BUSINESS PROCESS
DEFINITION
AND
REQUIREMENTS
Project id (each project will have a project id assigned OCIO)
Project or System Name
U.S. Small Business Administration
Month,
Year
Revision Sheet
Revision Sheet
Release No.
Rev. 1
Date
03/22/04
Revision Description
Business Process Definition and Requirements Template and Checklist
Business Process Definition and Requirements
Page i
Business Process Definition and
Requirements Authorization Memorandum
RECOMMENDED POINT OF CONTACT FOR THIS DOCUMENT: Functional Lead within program
area
The Point of Contact for the Document coordinates and insures that the document is completed. This
individual as well as others in the program areas may also contribute in a collaborative fashion as is
often necessary in systems development projects.
MANAGEMENT CERTIFICATION - Please check the appropriate statement.
______ The document is accepted.
______ The document is accepted pending the changes noted.
______ The document is not accepted.
We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based
on our authority and judgment, the continued operation of this system is authorized.
_______________________________
NAME
Project Manager
_____________________
DATE
_______________________________
NAME
Program Area/Sponsor Representative
_____________________
DATE
_______________________________
NAME
Program Area/Sponsor Director
_____________________
DATE
_______________________________
NAME
OCIO Point of Contact
_____________________
DATE
Business Process Definition and Requirements
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BUSINESS PROCESS DEFINITION AND REQUIREMENTS
TABLE OF CONTENTS
Page #
1.0 BUSINESS OBJECTIVES FOR PROCESS ........................................................................................ 1
2.0 Business Requirements .......................................................................................................................... 1
2.1 Process Flows .........................................................................................................................................1
2.1.1 Existing or “As Is” Process Flow and Process Steps ........................................................................................... 1
2.1.2 Proposed or “To Be” Process Flow and Process Steps ........................................................................................ 1
2.2 New Process Requirements ...................................................................................................................2
2.3 Business Impact .....................................................................................................................................3
2.3.1 Metrics to Measure Business Impact.................................................................................................................... 3
2.3.1.2 Responsibility of Metrics Collection & Analysis .............................................................................................. 3
2.3.1.3 Business / System Metrics Communication Plan .............................................................................................. 3
2.3.2 Business Dependencies ........................................................................................................................................ 3
2.3.3 Business Risks...................................................................................................................................................... 3
2.4 Technology Impact ................................................................................................................................3
2.4.1 Technology Dependencies ................................................................................................................................... 3
2.4.2 Technology Risks ................................................................................................................................................. 4
3.0 Assumptions ........................................................................................................................................... 4
4.0 ISSUES ................................................................................................................................................... 4
5.0 Project Success Criteria ......................................................................................................................... 4
Business Process Definition and Requirements
NOTE TO AUTHOR: Highlighted, italicized text throughout this template is provided solely as
background information to assist you in creating this document. Please delete all such text, as well as the
instructions in each section, prior to submitting this document. ONLY YOUR PROJECT-SPECIFIC
INFORMATION SHOULD APPEAR IN THE FINAL VERSION OF THIS DOCUMENT.
The Business Process Definition and Requirements document describes the “as is” business process
definition of the existing system if applicable, the “to be” business process definition of the proposed
system and the business requirements associated with the “to be business process definition.
1.0
BUSINESS OBJECTIVES FOR PROCESS
Describe the specific high level objectives for the project as it relates to the business process. As
background description of the challenge or “pain” or deficiency is helpful in providing understanding of
the reason for the proposed business objectives.
2.0
BUSINESS REQUIREMENTS
This section describes the fundamental requirements or basis upon which the system will be built. It is
very important to be specific and clear in this section as the focus of the project justification, and
successful project development and implementation will be based on meeting the specific requirements
outlined here.
2.1 Process Flows
2.1.1 Existing or “As Is” Process Flow and Process Steps
Describe in business terms the existing or “as is” business process flow. Business process flow is not
meant to be screen, menu, or data flow. It describes the flow of work in a step by step fashion with
narrative on each step
This would consist of two items:
 Diagram contained of multiple diagram objects where a process number is contained in each
individual process diagram.
