Using Microsoft SharePoint: A Business Analyst's Guide to Requirements Management
By
Kenneth Gray
Requirements Documentation
Benefits:
BAs are frequently confronted with a deluge of documents, ranging from stakeholder interviews to use cases to wireframes. SharePoint provides a consistent platform for efficiently storing, organising, and retrieving these documents.
Version control allows BAs to quickly trace the origin and ownership of requirements when necessary. Further it allows BAs to track changes and revert to previous versions if necessary.
Implementation Tips:
- Create dedicated document libraries for different projects or phases of a project.
- Use metadata features to categorise and classify documents to make retrieval easier.
Consistent Collaboration and Communication
Benefits:
SharePoint encourages collaborative editing. Multiple team members can collaborate in real time on the same document, reducing redundancy and streamlining the feedback process.
Discussion boards and comment tools allow for constant interaction, ensuring that all team members are aligned.
Implementation Tips:
Integrate SharePoint with tools such as Microsoft Teams to improve collaboration.
Enable notifications to stay up to current on document changes, comments, and task assignments.
Effective Requirements Traceability
Benefits:
Traceability ensures that all business requirements are met throughout the project. BAs can use SharePoint lists to create a traceability matrix that connects requirements to design elements, test cases, and more.
As requirements change, SharePoint's versioning system guarantees that changes are documented, resulting in an audit trail.
Implementation Tips:
Create a requirements catalogue using custom SharePoint lists.
Create a traceability pathway by connecting relevant items across lists.
Microsoft SharePoint screenshot
Workflow Automation and Task Management
Benefits:
In addition to document management, SharePoint has extensive task management capabilities. BAs may build task lists, allocate responsibility, set deadlines, and track progress.
Workflow automation tools allow BAs to create approval processes that ensure vital documents are reviewed.
Implementation Tips:
Begin organising BA activities using the built-in task list template.
For more complex workflow designs, see SharePoint Designer or Power Automate.
Role-Based Security & Access
Benefits:
Not all project members require access to all documents. BAs can define role-based permissions in SharePoint, ensuring that sensitive information remains private.
Auditing capabilities allow BAs to track who has accessed or modified documents, adding another layer of protection.
Implementation Tips:
Review and adjust user permissions on a regular basis, especially when team / stakeholder dynamics change.
For sensitive or crucial document libraries, enable audit log reports.
Customisable Dashboards and Reporting
Benefits:
The dashboard features of SharePoint enable BAs to build visual project overviews. This helps to swiftly assess project health, monitor risks, and ensure timely stakeholder communication.
Implementation Tips:
Integrate charts, KPI indicators, and task lists into yourdashboard using SharePoint web elements.
Update the dashboard on a regular basis to reflect the most recent project data and insights.
Conclusion
Microsoft SharePoint is more than just a document management system; it's a comprehensive platform that allows Business Analysts to up their requirements management game. BAs may provide more transparent communication, rigorous documentation, and improved project oversight by leveraging its multiple capabilities. Tools like SharePoint prove to be invaluable on the route to project success in the growing world of business analysis.
