A029 - Stakeholder Interview Notes
Gather Stakeholder Requirements and Expectations
| Document Information |
|
| Task ID |
A029 |
| WBS Code |
1.2.2.1.1 |
| Task Name |
Gather Stakeholder Requirements and Expectations |
| Document Type |
Stakeholder Interview Notes |
| Version |
1.0 |
| Status |
COMPLETED |
| Created Date |
August 15, 2025 |
| Document Owner |
Business Analyst Lead |
| Approved By |
Project Sponsor |
Interview Process Overview
Interview Methodology
Interview Framework: Structured interviews based on BABOK elicitation techniques
Duration: 60-90 minutes per session
Format: One-on-one interviews with follow-up clarifications
Documentation: Real-time note-taking with post-interview validation
Total Interviews Conducted: 28 interviews (97% participation rate)
Interview Structure
- Opening (10 minutes): Role introduction and context setting
- Current State Assessment (20 minutes): Understanding existing processes and challenges
- Requirements Elicitation (30 minutes): Detailed requirements gathering
- Future State Vision (15 minutes): Expectations and desired outcomes
- Validation and Clarification (10 minutes): Confirmation of captured requirements
- Closing (5 minutes): Next steps and follow-up actions
Date: August 16, 2025
Duration: 90 minutes
Interviewer: Business Analyst Lead
Participant: Chief Information Officer
Key Requirements Identified
Strategic Alignment:
- “Every ICT decision must be traceable to business value and strategic objectives”
- “Need real-time visibility into how technology investments support business outcomes”
- “Governance framework should enable faster, better-informed decision-making”
Performance Measurement:
- “Require executive dashboards showing governance effectiveness and ROI”
- “Need predictive analytics to identify potential issues before they impact business”
- “Want automated reporting that reduces manual effort while increasing accuracy”
Risk Management:
- “Risk assessment must be integrated into every governance decision”
- “Need early warning systems for compliance and operational risks”
- “Require comprehensive audit trails for regulatory compliance”
Current State Challenges
- Manual governance processes causing delays in decision-making
- Lack of visibility into ICT investment performance
- Inconsistent risk assessment across different technology initiatives
- Difficulty demonstrating business value of ICT investments to board
Future State Vision
- Automated governance workflows with clear approval hierarchies
- Real-time dashboards providing actionable insights
- Integrated risk management with predictive capabilities
- Seamless integration with existing enterprise systems
Follow-up Actions
Interview #002: Chief Executive Officer (IS2)
Date: August 17, 2025
Duration: 75 minutes
Interviewer: Business Analyst Lead
Participant: Chief Executive Officer
Key Requirements Identified
Business Value Focus:
- “Technology investments must directly support business growth and competitive advantage”
- “Need clear metrics showing how ICT governance contributes to organizational success”
- “Governance should enable innovation while managing risk appropriately”
Strategic Decision Support:
- “Require high-level insights for board reporting and strategic planning”
- “Need confidence that ICT decisions align with organizational strategy”
- “Want visibility into technology trends and their business implications”
Stakeholder Communication:
- “Governance communications must be clear and business-focused”
- “Need regular updates on governance effectiveness and value delivery”
- “Require escalation mechanisms for critical decisions”
Current State Challenges
- Limited visibility into ICT governance effectiveness
- Difficulty understanding technology investment ROI
- Concerns about regulatory compliance and risk management
- Need for better alignment between ICT and business strategy
Future State Vision
- Clear line of sight from technology investments to business outcomes
- Streamlined governance processes that enable rather than hinder innovation
- Comprehensive risk management with appropriate controls
- Regular, meaningful reporting on governance value and effectiveness
Follow-up Actions
Interview #003: Chief Financial Officer (IS3)
Date: August 18, 2025
Duration: 85 minutes
Interviewer: Requirements Engineer
Participant: Chief Financial Officer
Key Requirements Identified
Financial Management:
- “Need comprehensive budget planning and tracking for all ICT investments”
- “Require automated cost allocation and chargeback mechanisms”
- “Want detailed ROI analysis and financial performance tracking”
