1

IT Acquisition Requirements and Work Breakdown

Structure Development

Students Name

Institutional Affiliation

Course Name

Course Number

Instructors Name

Date
 2

The process of identifying and documenting IT acquisition requirements and developing a work

breakdown structure (WBS) can present various challenges. This essay discusses the most

challenging issues in IT acquisition requirements and proposes effective strategies to address

them. Furthermore, it explores the permissibility of adding, deleting, and changing requirements

during the project lifecycle (Harrison et al., 2014). Finally, it reflects on personal experiences in

developing a work breakdown structure for an individual project, highlighting both the ease and

difficulties encountered, as well as the solutions implemented.

One of the most significant challenges in identifying and documenting IT acquisition

requirements is achieving clarity and alignment between stakeholders' expectations and the

documented requirements. Stakeholders may have differing interpretations of their needs or may

fail to articulate them precisely, leading to ambiguity and potential conflicts during

implementation (Alsadila & Latief, 2019). Additionally, managing changing requirements

throughout the process poses another issue, as technological advancements or evolving business

needs may necessitate adjustments.

To address these challenges successfully, several approaches can be adopted. First, extensive

stakeholder engagement is crucial. Engaging stakeholders throughout the requirement gathering

process helps clarify their expectations and ensures comprehensive coverage of their needs.

Conducting workshops, interviews, and surveys can facilitate effective communication and

alignment among all parties involved.

Second, an iterative requirement refinement process should be encouraged. This approach allows

for periodic reviews and updates to the documented requirements, accommodating changes and

maintaining alignment with the evolving business environment. By adopting an iterative

methodology, stakeholders can incorporate modifications, validate progress, and ensure

continuous improvement.

The permissibility of adding, deleting, and changing requirements after approval up to the time a

contract is signed with a service provider and during the subsequent project is a delicate matter.

While it is essential to establish a stable set of requirements before signing a contract, some

flexibility should be permitted to accommodate evolving business needs. However, it is crucial

to strike a balance between adaptability and stability, considering the impact of changes on

project timelines, costs, and overall feasibility.

After a contract has been signed, changes to requirements should be managed through a formal

change control process. This process involves evaluating the impact of each change on project

constraints, such as cost, schedule, and quality, and seeking appropriate approvals (Irawan &

Latief, 2020). By following a structured change control process, the project team can maintain

control over requirement modifications while ensuring transparency, accountability, and

effective decision-making.

However, difficulties arose in determining the appropriate level of granularity for each work

package within the WBS. Striking a balance between overly detailed and overly generalized

work packages was challenging, as it influenced project planning, estimation, and resource

allocation. To overcome this challenge, regular consultations with the project team and

stakeholders were conducted to ensure consensus and maintain alignment.

In conclusion, addressing the challenges in identifying and documenting IT acquisition

requirements and developing a work breakdown structure (WBS) requires extensive stakeholder

engagement, iterative refinement, and traceability mechanisms. It is crucial to achieve clarity and
 4

alignment between stakeholders' expectations and documented requirements while managing

changing requirements in a structured manner. A balanced approach is necessary to allow

flexibility while maintaining stability (Irawan & Latief, 2020). Developing a well-structured

WBS involves breaking down the solution, striking a balance between granularity, and resolving

dependencies. By adopting these strategies, successful project outcomes can be achieved in the

field of computer sciences and information technology.

References

Alsadila, K., & Latief, Y. (2019). Development of implementation guidelines for maintenance

and treatment work of mechanical components in Universitas Indonesia building and

area based on work breakdown structure (WBS). Proceedings of the 2nd International

Conference on Inclusive Business in the Changing

World. https://doi.org/10.5220/0008435406930701

Harrison, T. J., Moses, R. J., & Flanagan, G. F. (2014). Preliminary development of a work

breakdown structure (WBS) for small modular reactors

(SMRs). https://doi.org/10.2172/1210130

Irawan, T. T., & Latief, Y. (2020). Development of implementation guidelines for maintenance

and treatment work of electrical components in University of Indonesia buildings and

area based on work breakdown structure (WBS). Proceedings of the 2nd International

Conference on Inclusive Business in the Changing World, 3(2), 97-

125. https://doi.org/10.5220/0008428801650173