Phase 2: Deep-Dive Analysis

2.1 Discovery Workshops

Format: 2–4 hour workshops with each department.

Workshop structure:

1. Intro (15 min)
2. Introduce participants
3. Explain workshop goal

4. Set rules (no criticism, all ideas welcome)

5. As-Is analysis (60 min)

6. How do current processes work?
7. Where are the pain points?

8. What works well?

9. To-Be vision (45 min)

10. How should the process ideally work?
11. Which metrics do we want to track?

12. What is nice-to-have vs. must-have?

13. Prioritization (30 min)

14. MoSCoW (Must/Should/Could/Won’t)
15. Implementation timeline

Workshop Record

workshop_record:
  date: "2025-01-15"
  duration: "3 hours"
  attendees:
    - name: "Jan Novák"
      role: "Warehouse manager"
    - name: "Petra Svobodová"
      role: "Warehouse worker"

  topics_covered:
    - "Goods receipt"
    - "Picking and shipping"
    - "Inventory count"

  key_findings:
    pain_points:
      - "Manual Excel entry → errors"
      - "No real-time stock visibility"
      - "Slow item lookup"

    success_criteria:
      - "Mobile terminal for receiving/issuing"
      - "Real-time stock on dashboard"
      - "Barcodes for fast lookup"

  action_items:
    - "Obtain sample Excel with warehouses"
    - "On-site warehouse walkthrough"
    - "Demo of competing solution"

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2.2 Process Mapping

Create a process map for each key process:

graph LR
    subgraph "Goods receipt"
        A["Delivery arrives"] --> B["Document check"]
        B --> C{Match?}
        C -->|Yes| D["Put to stock"]
        C -->|No| E["Claim / discrepancy"]
        D --> F["Record in system"]
        F --> G["Update stock levels"]
    end

Process Card

Attribute	Value
Process name	Goods receipt to warehouse
Owner	Warehouse manager
Frequency	5–10× per day
Avg. duration	15–30 min
Systems	Excel, paper documents
Pain points	Manual retyping, errors
KPI	Processing time, error rate

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2.3 Requirements Collection

Document each requirement in a structured way:

requirements:
  - id: "REQ-001"
    title: "Automatic numbering of receipts"
    category: "Warehouse"
    priority: "Must"
    description: |
      The system must automatically generate a unique receipt number
      in the format PR-YYYY-NNNN (e.g., PR-2025-0001).
    acceptance_criteria:
      - "Number is generated when the record is created"
      - "Number is read-only and cannot be changed"
      - "Sequence resets every year"
    source: "Warehouse workshop, 2025-01-15"
    stakeholder: "Jan Novák"

  - id: "REQ-002"
    title: "Mobile receiving via barcodes"
    category: "Warehouse"
    priority: "Should"
    description: |
      A warehouse worker must be able to scan a product barcode
      with a mobile device for fast receiving.
    acceptance_criteria:
      - "Support standard barcodes (EAN-13, Code128)"
      - "Works in offline mode"
      - "Automatically pairs with product in system"
    dependencies:
      - "REQ-001"
      - "Product catalog must contain EAN codes"
    source: "Warehouse workshop, 2025-01-15"
    stakeholder: "Petra Svobodová"

---

Phase 2 Checklist

• [ ] Discovery workshops completed with all departments
• [ ] Workshops recorded
• [ ] Process maps created
• [ ] Requirements documented structurally
• [ ] Each requirement has a source link

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➡️ Continue with Gap Analysis for phase three.