To prepare a Business Requirements Specification (BRS) for a core system used by a public institution, follow these steps:
1. Identify the Core System
- Research the Organization: Review the organization's website, annual reports, and other publicly available documents to determine which core system is critical to their operations.
- Select the System: Identify a system that is central to the organization’s IT infrastructure and operations. For instance, if the organization is a government department, the core system might be related to public records management, financial processing, or human resources.
2. Study and Understand the Core System
- System Overview: Describe the core system, including its main functions, purpose, and the technology stack it uses.
- User Groups: Identify and categorize the different user groups that interact with the system (e.g., administrators, end-users, external stakeholders).
- Subsystems/Modules: Break down the core system into its subsystems or modules. Describe the functionality of each and how they interact with each other.
- Relationships: Document the relationships between different subsystems/modules and how they integrate with external systems.
3. Document the System Perspectives
- Functional Requirements: Detail the functionalities that the core system must provide. This includes user needs, system operations, and data processing requirements.
- Non-Functional Requirements: Address performance attributes such as security, usability, reliability, and scalability.
- Business Rules: Outline any business rules that govern the system’s operations, including compliance with regulations or internal policies.
4. Understand the Operating Environment
- Technical Environment: Describe the hardware, software, and network infrastructure that supports the core system.
- Organizational Environment: Discuss the organizational context, including any relevant processes, organizational structure, and external factors that impact the system.
- Regulatory and Compliance Requirements: Identify any legal or regulatory requirements that the system must adhere to.
5. Prepare the Business Requirements Specification Document
Using a standard template will help ensure that your BRS is professional and complete. Here's a suggested structure for the document:
1. Introduction
- Purpose of the Document
- Scope
- Definitions and Acronyms
2. System Overview
- System Description
- Core Functions
- User Groups
3. Functional Requirements
- Detailed Requirements
- Use Cases or User Stories
4. Non-Functional Requirements
- Performance Requirements
- Security Requirements
- Usability Requirements
5. Business Rules
- Rules and Regulations
- Compliance Requirements
6. Subsystems/Modules
- Description of Subsystems/Modules
- Relationships and Dependencies
7. Operating Environment
- Technical Environment
- Organizational Environment
- Regulatory and Compliance Requirements
8. Appendices
- Glossary
- References
- Additional Information
Tips
- Clarity: Ensure that the document is clear and unambiguous. Avoid jargon or overly technical language where possible.
- Stakeholder Involvement: Engage stakeholders during the preparation process to validate requirements and assumptions.
- Review and Feedback: Have the document reviewed by relevant stakeholders to ensure accuracy and completeness.
By following these steps and using a standard template, you will create a comprehensive and professional Business Requirements Specification document that meets the needs of the public institution.
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