Overview

A pre-sales client, a leading audit and tax advisory company, approached us with a specific challenge: their existing process for creating Functional Requirement Documents (FRDs) was time-intensive, inconsistent, and error-prone. These documents, essential for aligning stakeholders and guiding development teams, often became bottlenecks due to the high level of customization and detail required.

To address their challenge, we proposed and prototyped a Generative AI-powered tool designed to automate the production of FRDs by leveraging user inputs and template-driven logic. This multi-departmental effort involved close collaboration between the Generative AI team, which solutioned the technical aspects, and myself, where I focused on the CX and UX aspects of the proposal. Together, we aimed to transform their FRD creation process, enabling faster, more accurate, and highly tailored outputs.

Objective

The primary goal of this initiative was to design and prototype a Generative AI tool capable of generating customized FRDs based on predefined templates and specific user inputs. By doing so, the tool aimed to:

• Reduce the time required to create FRDs.
• Minimize human error in document creation.
• Increase consistency and adherence to organizational standards.
• Enable scalability across diverse projects and industries.

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Process

Research and Discovery

1. Conducted stakeholder interviews to understand pain points in the existing FRD creation process.
2. Analyzed sample FRDs from various projects to identify common structures, language, and formatting styles.
3. Collaborated with subject matter experts (SMEs) to define the essential components of high-quality FRDs.
4. Created a Dynamic Model (Simplified UML) to diagram the UX architecture, helping to establish the taxonomy, data hierarchy, and macro interactions crucial for the tool’s usability and effectiveness.

Prototyping

1. Assembled a cross-functional team comprising UX designers, business analysts, and developers.
2. Designed a prototype tool using Figma to visualize user workflows and AI integration points.
3. Created templates reflecting industry-standard FRD structures, including sections for objectives, requirements, dependencies, and constraints.

Development Framework

1. Integrated Generative AI models to parse user inputs (e.g., file types, project details, and technical requirements) and match them to the appropriate templates.
2. Designed the system to include editable outputs, allowing users to refine the AI-generated FRDs for further customization.

Testing and Validation

1. Conducted user testing sessions with SMEs and stakeholders to gather feedback on the tool’s accuracy and usability.
2. Iteratively improved the prototype based on user input, focusing on clarity, flexibility, and intuitiveness.

Solution Highlights

• Template Library: The tool features a robust library of FRD templates tailored for different industries and use cases.
• Dynamic Inputs: Users can input project-specific details, which the AI leverages to customize the FRDs.
• Editable Outputs: AI-generated documents are fully editable, enabling users to make fine-tuned adjustments.
• Scalability: Designed for multi-use cases, the tool supports diverse industries, including finance, healthcare, and telecom.

Outcomes

The implementation of the Generative AI tool resulted in significant improvements:

• Time Efficiency: Reduced FRD creation time by over 50%.
• Consistency: Improved document quality and adherence to organizational standards.
• User Satisfaction: Stakeholders reported increased confidence in the FRD process due to enhanced clarity and reduced manual effort.
• Scalability Potential: Demonstrated adaptability to various industries and project requirements.

Reflection

This project exemplifies the potential of Generative AI to streamline and elevate complex processes like FRD creation. By focusing on user needs and leveraging advanced technologies, I was able to bridge the gap between innovation and practicality. The collaborative effort with the Generative AI team allowed us to integrate technical and user-centric perspectives, ensuring the solution was both effective and intuitive. Moving forward, the tool has the potential to expand into adjacent domains, such as technical documentation and compliance reporting, offering even greater value.

Next Steps

• Expand Template Library: Incorporate additional templates based on emerging use cases and industry feedback.
• Enhance AI Capabilities: Integrate natural language processing (NLP) for better contextual understanding and more precise customization.
• User Training: Develop training materials and workshops to ensure seamless adoption by end-users.
• Broaden Deployment: Pilot the tool across different verticals to validate its adaptability and effectiveness at scale.

This journey has reinforced my belief in the transformative power of AI, not only as a technical solution but as a means to empower teams and elevate outcomes. I look forward to further refining this tool and exploring new avenues where AI can make a meaningful impact.

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