Business Analysis Session 7. FRD (Functional Requirement

Document)RAM N SANGWAN

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Agenda

• Introduction to Functional Requirement Document

• Understanding FRD syntax

• How to create a Functional Requirement Document?

• How to write Gap Analysis Document?

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Functional Requirements Document

• The functional requirements document (FRD) is a formal statement

of an application’s functional requirements.

• It serves the same purpose as a contract.

• The developers agree to provide the capabilities specified.

• The client agrees to find the product satisfactory if it provides the capabilities

specified in the FRD.

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Functional Requirements Document

Quality is meeting requirements.

For that reason, the FRD is the central document in system

development. It is used for the following:

• Designing and developing tile application system.

• Evaluating the product in all subsequent phases of the life cycle.

• Determining the success of the project.

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FRD Characteristics

The FRD has the following characteristics:

• It demonstrates that the application provides value to the State in

terms of the business objectives and business processes in the 5-year

plan.

• It contains a complete set of requirements for the application. It

leaves no room for anyone to assume anything not stated in the FRD.

• It is solution independent. The ERD is a statement of what the

application is to do—not of how it works. The FRD does not commit

the developers to a design. For that reason, any reference to the use

of a specific technology is entirely inappropriate in an FRD.

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FRD Document Syntax/Structure

GENERAL - 1

• Project Description 1.1

Provide a brief overview of the project.

• Background – 1.1.1

Summarize the conditions that created the need for the application.

• Purpose 1.1.2

Describe the business objectives and business processes.

• Assumptions and Constraints 1.1.3

Assumptions are future situations, beyond the control of the project, whose outcomes influence

the success of a project.

• Interfaces to External Systems 1.1.4

Name the applications with which the subject application must interface,

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FRD Document Syntax/Structure Contd..

• Points of Contact -1.2

List the names, titles, and roles of the major participants in the project. At a

minimum, list the following:

• Project Manager

• Development project leader

• User contacts

• Agency employee whose signature constitutes acceptance of the FRD

• Document References-1.3

Name the documents that were sources of this version of the FRD. Include

meeting summaries, white paper analyses, and other System Development Life

Cycle deliverables, as well as any other documents that contributed to the FRD.

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FRD Document Syntax/Structure Contd..

FUNCTIONAL REQUIREMENTS – 2

The functional requirements describe the core functionality of the application.

This section includes the data and functional process requirements.

• Data Requirements – 2.1

Describe the data requirements by producing a logical data model, which consists of

entity relationship diagrams, entity definitions, and attribute definitions. This is called the

application data model.

• Functional Process Requirements – 2.2

Process requirements describe what the application must do. Process requirements

relate the entities and attributes from the data requirements to the users’ needs.

State the functional process requirements in a manner that enables the reader to see

broad concepts decomposed into layers of increasing detail.

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FRD Document Syntax/Structure Contd..

OPERATIONAL REQUIREMENTS – 3

Operational requirements describe the non-business characteristics of an application.

Security - 3.1

The security Section describes the need to control access to the data. This includes controlling

who may view and alter application data.

• Audit Trail - 3.2

List the activities that will be recorded in the application’s audit trail. For each activity, list the

data to be recorded.

• Data Currency – 3.3

Data currency is a measure of how recent data are. This section answers the question, “When

the application responds to a request for data how current must those data be?”

• Reliability – 3.4

Reliability is the probability that the system will be able to process work correctly and

completely without being aborted.

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FRD Document Syntax/Structure Contd..

• Recoverability – 3.5

Recoverability is the ability to restore function and data in the event of a failure.

• System Availability – 3.6

System availability is the time when the application must be available for use. For

example, “The application must be available to users Monday through Friday between

the hours of 6:30 a.m. and 5:30 p.m. EST.”

• Fault Tolerance – 3.7

Fault tolerance is the ability to remain partially operational during a failure. Describe

the following in this section:

• Which functions need not be available at all times?

• If a component fails what (if any) functions must the application continue to

provide? What level of performance degradation is acceptable?

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FRD Document Syntax/Structure Contd..

• Performance – 3.8

Describe the requirements for the following:

• Response time for queries and updates

• Throughput

• Expected volume of data

• Expected volume of user activity (for example, number of transactions per hour, day, ormonth)

• Capacity – 3.9

List the required capacities and expected volumes of data in business terms. For example,state the number of cases about which the application will have to store data.

