ICT-Governance-Framework-Application

A029 - Workshop Outputs

Gather Stakeholder Requirements and Expectations

Document Control Information

Document Information  
Task ID A029
WBS Code 1.2.2.1.1
Task Name Gather Stakeholder Requirements and Expectations
Document Type Workshop Outputs
Version 1.0
Status COMPLETED
Created Date August 15, 2025
Document Owner Business Analyst Lead
Approved By Project Sponsor

Workshop Program Overview

Workshop Series Summary

Total Workshops Conducted: 6 facilitated sessions
Workshop Duration: 2-4 hours each
Total Participants: 38 stakeholders across all sessions
Workshop Period: September 1-10, 2025
Facilitation Team: Business Analyst Lead, Requirements Engineer, Change Manager

Workshop Objectives

  1. Collaborative Requirements Definition: Facilitate group discussion to refine and validate requirements
  2. Conflict Resolution: Address conflicting requirements through stakeholder collaboration
  3. Consensus Building: Achieve stakeholder agreement on priority requirements
  4. Gap Identification: Identify missing requirements through group analysis
  5. Validation: Confirm requirements accuracy and completeness

Workshop #1: Executive Strategy Alignment

Date: September 1, 2025
Duration: 3 hours
Participants: 8 (Executive Sponsors, Governance Bodies)
Facilitator: Business Analyst Lead

Workshop Agenda

Time Activity Duration Objective
9:00-9:15 Welcome & Introductions 15 min Set context and expectations
9:15-10:00 Strategic Alignment Review 45 min Validate strategic requirements
10:00-10:15 Break 15 min -
10:15-11:30 Governance Framework Design 75 min Define governance structure
11:30-12:00 Priority Setting & Consensus 30 min Agree on critical requirements

Key Outputs

Strategic Alignment Matrix

| Business Objective | ICT Governance Requirement | Priority | Consensus | |——————-|—————————|———-|———–| | Improve Decision Speed | Automated approval workflows | Must Have | 100% | | Enhance Risk Management | Integrated risk assessment | Must Have | 100% | | Increase ROI Visibility | Real-time performance dashboards | Must Have | 88% | | Ensure Compliance | Automated compliance monitoring | Must Have | 100% | | Enable Innovation | Flexible governance processes | Should Have | 75% |

Governance Framework Principles

  1. Business Value Focus: All governance decisions must demonstrate clear business value
  2. Risk-Based Approach: Risk assessment integrated into all decision processes
  3. Stakeholder Engagement: Appropriate stakeholder involvement in governance decisions
  4. Continuous Improvement: Regular assessment and optimization of governance effectiveness
  5. Transparency: Clear visibility into governance decisions and outcomes

Executive Requirements Validation

GFR-001: Strategic Alignment - ✅ VALIDATED

GFR-002: Decision Authority Matrix - ✅ VALIDATED

GFR-005: Performance Measurement - ⚠️ REFINED

Action Items

Workshop #2: Process and Workflow Design

Date: September 3, 2025
Duration: 4 hours
Participants: 12 (Business Leadership, Process Managers, Quality Assurance)
Facilitator: Requirements Engineer

Workshop Agenda

Time Activity Duration Objective
9:00-9:30 Current State Process Mapping 30 min Document existing processes
9:30-11:00 Future State Workflow Design 90 min Design target workflows
11:00-11:15 Break 15 min -
11:15-12:30 Process Requirements Definition 75 min Define detailed requirements
12:30-1:00 Validation & Next Steps 30 min Confirm outputs and actions

Key Outputs

Current State Process Analysis

Identified Process Gaps:

  1. Manual approval routing causing 3-5 day delays
  2. Inconsistent documentation standards across departments
  3. Limited visibility into process performance
  4. No automated escalation for overdue approvals
  5. Fragmented communication during process execution

Process Performance Metrics:

Future State Workflow Design

Workflow #1: Technology Investment Approval

Request Submission → Automated Validation → Business Impact Assessment → 
Risk Assessment → Financial Review → Technical Review → 
Decision Authority Approval → Implementation Planning → Monitoring

Workflow #2: Policy Change Management

Change Request → Impact Analysis → Stakeholder Consultation → 
Legal Review → Risk Assessment → Approval → Communication → 
Implementation → Effectiveness Review

Workflow #3: Compliance Exception Management

Exception Request → Risk Assessment → Business Justification → 
Compliance Review → Approval → Monitoring → Periodic Review → 
Closure/Renewal

Process Requirements Validation

PMR-001: Workflow Engine - ✅ VALIDATED

PMR-002: Process Documentation - ✅ ENHANCED

PMR-003: Process Performance Analytics - ✅ VALIDATED

Workshop Artifacts

Process Requirements Matrix

| Process Area | Current State Issues | Future State Requirements | Priority | |————-|———————|————————–|———-| | Approval Workflows | Manual routing, delays | Automated routing, SLA monitoring | Must Have | | Documentation | Inconsistent standards | Automated documentation, version control | Must Have | | Performance Monitoring | Limited visibility | Real-time analytics, optimization | Should Have | | Stakeholder Engagement | Ad-hoc communication | Structured engagement, feedback loops | Must Have | | Exception Management | Manual tracking | Automated tracking, risk assessment | Should Have |

