应该定义他们在项目成功中的角色。为了让每个人都知道项目中对他们的期望,这些信息需要被分发。您甚至可以使用此部分来分配任务。 6.项目约束条件 此时,您将需要了解项目约束。定义项目的限制,并与项目团队分享这些限制,以便他们及早了解任何障碍。为了让他们克服这些障碍,您需要提供任何必要的培训或分配资源,以帮助项目按计划进行。 7.成本效益分析 您还需要进行成本效益分析,以确定与项目相关的成本是否值得您获得的收益。这需要首先确定项目的相关成本,如前期开发成本、意外成本、未来运营成本以及有形和无形成本。你还需要弄清楚这个项目能带来什么好处。 撰写业务需求文档的3个关键提示 正如所提到的,开始编写业务需求文档的最佳方式是与您的涉众和团队会面,以清楚地了解他们的期望。但这只是开始。编写BRD还有许多其他最佳实践。这里有几个。 1.从全面的需求收集开始 需求收集是确定项目所需的所有需求的过程。这意味着从项目开始到项目结束的一切。您需要说明项目的长度、参与人员以及可能存在的风险。 2.区分业务需求和功能需求 请记住,业务需求是需要完成的工作,例如项目目标,以及为什么它对组织很重要。功能需求是过程(无论是系统还是个人)需要如何工作以实现项目目标。 3.使用利益相关方矩阵 任何业务需求文档的一个重要方面都是确定干系人。事实上,这应该在流程的早期完成,利益相关者矩阵可以帮助您分析这些利益相关者。它可以帮助您了解利益相关者的需求和期望,包括他们的权力或影响力以及对项目的兴趣程度。 ProjectManager帮助您跟踪业务需求 一旦您有了业务需求文档,真正的工作就开始了。有许多项目管理软件工具可以帮助您规划和衡量项目。ProjectManager的独特之处在于它添加了实时跟踪功能,以确保满足您的业务需求。 使用实时仪表板监控项目 当您在我们的交互式甘特图上制定计划时,最后一件事就是设置基线。现在,您可以跟踪我们的许多功能的项目差异。确保项目按时完成并在预算之内对于满足利益相关方的业务需求至关重要。要获得项目的高级视图,只需切换到仪表板,即可在其中查看六个项目指标。获取有关任务成本和工作负载运行状况的实时数据,所有这些数据都显示在易于阅读的图形和图表中。与其他提供仪表板的工具不同,您不必浪费时间来设置我们的工具。它是即插即用的。 与利益相关者共享进度报告 对于风险承担者和项目经理来说,能够实时查看您的进度和绩效非常重要。我们有可定制的报告,只需按一下键即可生成。由于利益相关者并不需要所有的细节,过滤器使得只关注他们需要查看的数据变得容易。然后,您可以轻松地以PDF格式共享报告或将其打印出来,无论您的利益相关方喜欢哪种交付方法。我们有关于状态和投资组合状态、时间、成本、时间表等的报告。对于项目经理来说,这是一种挖掘数据并使利益相关者了解最新情况的好方法。 当然,跟踪只是您在使用我们的软件交付项目时会发现的众多功能之一。我们还提供任务和资源管理工具,以平衡您的工作负载和实时风险管理。跟踪可能使您的团队无法实现风险承担者设置的业务要求的潜在风险。 ProjectManager是一款屡获殊荣的项目管理软件,可帮助您实时规划、安排和跟踪项目。使用我们的工具来确保您满足BRD中的所有业务要求。借助我们的协作平台,您可以轻松地与团队建立联系,帮助他们提高工作效率,并与利益相关方保持联系,使他们了解最新信息。立即免费开始使用ProjectManager。