Project Smart ~ Exploring trends and developments in project management today

Calendar icon
Adobe PDF icon

How Agile Practices Reduce Requirements Risks

~ By Ellen Gottesdiener

Road warning sign - Risks Ahead

Every software project carries some risk, but many of these risks can be mitigated. That's true of problems related to product requirements - problems that are often cited as one of highest risks for any type of software project. Whether it is having unclear requirements, lack of customer involvement in requirements development, or defective requirements, these troubles are a major culprit in projects that go awry.

Project teams can make a difference by adopting and implementing agile practices. When implemented correctly, agile practices greatly mitigate the most common risks associated with requirements on software development projects. Adapting the requirements risks I discuss in my book The Software Requirements Memory Jogger ¹, I will explain how agile practices act to mitigate the risks - and, therefore, provide the business value for which these practices aim.

Risk 1: Unrealistic Customer Expectations and Developer Gold-Plating

This is the risk that your customer's wishes will exceed what your team can deliver or that developers - in their sincere quest to satisfy their customers, will add unnecessary features.

How does agile address these problems? In agile projects, we chop up delivery expectations into short iterations - one to three-week timeboxes. Each timebox begins with an iteration planning workshop in which the customer decides which work should be delivered.

The process is entirely transparent:

  1. The customer states the goal or theme for the iteration
  2. The delivery team members state how much time they have to devote to the effort (i.e., their capacity, usually in work hours)
  3. The customer selects the highest-priority requirements from the backlog (the master catalogue of work needed to build the product)
  4. The desired requirements are further discussed and elaborated on, as needed
  5. The team estimates and tasks out the work
  6. The team and the customer explore risks and dependences
  7. The team makes an explicit commitment about which requirements will be delivered

As an analyst and coach, I find that the key to this process is having each work item (also called a story) small and sharply defined. If you don't know the completion criteria up front - to assess whether a requirement is "done" - then the customer's expectations might be dashed or delivery team members might make (wrong) assumptions and add extras.

Throughout the iteration, the team checks on expectations by showing completed stories to the customer. At the completion of each iteration, team members show any stakeholders all the completed work in a demonstration and review.

Risk 2: Insufficient Customer Involvement

The most commonly cited project risk is a lack of engagement by customers. A precondition on agile projects is that we require the customer to participate throughout each iteration. As just described, the customer declares the iteration goal and work at the start, reviews completed work during the iteration, and attends the demo or review at the close of every iteration. In addition, the customer must always be available to answer questions about requirements.

When customers are less available, then domain-knowledgeable business analysts act as proxy customers to help with requirements analysis. Thus, business analysts become customers; they are delegated the decision-making authority about requirements priorities. In other cases, I have seen business analysts act as coaches and aides to customers, helping them define concise and clear requirements, prune the ever-changing product backlog, analyse backlog items to prepare the team for the iteration planning workshop, and document requirements.

No matter who assumes the customer role, it is front and centre on an agile project.

Senior-level customer involvement is also crucial, particularly on large, complex projects. These executives set the context for the product development effort by participating in product road-mapping to define the product vision and lay out which features will be delivered over time based on market and technology needs and constraints.

Risk 3: Poor Impact Analysis

It is rare to encounter products with fixed, clear requirements up front. Changes to requirements and shifting priorities can affect the sequence of work, introduce unforeseen rework, or create product defects.

Poor impact analysis involves not understanding the ways that new and evolving requirements affect the set of proposed requirements that make up the baseline (the traditional requirements term) or backlog (the agile term).

On agile projects, it's OK to change the backlog. Indeed, some teams agree that any team member can revise the backlog at any time. Other teams allow only the customer or the business analyst to modify the backlog. Whichever arrangement the team agrees to, the point is that team members recognise that the backlog of work is dynamic.

The product backlog is continually analysed and adjusted. The customer, often with an analyst and perhaps other team members, prunes the backlog. When pruning, impact analysis is key: Items are broken down, analysed for their interdependencies, shifted up or down in priority, re-estimated, removed, and reallocated to iterations or releases. This happens weekly on most agile teams. Analysing the impact of changing requirements is part of the rhythm of successful agile teams.

Risk 4: Scope Creep

The uncontrolled expansion of requirements throughout the project is the highest risk of any software project². In addition, the larger the product, the more requirements grow. Yet, scope creep might actually be considered "normal."

Most software products present a wicked dilemma: The problem you are trying to solve is not fully understood until after it has been solved (i.e., some of the solution space lies within the problem space)³. If you cannot know what the solution is until you start to build the product, you benefit by starting to build it in small increments and then obtaining feedback to learn and adapt. This is the essence of agile development.

Some stability is, of course, necessary. Product goals, objectives, target market and users, and a product vision need to be articulated (agile teams do this as part of product and release planning).

It's OK to add new items or stories to the backlog as they arise. Agile teams manage scope creep by continually pruning the backlog.

The project's scope is defined at a high level but is not a binding contract. By working in short delivery cycles on a small subset of requirements, agile teams can better control scope. Every one to three months, they conduct release planning to adapt the requirements delivery plan over a longer time frame.