Workflow Configuration Requirements

Action Items

Workshop #3: Technology and Integration Requirements

Date: September 5, 2025
Duration: 3.5 hours
Participants: 10 (IT Leadership, Technical Teams, Integration Architects)
Facilitator: Business Analyst Lead

Workshop Agenda

Time Activity Duration Objective
1:00-1:30 Current Technology Landscape Review 30 min Assess existing systems
1:30-2:45 Integration Architecture Design 75 min Define integration approach
2:45-3:00 Break 15 min -
3:00-4:15 Technical Requirements Definition 75 min Specify technical needs
4:15-4:30 Validation & Action Planning 15 min Confirm requirements

Key Outputs

Current Technology Landscape

Existing Systems Inventory:

Integration Challenges:

  1. Inconsistent API standards across systems
  2. Manual data synchronization processes
  3. Limited real-time data availability
  4. Security concerns with system-to-system communication
  5. Lack of centralized integration monitoring

Integration Architecture Design

Integration Patterns:

Data Flow Architecture:

Governance Platform ↔ API Gateway ↔ Enterprise Service Bus ↔ 
[ERP | ITSM | Identity | BI | Document Management]

Technical Requirements Validation

TMR-001: Asset Inventory Management - ✅ VALIDATED

INR-001: Enterprise System Integration - ✅ ENHANCED

PSR-001: System Performance - ✅ VALIDATED

Workshop Artifacts

Integration Requirements Matrix

| System | Integration Type | Data Flow | Frequency | Priority | |——–|—————–|———–|———–|———-| | SAP S/4HANA | API/Batch | Bidirectional | Real-time/Daily | Must Have | | ServiceNow | API | Bidirectional | Real-time | Must Have | | Entra ID | API | Inbound | Real-time | Must Have | | Power BI | API | Outbound | Near real-time | Should Have | | SharePoint | API | Bidirectional | Real-time | Should Have |

Technical Architecture Principles

  1. API-First Design: All integrations through well-defined APIs
  2. Security by Design: Zero Trust principles applied throughout
  3. Scalable Architecture: Horizontal scaling capabilities
  4. Monitoring and Observability: Comprehensive system monitoring
  5. Data Quality: Automated data validation and quality checks

Action Items

Workshop #4: Security and Compliance Framework

Date: September 7, 2025
Duration: 3 hours
Participants: 8 (Security Team, Compliance Officers, Risk Management)
Facilitator: Requirements Engineer

Workshop Agenda

Time Activity Duration Objective
9:00-9:30 Security Framework Review 30 min Assess security requirements
9:30-10:45 Compliance Requirements Analysis 75 min Define compliance needs
10:45-11:00 Break 15 min -
11:00-12:00 Risk Management Integration 60 min Integrate risk assessment

Key Outputs

Security Framework Requirements

Zero Trust Implementation:

Access Control Framework:

Compliance Requirements Matrix

Regulation Applicable Requirements Implementation Approach Priority
GDPR Data protection, consent management Privacy by design, automated consent Must Have
SOX Financial controls, audit trails Automated controls, comprehensive logging Must Have
HIPAA Healthcare data protection Data classification, access controls Should Have
ISO 27001 Information security management Security framework integration Should Have
NIST Cybersecurity framework Risk-based security controls Should Have

Risk Management Integration

Risk Assessment Framework:

Workshop Artifacts

Security Requirements Validation

SCR-001: Security Framework Integration - ✅ VALIDATED

SCR-002: Audit Trail and Logging - ✅ ENHANCED

SCR-003: Privacy Protection - ✅ VALIDATED

Action Items

Workshop #5: User Experience and Interface Design

Date: September 9, 2025
Duration: 2.5 hours
Participants: 9 (Business Users, UX Designer, Training Coordinator)
Facilitator: Change Manager

Workshop Agenda

Time Activity Duration Objective
2:00-2:30 User Journey Mapping 30 min Map user interactions
2:30-3:30 Interface Design Workshop 60 min Design user interfaces
3:30-3:45 Break 15 min -
3:45-4:30 Usability Requirements Definition 45 min Define UX requirements

Key Outputs

User Journey Maps

Executive User Journey:

  1. Login → Executive Dashboard → Review KPIs → Drill-down Analysis → Decision Support → Action Items → Notifications

Process Manager Journey:

  1. Login → Process Dashboard → Monitor Workflows → Handle Exceptions → Performance Analysis → Process Optimization → Reporting

End User Journey:

  1. Login → Personal Dashboard → Submit Requests → Track Status → Receive Notifications → Provide Feedback → Complete Tasks

Interface Design Requirements

Dashboard Design Principles:

Navigation Structure:

Main Navigation:
├── Dashboard (Role-specific)
├── Governance Processes
│   ├── Approvals
│   ├── Workflows
│   └── Exceptions
├── Analytics & Reporting
│   ├── Performance Metrics
│   ├── Compliance Status
│   └── Custom Reports
├── Administration
│   ├── User Management
│   ├── System Configuration
│   └── Audit Logs
└── Help & Support

User Experience Requirements Validation

UXR-001: Intuitive User Interface - ✅ VALIDATED

UXR-002: Mobile Accessibility - ✅ ENHANCED

UXR-003: Accessibility Compliance - ✅ VALIDATED

Workshop Artifacts

User Interface Mockups

Usability Metrics

Action Items

Workshop #6: Performance and Scalability Requirements

Date: September 10, 2025
Duration: 2 hours
Participants: 6 (Technical Operations, Infrastructure Team, Performance Engineers)
Facilitator: Business Analyst Lead

Workshop Agenda

Time Activity Duration Objective
10:00-10:30 Current Performance Baseline 30 min Assess current state
10:30-11:15 Scalability Requirements Definition 45 min Define growth requirements
11:15-11:30 Break 15 min -
11:30-12:00 Performance Testing Strategy 30 min Plan performance validation

Key Outputs

Performance Requirements Specification

Response Time Requirements:

Throughput Requirements:

Scalability Framework

Horizontal Scaling:

Capacity Planning:

Performance Requirements Validation

PSR-001: System Performance - ✅ VALIDATED

PSR-002: Scalability - ✅ ENHANCED

PSR-003: Availability - ✅ VALIDATED

Workshop Artifacts

Performance Testing Strategy

Monitoring Framework

Action Items

Workshop Series Summary and Analysis

Overall Participation and Engagement

Workshop Participants Attendance Rate Engagement Score Satisfaction
Executive Strategy 8 100% 4.8/5.0 4.9/5.0
Process & Workflow 12 92% 4.6/5.0 4.7/5.0
Technology & Integration 10 100% 4.7/5.0 4.8/5.0
Security & Compliance 8 100% 4.9/5.0 4.9/5.0
User Experience 9 89% 4.5/5.0 4.6/5.0
Performance & Scalability 6 100% 4.8/5.0 4.8/5.0
AVERAGE 8.8 97% 4.7/5.0 4.8/5.0

Key Achievements

  1. Requirements Validation: 247 requirements validated and refined
  2. Consensus Building: 94% stakeholder consensus achieved
  3. Gap Identification: 23 additional requirements identified
  4. Conflict Resolution: 15 requirement conflicts resolved
  5. Priority Alignment: Clear priority framework established

Requirements Impact Analysis

Requirements Added Through Workshops

Requirements Modified Through Workshops

Requirements Removed Through Workshops

Consensus and Conflict Resolution

Resolved Conflicts

  1. Dashboard Complexity vs. Usability: Resolved through progressive disclosure design
  2. Security vs. User Experience: Balanced through risk-based access controls
  3. Automation vs. Human Oversight: Resolved through configurable automation levels
  4. Performance vs. Cost: Balanced through tiered performance requirements
  5. Flexibility vs. Standardization: Resolved through configurable frameworks

Outstanding Issues

Workshop Quality Metrics

Quality Metric Target Achieved Status
Stakeholder Participation 90% 97% ✅ EXCEEDED
Requirements Validation 95% 98% ✅ EXCEEDED
Consensus Achievement 85% 94% ✅ EXCEEDED
Conflict Resolution 90% 88% ⚠️ NEAR TARGET
Stakeholder Satisfaction 4.0/5.0 4.8/5.0 ✅ EXCEEDED

Next Steps and Recommendations

Immediate Actions

  1. Requirements Documentation (A030): Formalize all validated requirements
  2. Technical Feasibility Assessment: Validate technical requirements with architecture team
  3. Cost-Benefit Analysis: Assess financial impact of refined requirements
  4. Risk Assessment: Evaluate risks associated with requirement changes

Follow-up Activities

  1. Stakeholder Validation: Final confirmation of workshop outputs
  2. Requirements Baseline: Establish formal requirements baseline
  3. Change Control: Implement requirements change management process
  4. Design Phase Planning: Prepare for solution design activities

Lessons Learned

What Worked Well

Areas for Improvement

Workshop Artifacts Repository

Documentation Produced

Validation Evidence

Document References

Document Prepared By: Business Analyst Lead
Document Reviewed By: Requirements Engineer, Change Manager
Document Approved By: Project Sponsor
Completion Date: September 12, 2025

These workshop outputs provide comprehensive documentation of collaborative requirements gathering activities, ensuring stakeholder consensus and validated requirements for the ICT Governance Framework development.

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