• Data Retention – 3.10

Describe the length of time the data must be retained. For example, “information about anapplication for naturalization must be retained in immediately accessible from for three yearsafter receipt of the application.”

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FRD Document Syntax/Structure Contd..

REQUIREMENTS TRACEABILITY MATRIX – 4

RTM provides a method for tracking the functional requirements and theirimplementation through the development process. Each requirement is includedin the matrix along with its associated section number. As the project progresses,the RIM is updated to reflect each requirement’s status.

• Include columns for each of the following in the RTM:

• Requirement description

• Requirement reference in FRD

• Verification Method

• Requirement reference in Test Plan

GLOSSARY - 5

Include business terms peculiar to the application. Do not include anytechnology-related terms.

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Definition GAP Analysis

• It is a Technique for determining the steps to be taken in moving from current

state to desired future state.

• Gap Analysis is formal study of what business is doing currently and where it

wants to go in the future?

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Current State

Gap Analysis

Desired State

Why GAP Analysis?

• GAP analysis provides foundation for measuring investment of

time , money and Human resources required to achieve particular

outcome.

• Examples:

• Transformation of Paper based to Paperless Salary system

• Classification of how well a product or solution meets the

consumer requirement

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Basic Process for GAP Analysis 15

Where are we now?

Where Do we want to go?

How Do we do that ?

What Do we need to Do to

Get there?

Current State

Gap Analysis

Desired State

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Answer to each GAP analysis Question

Answer ->Yes Answer-No Answer->N/A

Provide

Evidence

Remedial

action should

be taken

No Action

Required

You Must be able to

Justify Why this

Question is not

Applicable

What Do we need to do to get there ?

How do we Do that ?

PlanDoCheckAct

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Different methods to Conduct GAP Analysis

• SERVQUAL

• ISO 9001:2000

• SAGA(Self Assessment Gap Analysis)

• Two Dimensional Analysis

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SERVQUAL

This Method of GAP Analysis consists of set of Questions Divided in Five categories

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• Physical Facilities , equipment and appearance of personnel Tangible

• Ability to perform promised Service dependably and accuratelyReliability

• Willingness to help Customer and provide prompt serviceResponsiveness

• Knowledge and courtesy of the employees and their ability to inspire trust and Confidence

Assurance

• Caring individualized attention the Firm Provides its CustomersEmpathy

SERVQUAL

• What do we do with this survey?

• Administer the survey to customer and the company

• The results will show difference in perceptions between

• Customers

• Employees

• Management

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SERVQUAL – Model

Word of mouth

CommunicationPast ExperiencePersonal Needs

Expected Service

Service Quality Specifications

Service delivery

Perceived Service

Management Perception of Customer

Expectations

External

communication to

Customers

Customer

Provider

GAP 3

GAP 2

GAP 5

GAP 4

GAP 1

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Writing a Gap Analysis Document

State Descriptions – 1/3

The first step in gap analysis is identifying your current and future desired state. This

can be done by describing the following:

1. Your Current State

Every gap analysis starts with introspection. Your gap analysis template should start off

with a column labelled ‘Current State’ wherein you list out all the attributes you’d like to

see improved.

2. The Future State

The future state represents the ideal condition you’d want your organization to be in.

This state can be highly specific (ex: ‘increase order count to 100 per day’, ‘decrease

absenteeism by 25%’), or generic (‘create more inclusive work culture’).

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Writing a Gap Analysis Document Contd..

Bridging the Gap – 2/3

1. Gap Identification

The next column in your gap analysis template should record whether a gap exists

between the current and future state. A simple ‘Yes’ or ‘No’ can suffice (a description

of the gap will be made in the next column).

2. Gap Description

The gap description should record all the elements that make up the gap between the

current and future state. The description should be consistent with the current/future

state. It can be qualitative (‘lack of clear HR policies for employee termination’) or

quantitative (’50 orders/day difference between current and ideal state’).

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Writing a Gap Analysis Document Contd..

Factors and Remedies – 3/3

This is where the rubber hits the road and you identify the factors responsible for

the difference between your current and future performance.

1. Factors Responsible for Gap

List all the factors responsible for the gap identified in the previous column. This

list should be specific, objective and relevant (ex: ‘poor employee pre-

screening’ can be one reason for high workplace absenteeism).

2. Remedies, Actions and Proposals

List all the possible remedies for bridging the gap between the current and

ideal state. These remedies should directly address the factors listed in the

column above (ex: ‘video pre-screening for all candidates before interview’can be one remedy for employee pre-screening issues).

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