This video covers an elicitation meeting held to gather project requirements for a new tenancy portal designed to streamline the maintenance reporting process.

Meeting Overview and Agenda

• Purpose: The primary objective was to elicit requirements from stakeholders to transform them into user stories.
• Agenda: The session was structured to include:
  1. Welcome and meeting objectives.
  2. Group one Q&A (30 minutes).
  3. Group two Q&A (30 minutes).
  4. Steering group review (15 minutes).
  5. Next steps and closing (7 minutes).

Current Process Analysis

The speaker acting as the subject matter expert explained that the current maintenance process is highly fragmented and manual.

• Issues: Common problems include plumbing issues, boiler faults, appliance failures, rubbish collection complaints, and key replacements.
• Communication: Tenants currently reach out via email, phone, or text. Information is often recorded inconsistently, such as in notebooks, Word documents, or spreadsheets.
• Efficiency: Processes vary from 24 hours for simple requests to weeks for complex issues, depending on factors like vendor availability and communication delays.
• Approvals: There is no internal approval process, though landlord approval is sometimes required for costly repairs.

Proposed Solution: Tenancy Portal

The goal of the new portal is to standardize and improve the current inefficient system:

• Functionality: Tenants will submit complaints via a web-based form.
• Form Fields: Mandatory fields include complaint category and a description. The location is automatically pre-populated based on the logged-in user. Urgency level and attachments (images/videos) are optional but recommended.
• Technical Details: Supported file formats include PNG, JPEG, MP4, and MOV, with a maximum file size of 100 MB. The portal will be accessible 24/7.
• User Management: Accounts are created by the agency. Passwords are provided to tenants upon move-in, and the current iteration does not support self-service password resets.
• Design: The portal will have a simple design, featuring blue branding, white backgrounds, and black text, while adhering to WCAG accessibility standards.
• Out of Scope: The current MVP does not include vendor integration, vendor rating features, internal auditing tools, or tenant-to-tenant chat.

Project Next Steps

The speaker provided a project roadmap:

• Completed: Jira walk-through and Microsoft Visio training.
• Upcoming: A Balsamiq walk-through session scheduled for July 31.
• Future Actions: Groups are expected to refine their requirements and validate them with the steering group on the following Monday. Subsequently, the teams will move into UX/UI design, complete the business requirement document, and transition to the agile phase.