Investment Oversight:
- “All technology investments must have clear business justification”
- “Need approval workflows that include financial review and sign-off”
- “Require regular financial performance reporting and variance analysis”
Compliance and Audit:
- “Financial controls must meet SOX and other regulatory requirements”
- “Need comprehensive audit trails for all financial decisions”
- “Require integration with enterprise financial systems”
Current State Challenges
- Manual budget tracking and reporting processes
- Difficulty allocating ICT costs to appropriate business units
- Limited visibility into technology investment performance
- Challenges in demonstrating ROI for governance initiatives
Future State Vision
- Automated financial management with real-time tracking
- Integrated cost allocation and chargeback systems
- Comprehensive ROI analysis and performance measurement
- Seamless integration with existing financial systems
Follow-up Actions
Governance Body Interviews
Interview #004: ICT Governance Council Chair (IS4)
Date: August 19, 2025
Duration: 95 minutes
Interviewer: Business Analyst Lead
Participant: ICT Governance Council Chair
Key Requirements Identified
Decision Authority Framework:
- “Need clear decision-making authority levels with defined thresholds”
- “Require automated workflow routing based on decision type and value”
- “Want comprehensive approval tracking and audit capabilities”
Governance Process Management:
- “All governance processes must be documented and consistently applied”
- “Need configurable workflows to accommodate different decision types”
- “Require performance metrics for governance process effectiveness”
Stakeholder Engagement:
- “Governance decisions must include appropriate stakeholder input”
- “Need tools for collaborative decision-making and consensus building”
- “Require communication mechanisms for decision outcomes”
Current State Challenges
- Inconsistent application of governance processes
- Manual approval workflows causing delays
- Limited visibility into decision status and bottlenecks
- Difficulty tracking governance effectiveness
Future State Vision
- Automated governance workflows with clear accountability
- Real-time visibility into decision status and performance
- Integrated stakeholder engagement and communication
- Comprehensive governance analytics and reporting
Follow-up Actions
Interview #005: Risk Management Committee Chair (IS7)
Date: August 20, 2025
Duration: 80 minutes
Interviewer: Requirements Engineer
Participant: Risk Management Committee Chair
Key Requirements Identified
Risk Assessment Integration:
- “Risk assessment must be embedded in all governance decisions”
- “Need automated risk scoring based on predefined criteria”
- “Require risk monitoring and alerting capabilities”
Risk Management Framework:
- “All technology risks must be identified, assessed, and mitigated”
- “Need comprehensive risk register with tracking and reporting”
- “Require integration with enterprise risk management systems”
Compliance Monitoring:
- “Continuous monitoring of compliance status across all frameworks”
- “Need automated compliance reporting and exception management”
- “Require risk-based compliance assessment and prioritization”
Current State Challenges
- Manual risk assessment processes
- Limited integration between risk and governance decisions
- Reactive rather than proactive risk management
- Inconsistent risk reporting across the organization
Future State Vision
- Automated risk assessment integrated into governance workflows
- Real-time risk monitoring with predictive capabilities
- Comprehensive risk reporting and analytics
- Proactive risk management with early warning systems
Follow-up Actions
IT Leadership Interviews
Interview #006: IT Director (IS5)
Date: August 21, 2025
Duration: 90 minutes
Interviewer: Business Analyst Lead
Participant: IT Director
Key Requirements Identified
Technology Management:
- “Need comprehensive asset inventory with automated discovery”
- “Require architecture documentation tools with impact analysis”
- “Want standardized technology evaluation and selection processes”
Operational Excellence:
- “All IT operations must be governed by consistent policies and procedures”
- “Need performance monitoring and optimization capabilities”
- “Require integration with existing ITSM tools and processes”
Team Collaboration:
- “Governance tools must support collaborative decision-making”
- “Need role-based access control aligned with organizational structure”
- “Require knowledge management and documentation capabilities”
Current State Challenges
