Requirements determination for common systems: turning a global vision into a local reality

A ‘common’ information system is one that is intended to satisfy the needs of multiple user groups within a firm for a particular functionality (e.g. one order entry system to be used by all divisions of a global firm). Such systems are often comprised of both core (or common) software modules, as well as local modules to support regional requirements. One of the most significant challenges for any information systems (IS) project is determining information requirements. The requirements determination process is especially difficult in this context in which common, global requirements must be forged from disparate, and potentially conflicting, local needs and priorities. This paper reports on case studies of two projects undertaken to globally deploy common systems, and it develops a model of the requirements determination process. The proposed model posits stakeholders engage in knowledge acquisition and negotiation processes in order to determine global requirements as well as to foster consensus and buy-in, on the part of the local regional stakeholders, to the global system. The findings also suggest that knowledge acquisition is a relatively structured, rational approach to learning about local needs and requirements, where stakeholders share an awareness of the corporate vision for global standards and agree on the need for a new system. Negotiation, in contrast, is less structured and more political, with different parties lobbying for their own interests as they endeavor to identify common requirements for the new global system. Finally, the results suggest that the requirements determination process is influenced by an articulated corporate vision for a global system, needs and priorities of the local regions, and the organizational roles and skills of key stakeholders. Implications of the results are drawn and suggestions for future research are offered.