Out of all the processes in the planning process group, the requirement elicitation or gathering process in project management is considered the most difficult. The project requirements for different stakeholders will be different and often vague. Many project stakeholders cannot articulate their needs from the project until they have seen the end product. Some will be indecisive and cannot accurately mention their requirements for the project. So, it becomes difficult for project managers to decide on the exact requirements and apply the collect requirements process in project management.
Requirements Elicitation or Collect Requirement is an important part of the planning process group. This process involves gathering the various needs of project stakeholders and documenting them for analysis. Project Managers can analyze each project requirement of the stakeholders to find the most favorable objective that will benefit the organization. Therefore, the collect requirements process helps organizations effectively determine and manage the project stakeholders’ needs. One of the biggest advantages of this process is that it assists project managers in finding the project’s main objective and accurately defining the project scope.
What is the Purpose of the Collect Requirements Process?
The collect requirements process helps in understanding the needs and requirements of the project stakeholders. Ignoring this step in project management will lead to uncertainties in the later stages of the project life cycle, and it may also lead to scope creep, which will negatively impact the project. As a project manager, you must ensure that all the project deliverables are considered and given their due attention. Thus, by gathering the project requirements from each stakeholder and documenting them, project managers can keep a record of each stakeholder’s needs. They can also avoid cost overruns, extended deadlines, design issues, and many other uncertainties apart from scope creep.
Elements of the Collect Requirements Process
According to the Project Management Institute (PMI) publication, A Guide to the Project Management Body of Knowledge (PMBOK® Guide) Fifth Edition, the collect requirements is the process of determining, documenting, and managing stakeholder needs and requirements to meet project objectives. The collect requirements process has three steps: inputs, tools and techniques, and outputs.
Inputs used in the Collect Requirements Process
- Scope Management Plan
- Requirements Management Plan
- Stakeholders Management Plan
- Project Charter
- Stakeholders Register
Tools and techniques of the Requirements Elicitation Process
- Focus Groups
- Facilitated Workshops
- Group Creativity Techniques
- Group Decision-making Techniques
- Questionnaires and Surveys
- Context Diagrams
- Document Analysis
Outputs created in the Collect Requirements Process
- Requirements Documentation
- Requirements Traceability Matrix
The latest changes in the PMP Exam 2022 that came into effect in January 2021 have listed the collect requirements process under the People Domain. According to the PMP Exam Content Outline, there are three domains in the certification examination that candidates aiming for the PMP Certification must focus on. These domains, along with the percent of questions that will appear in the exam, are mentioned below:
- People (42%)
- Process (50%)
- Business Environment (8%)
Based on the new exam content, Task 9 – Collaborate with Stakeholders, under the people domain and Task 4 – Engage Stakeholders, under the process domain, reflect the collect requirements process. These new changes can be seen in the PMBOK® Guide 7th Edition. Candidates preparing for the PMP Exam in 2022 must follow the new edition of the PMBOK to learn about the new performance domains and project management standards.