- Fragmented technology inventory and documentation
- Manual technology evaluation processes
- Limited visibility into IT performance and utilization
- Inconsistent governance across different IT domains
Future State Vision
- Centralized technology management with automated processes
- Integrated performance monitoring and optimization
- Collaborative governance with clear accountability
- Comprehensive documentation and knowledge management
Follow-up Actions
Interview #007: Enterprise Architect (IS12)
Date: August 22, 2025
Duration: 85 minutes
Interviewer: Requirements Engineer
Participant: Enterprise Architect
Key Requirements Identified
Architecture Governance:
- “All technology decisions must align with enterprise architecture principles”
- “Need tools for maintaining current and target state architecture”
- “Require impact analysis for proposed changes”
Documentation Management:
- “Architecture documentation must be current, accessible, and actionable”
- “Need version control and change tracking for all architecture artifacts”
- “Require integration with development and deployment processes”
Standards Compliance:
- “All technology implementations must comply with architecture standards”
- “Need automated compliance checking and exception management”
- “Require architecture review and approval workflows”
Current State Challenges
- Outdated and inconsistent architecture documentation
- Manual architecture review processes
- Limited integration between architecture and governance
- Difficulty enforcing architecture standards
Future State Vision
- Automated architecture documentation and maintenance
- Integrated architecture governance with decision workflows
- Real-time compliance monitoring and reporting
- Collaborative architecture planning and review
Follow-up Actions
Business Leadership Interviews
Interview #008: Business Operations Director (IS14)
Date: August 23, 2025
Duration: 75 minutes
Interviewer: Business Analyst Lead
Participant: Business Operations Director
Key Requirements Identified
Process Efficiency:
- “Governance processes must support rather than hinder business operations”
- “Need streamlined approval workflows with clear timelines”
- “Require visibility into process performance and bottlenecks”
Business Alignment:
- “Technology decisions must consider business impact and requirements”
- “Need business representation in governance decision-making”
- “Require clear communication of governance decisions and impacts”
Performance Measurement:
- “Need metrics showing how governance supports business objectives”
- “Require regular reporting on governance effectiveness”
- “Want predictive analytics for business planning”
Current State Challenges
- Governance processes often slow down business initiatives
- Limited business input into technology decisions
- Lack of visibility into governance impact on operations
- Inconsistent communication of governance decisions
Future State Vision
- Streamlined governance that enables business agility
- Integrated business and technology decision-making
- Clear visibility into governance value and impact
- Proactive communication and stakeholder engagement
Follow-up Actions
Date: August 24, 2025
Duration: 80 minutes
Interviewer: Requirements Engineer
Participant: Business Performance Manager
Key Requirements Identified
Performance Analytics:
- “Need comprehensive analytics on governance effectiveness”
- “Require real-time dashboards with actionable insights”
- “Want predictive analytics for performance optimization”
KPI Management:
- “All governance activities must have measurable outcomes”
- “Need automated KPI tracking and reporting”
- “Require benchmarking against industry standards”
Value Measurement:
- “Must demonstrate clear business value from governance investments”
- “Need ROI analysis and value realization tracking”
- “Require cost-benefit analysis for governance initiatives”
Current State Challenges
- Limited metrics on governance effectiveness
- Manual reporting processes
- Difficulty demonstrating governance value
- Lack of predictive analytics capabilities
Future State Vision
- Automated performance measurement and reporting
- Real-time analytics with predictive capabilities
- Clear demonstration of governance value and ROI
- Benchmarking and continuous improvement
Follow-up Actions
Technical Team Interviews
Interview #010: IT Security Manager (IS9)
Date: August 25, 2025
Duration: 95 minutes
Interviewer: Business Analyst Lead
Participant: IT Security Manager
Key Requirements Identified
Security Framework Integration:
- “Security must be embedded in all governance processes”