 Process Narrative This is a narrative in which each process step is listed with a narrative
description.
Business Process Definition and Requirements
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https://ddm.depaul.edu/iso/_graphics/ISOFormsProcessFlowDiagram.png
2.1.2 Proposed or “To Be” Process Flow and Process Steps
Describe in business terms the proposed or “to be” business process flow. Business process flow is not
meant to be screen, menu, or data flow. It describes the flow of work in a step by step fashion with
narrative on each step.
This would consist of two items:
 Diagram contained of multiple diagram objects where a process number is contained in each
individual process diagram.
 Process Narrative This is a narrative in which each process step is listed with a narrative
description.
2.1.2 Proposed or “To Be” Process
2.2 New Process Requirements
Based on the proposed or “to be” process flow defined, list in specific discrete fashion a narrative for each
proposed business process requirement. For requirement provide a narrative step description, narrative
requirement description and suggested priority level (e.g. high, medium, low). If there are requirements
related to new reporting, for each reporting requirement include field such as report name,
Business Process Definition and Requirements
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definition/purpose, fields required, data source, real time/historical, existing/new, frequency, input,
suggested priority level.
The following are categories of requirements which should be defined:
Business Requirements
e.g. “need to provide a 30 day turnaround from application to approval.”
System Requirements
e.g. “24 by 7 system availability 6days per week”
Reporting Requirements
e.g. “Report to produce a count of new applications by state for each week by application type”
Data Requirements
e.g. “based on fields in the report, need specific data elements from the following data sources “
Security Requirements
The need for securing the system to be developed should be stated in section including levels of access
that can be granted
e.g. “headquarters’ staff may have read only access the following specific data measures”
Personnel Requirements
The following table should contain a list of everyone who will play a role in the development of the
system.
Name
Organization
Role
Support Requirements
The following table should contain a list of everyone who will play a role in the ongoing maintenance of
the system following implementation.
Name
Organization
Role
2.3 Business Impact
This section identifies how the proposed process changes will impact the business.
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2.3.1 Metrics to Measure Business Impact
.2.3.1.1 Measurable Business Metrics to be Used
This section needs to identify in business terms, and identification of metrics that will be used to measure
business impact in terms of meeting the business objectives.
2.3.1.2 Responsibility of Metrics Collection & Analysis
This section needs to identify the organizations and individuals who are responsible for collecting,
analyzing and disseminating the metrics that will be collected over a specified time period to access the
business impact this project has had when it was implemented.
2.3.1.3 Business / System Metrics Communication Plan
This section needs to identify the organizations, and associated individuals, in which metrics related to
this project (application), will be communicated to.
2.3.2 Business Dependencies
This section should include organizational, project or process dependencies.
e.g. “this project is dependent upon the program area being able to allocate a full time functional lead by
June”
2.3.3 Business Risks
This section should identify any business risks. As reference see SDM Risk Assessment document for a
listing of the risks including those normally identified and required in connection with completing the
OMB 300 form.
2.4 Technology Impact
This section needs to identify how supporting technology will be affected by the proposed process
change. It should identify specific tools that will be affected.
2.4.1 Technology Dependencies
This section should include organizational, project or process dependencies.
e.g. “this project is dependent upon receiving detail data that will provided at the completion of the
automation project which is planned for December”
2.4.2 Technology Risks
This section should identify any technical risks. As reference see SDM Risk Assessment document for a
listing of the risks including those normally identified and required in connection with completing the
OMB 300 form.
3.0
ASSUMPTIONS
Describe key assumptions that provide for project success.
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4.0
ISSUES
Most projects will have major issues or open points at time of submission to management. List the major
open issues or points and the plans for addressing them.
5.0
PROJECT SUCCESS CRITERIA
Here the program area staff identify specific criteria for project success.
Some example criteria are shown below:
“I’d like to have this system in place by October”
“I’d like to have all of our partners using this system by next year”
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