Risk 5: Defective Requirements

Requirements defects include missing, erroneous, conflicting, or ambiguous requirements, which can lead to a defective product. Even worse, it can lead to building the wrong product. On an agile project, small, concise requirements (stories) are sharply defined once the customer has chosen them from the backlog. Defining story "doneness" is essential. As mentioned earlier, the customer participates in iteration planning and is available throughout each iteration to answer requirements-related questions.

That leaves no wait time during which developers or testers make (wrong) assumptions about requirements. In addition, I like to have the team develop user acceptance tests as soon as work begins on each item. This form of validation is the best way to remove ambiguity from requirements.

A requirements defect also leads to excessive rework - revised code, additional testing, modified documentation, and premature or unnecessary analysis. On agile projects, we do not analyse backlog items until they move to the top of the backlog stack - when they are about to be pulled into an iteration planning workshop. This practice not only prevents us from analysing requirements that will never be implemented, but it also avoids rework caused by analysing requirements prematurely. Additionally, many requirements are interdependent. When you analyse, build, test, and deliver a requirement, you learn things that will impact your understanding of related requirements. By waiting until the "last responsible moment" to conduct analysis, you are better informed and can tackle your analysis more efficiently.

Risk 6: New Processes and Tools

How do agile teams reduce the risks associated with using new requirements practices and tools? How do teams mitigate the normal risks of any change? They minimise these risks through feedback, metrics, and coaching.

Each day, the team shares feedback via a standup meeting. In that fifteen minutes, team members state what they Analysis did yesterday, what they plan to do today, and what (if any) impediments they are experiencing. The team also gets customer feedback by showing its customers completed stories as soon as they are finished. The other key feedback mechanism is iteration retrospectives, sessions during which team members review self-correcting feedback and identify small, focused adjustments that will help them better integrate changing work practices.

A key metric for agile teams is the burndown chart, showing the rate at which stories or tasks are being completed, measured in hours per day.

Real Risk Reduction

Myths abound about how agile practices ignore or avoid good requirements practices and can increase requirements risks. In reality, agile done right decreases common requirements-related risks. Adapting agile practices can enable the team to act in rhythm with the dynamic nature of requirements development and facilitate the delivery of "solutions that meet business needs, goals, or objectives" 4.


References

¹ Gottesdiener, Ellen. The Software Requirements Memory Jogger: A Pocket Guide to Help Software and Business Teams Develop and Manage Requirements, GOAL/QPC, 2005.

² Jones, Capers. Social and Technical Reasons for Software Project Failure CrossTalk, June 2006, pp. 4-9.

³ DeGrace, Peter and Leslie Hulet Stahl. Wicked Problems, Righteous Solutions: A Catalogue of Modern Software Engineering Paradigms. PTR Prentice Hall, 1990.

4 International Institute of Business Analysis (IIBA). A Guide to the Business Analysis Body of Knowledge, version 2.0, 2009.


Ellen Gottesdiener, principal consultant and founder of EBG Consulting, is an internationally recognised trainer, facilitator, speaker, and expert on collaborative requirements development. Ellen's company provides high-value training, facilitation, and consulting services to agile and traditional teams. An agile coach and trainer with a passion for agile requirements, Ellen works with large, complex products and helps teams elicit just enough requirements to achieve iteration and product goals. In addition to providing training and consulting services and coaching agile teams, she is the author of two books, Requirements by Collaboration: Workshops for Defining Needs and The Software Requirements Memory Jogger. Ellen speaks at and advises for industry conferences, writes articles, and serves on the expert review board of the International Institute of Business Analysis Body of Knowledge.


Comments

Be the first to comment on this article.

Add a comment



(never displayed)



 
1500
What is the fifth month of the year?
Notify me of new comments via email.
Remember my form inputs on this computer.

A Project Reality Check

Road sign reading Reality Check Ahead

Every project manager needs to ask a few important questions in the middle of a project that will give everyone a reality check on the project's status.

How to Implement Earned Value

A plant growing between coins in a mans hands

Earned value is one of the most sophisticated and accurate methods for measuring and controlling project schedules and budgets.

Getting In Over Your Head

Businesswoman sitting at a desk with her hands covering her eyes

Everybody gets in over their head at some point in their project management career. The question is, what can you do about it other than fake a panic attack?

Six Time Management Tips for Project Managers

Coloured business time wall clock

Time management is an essential skill for project managers. The best project managers ensure they are productive for most of their time and avoid time-wasters.

PROJECT SMART is the project management resource that helps managers at all levels improve their performance. We provide an important knowledge base for those involved in managing projects of all kinds. With weekly exclusive updates, we keep you in touch with the latest project management thinking.

WE ARE CONNECTED ~ Follow us on social media to get regular updates and opinion on what's happening in the world of project management.


Latest Comments

Cheryl commented on…
How to Become a Project Manager
- Fri 30 September 4:37pm

Matthew commented on…
Why Over 90 Percent of All Projects Finish Late
- Wed 28 September 4:16am

Duncan commented on…
10 Rules of Highly Successful Project Management
- Mon 26 September 7:50am

Latest tweets

What are the Eight Skills Needed on the Path to Project Management? https://t.co/U6eYw4qNuO #projectsmart #pmot about 21 hours ago

General Project Management • Categories of Communications? Need Advice. https://t.co/Bk2tEqauQb #pm #projectsmart about 1 day ago

General Project Management • Best Certification For Me? https://t.co/KZdv5lIiKy #pm #projectsmart about 2 days ago