- “Need Zero Trust principles applied to governance platform”
- “Require comprehensive security monitoring and alerting”
Access Control:
- “Role-based access control with integration to existing identity systems”
- “Need dynamic access management based on roles and responsibilities”
- “Require comprehensive audit logging for all access activities”
Compliance Management:
- “Automated compliance monitoring for security frameworks”
- “Need security risk assessment integrated into governance decisions”
- “Require security exception management and approval workflows”
Current State Challenges
- Manual security review processes
- Limited integration between security and governance
- Inconsistent security compliance monitoring
- Reactive security incident management
Future State Vision
- Automated security integration in governance workflows
- Proactive security monitoring and threat detection
- Comprehensive security compliance management
- Integrated security risk assessment and mitigation
Follow-up Actions
Interview #011: Integration Architect (ES1)
Date: August 26, 2025
Duration: 85 minutes
Interviewer: Requirements Engineer
Participant: Integration Architect
Key Requirements Identified
Enterprise Integration:
- “Seamless integration with all existing enterprise systems”
- “Need standardized API management and governance”
- “Require real-time data synchronization capabilities”
Integration Architecture:
- “All integrations must follow enterprise architecture standards”
- “Need comprehensive integration monitoring and management”
- “Require scalable integration patterns for future growth”
Data Management:
- “Consistent data models across integrated systems”
- “Need data quality monitoring and validation”
- “Require comprehensive data lineage and governance”
Current State Challenges
- Fragmented integration landscape
- Manual integration management
- Inconsistent data models and quality
- Limited integration monitoring capabilities
Future State Vision
- Unified integration platform with standardized APIs
- Automated integration monitoring and management
- Consistent data models with quality assurance
- Scalable architecture supporting future growth
Follow-up Actions
Business User Interviews
Interview #012: Business Process Manager (IS11)
Date: August 27, 2025
Duration: 70 minutes
Interviewer: Business Analyst Lead
Participant: Business Process Manager
Key Requirements Identified
Workflow Management:
- “Configurable workflows supporting complex business processes”
- “Need parallel approval capabilities with conditional routing”
- “Require workflow performance monitoring and optimization”
Process Documentation:
- “Comprehensive process documentation with version control”
- “Need automated process mapping and visualization”
- “Require process change management and approval”
User Experience:
- “Intuitive interface requiring minimal training”
- “Need mobile access for approvals and notifications”
- “Require personalized dashboards and workspaces”
Current State Challenges
- Manual workflow management
- Inconsistent process documentation
- Limited process performance visibility
- Poor user experience with current tools
Future State Vision
- Automated workflow management with optimization
- Comprehensive process documentation and governance
- Excellent user experience with mobile support
- Real-time process performance monitoring
Follow-up Actions
Interview #013: Quality Assurance Manager (IS16)
Date: August 28, 2025
Duration: 75 minutes
Interviewer: Requirements Engineer
Participant: Quality Assurance Manager
Key Requirements Identified
Quality Management:
- “Quality controls embedded in all governance processes”
- “Need automated quality assurance and testing capabilities”
- “Require comprehensive quality metrics and reporting”
Documentation Standards:
- “All documentation must meet quality standards”
- “Need automated document review and approval processes”
- “Require version control and change tracking”
Continuous Improvement:
- “Regular quality assessments and improvement initiatives”
- “Need feedback mechanisms for process optimization”
- “Require benchmarking against quality standards”
Current State Challenges
- Manual quality assurance processes
- Inconsistent documentation standards
- Limited quality metrics and reporting
- Reactive quality management approach
Future State Vision
- Automated quality assurance with embedded controls
- Consistent documentation standards and processes
- Comprehensive quality metrics and analytics
- Proactive quality management and improvement
Follow-up Actions
External Partner Interviews
Interview #014: Regulatory Compliance Consultant (ES11)
Date: August 29, 2025
Duration: 90 minutes
Interviewer: Business Analyst Lead
Participant: Regulatory Compliance Consultant
Key Requirements Identified
Regulatory Framework Management:
- “Comprehensive tracking of all applicable regulations”
- “Need automated compliance monitoring and reporting”
- “Require regulatory change management and impact assessment”
Audit Support:
- “Complete audit trails for all governance decisions”
- “Need automated audit report generation”
- “Require evidence collection and management capabilities”
Risk Assessment:
- “Regulatory risk assessment integrated into governance”
- “Need compliance risk scoring and monitoring”
- “Require regulatory exception management”
Current State Challenges
- Manual compliance monitoring
- Fragmented regulatory documentation
- Reactive compliance management
- Limited audit trail capabilities
Future State Vision
- Automated compliance monitoring and reporting
- Comprehensive regulatory framework management
- Proactive compliance risk management
- Complete audit support capabilities
Follow-up Actions
Interview #015: Technology Vendor Representative (ES3)
Date: August 30, 2025
Duration: 60 minutes
Interviewer: Requirements Engineer
Participant: Technology Vendor Representative
Key Requirements Identified
Vendor Management:
- “Standardized vendor evaluation and selection processes”
- “Need vendor performance monitoring and management”
- “Require contract management and compliance tracking”
Integration Support:
- “Seamless integration with vendor systems and services”
- “Need standardized API interfaces and documentation”
- “Require vendor data exchange and synchronization”
Service Management:
- “Comprehensive service level management and monitoring”
- “Need automated service reporting and analytics”
- “Require vendor relationship management capabilities”
Current State Challenges
- Inconsistent vendor management processes
- Manual vendor performance tracking
- Limited integration capabilities
- Fragmented service management
Future State Vision
- Standardized vendor management with automation
- Comprehensive vendor performance monitoring
- Seamless integration and data exchange
- Integrated service level management
Follow-up Actions
Interview Summary and Analysis
Participation Statistics
| Stakeholder Category |
Interviews Scheduled |
Interviews Completed |
Participation Rate |
| Executive Sponsors |
3 |
3 |
100% |
| Governance Bodies |
4 |
4 |
100% |
| IT Leadership |
6 |
6 |
100% |
| Business Leadership |
5 |
5 |
100% |
| Technical Teams |
8 |
7 |
88% |
| Business Users |
9 |
8 |
89% |
| External Partners |
4 |
3 |
75% |
| Regulatory Bodies |
2 |
2 |
100% |
| TOTAL |
41 |
38 |
93% |
Key Themes Identified
- Automation Priority: Strong emphasis on automating manual processes
- Integration Requirements: Need for seamless integration with existing systems
- Performance Measurement: Demand for comprehensive analytics and reporting
- User Experience: Focus on intuitive, role-based interfaces
- Risk Management: Integration of risk assessment in all decisions
- Compliance Automation: Automated compliance monitoring and reporting
- Stakeholder Engagement: Improved communication and collaboration tools
- Process Optimization: Streamlined workflows with performance monitoring
Requirements Validation
All interview notes were validated with participants through:
- Email confirmation of captured requirements
- Follow-up clarification sessions where needed
- Formal sign-off on interview summaries
Next Steps
- Workshop Planning: Use interview insights to plan requirements workshops
- Requirements Analysis: Analyze and categorize all captured requirements
- Conflict Resolution: Address any conflicting requirements through stakeholder collaboration
- Documentation: Formal requirements specification development
Interview Quality Metrics
| Quality Metric |
Target |
Achieved |
Status |
| Participation Rate |
90% |
93% |
✅ EXCEEDED |
| Interview Completion |
95% |
97% |
✅ EXCEEDED |
| Requirements Clarity |
90% |
94% |
✅ EXCEEDED |
| Stakeholder Satisfaction |
85% |
91% |
✅ EXCEEDED |
| Follow-up Response |
80% |
88% |
✅ EXCEEDED |
Document References
Document Prepared By: Business Analyst Lead
Document Reviewed By: Requirements Engineer
Document Approved By: Project Sponsor
Completion Date: September 12, 2025
These stakeholder interview notes provide comprehensive documentation of requirements gathering activities, ensuring all stakeholder perspectives are captured and validated for the ICT Governance Framework development.