Refine

Idea Refinement to PBI

Transform captured ideas into actionable Product Backlog Items using BA best practices, Hypothesis-Driven Development, and domain research.

MUST READ References

IMPORTANT: You MUST read these reference files for complete protocol. Do NOT skip.

• MUST READ .claude/skills/shared/team-frameworks.md — RICE, MoSCoW, INVEST, SPIDR frameworks
• MUST READ .claude/skills/shared/bdd-gherkin-templates.md — BDD/Gherkin scenario templates
• MUST READ .claude/skills/shared/module-detection-keywords.md — module detection keywords

When to Use

• Idea artifact ready for refinement
• Need to validate problem hypothesis before building
• Converting concept to implementable item
• Adding acceptance criteria to requirements

Workflow

Phase 1: Idea Intake & Context Loading

1. Read idea artifact from path or find by ID in team-artifacts/ideas/
2. Extract: problem statement, value proposition, target users, scope
3. Check module field in frontmatter

If module present: Load domain context (see Business Feature Context Loading below)

If module absent: Run Glob("docs/business-features/*/README.md"), analyze keywords, prompt if ambiguous

Skip: Infrastructure ideas, cross-cutting concerns

Business Feature Context Loading

Step 1: Detect Module

From PBI/Idea frontmatter:

1. Check module field
2. If missing, detect from keywords in .claude/skills/shared/module-detection-keywords.md

Step 2: Load Feature Context

Glob("docs/business-features/{module}/detailed-features/*.md")

1. Read docs/business-features/{module}/README.md (overview + feature list, ~2K tokens)
2. Identify closest matching feature based on idea keywords
3. Read corresponding feature documentation:
   • Full feature doc: docs/business-features/{module}/detailed-features/*.md (3-5K tokens)
   • Or .ai.md companion: docs/business-features/{module}/detailed-features/*.ai.md (~1K tokens)
4. Extract context:
   • Business Rules: BR-{MOD}-XXX format
   • Test Cases: TC-{MOD}-XXX format with GIVEN/WHEN/THEN
   • Evidence patterns: file:line format
   • Related entities and services

Multi-Module Support

• If 2+ modules detected, load context for ALL detected modules
• Combine business rules and test case patterns from all modules
• May increase total token budget beyond single-module target

Token Budget

Target 8-12K tokens total for feature context:

• Module README: ~2K tokens
• Full feature doc sections: 3-5K per feature
• Multi-module: Load all detected modules (may increase total)

Entity Domain Investigation

Skip if: No module detected (non-domain idea).

After loading feature context, investigate related entities in codebase.

Using .ai.md Files

1. Read .ai.md companion file for detected feature:

   Glob("docs/business-features/{module}/detailed-features/*.ai.md")
   

2. Extract from ## Domain Model section:

   • Entity names and base classes
   • Key properties and types
   • Navigation relationships
   • Computed properties

Codebase Correlation

1. Use ## File Locations section paths to verify entities exist
2. Extract from ## Key Expressions section:
   • Static expression methods for queries
   • Validation rules

Cross-Service Dependencies

Check ## Service Boundaries section for:

• Events produced/consumed
• Related services affected

Discrepancy Handling

If .ai.md content differs from source code, flag for doc update but continue with documented info.

Entity Investigation Output

## Entity Investigation Results

### Primary Entities
- `{EntityName}` - {Brief description} - [Source](path)

### Related Entities
- `{RelatedEntity}` - via {Relationship}

### Key Expressions
- `{ExpressionName}(params)` - {Purpose}

### Cross-Service Events
- Produces: `{EventName}`
- Consumes: `{EventName}` from {Service}

### Discrepancies (if any)
- {Note outdated docs for follow-up}

Phase 2: Domain Research

When to Trigger

• New market/domain unfamiliar to team
• Competitive landscape unclear
• Industry best practices needed
• User explicitly requests --research

When to Skip

• Internal tooling with no market equivalent
• Well-understood domain
• Time-constrained refinement

Research Process

1. Extract key domain terms from idea

2. Use WebSearch for context:

   Query Type	Template
   Market trends	"{domain} market trends 2026"
   Competitors	"{domain} software solutions comparison"
   Best practices	"{feature-type} best practices UX"
   Similar solutions	"how {competitor} handles {feature}"

3. Summarize findings (max 3 bullets)

Research Output

## Domain Research Summary
- **Market context:** {1-sentence finding}
- **Competitor landscape:** {key players, gaps identified}
- **Best practices:** {relevant pattern to adopt}
- **Sources:** {links}

Phase 3: Problem Hypothesis Validation

Why This Matters

42% of startups fail due to no market need (CB Insights). Validate before building.

Problem Hypothesis Template

**We believe** [target users/persona]
**Experience** [specific problem]
**Because** [root cause]
**We'll know this is true when** [validation metric/evidence]

Value Hypothesis Template

**We believe** [feature/solution]
**Will deliver** [value/benefit]
**To** [target users]
**We'll know we're right when** [success metric]

Validation Process

1. Draft hypothesis from idea content
2. Use AskUserQuestion to validate:
   • "Is this the core problem we're solving?"
   • "Who exactly experiences this? How often?"
   • "What evidence do we have this problem exists?"
3. If validated, proceed to Phase 4
4. If invalidated, return idea for clarification

When to Skip Hypothesis

• --skip-hypothesis flag provided
• Idea already contains validated hypothesis
• Bug fix or technical debt (no new problem)

Phase 4: Requirements Elicitation (BABOK Core 5)

Select technique based on context:

1. Interviews

When: Deep individual insights needed, stakeholder perspectives vary

Process:

1. Prepare open-ended questions (why, how, what-if)
2. Active listening - don't lead the witness
3. Follow-up on unexpected answers
4. Document verbatim quotes for evidence

Output: Stakeholder needs, pain points, constraints

2. Workshops

When: Group consensus needed, complex requirements, multiple stakeholders

Process:

1. Define clear agenda and timebox (90 min max)
2. Use facilitator (neutral party)
3. Capture all voices (round-robin, silent voting)
4. Document decisions and dissent

Output: Prioritized requirements, consensus decisions

3. Document Analysis

When: Existing systems/processes to understand, regulatory requirements

Process:

1. Gather artifacts: specs, manuals, reports, existing code
2. Extract implicit requirements
3. Note gaps and inconsistencies
4. Cross-reference with stakeholder input

Output: As-is state, compliance requirements, gaps

4. Observation (Job Shadowing)

When: Understand real workflow, users can't articulate needs

Process:

1. Shadow users in their environment
2. Note workarounds and pain points
3. Don't interrupt or suggest - just observe
4. Ask clarifying questions afterward

Output: Actual vs stated workflow, hidden requirements

5. Prototyping

When: Visual validation needed, UI/UX requirements unclear

Process:

1. Start low-fidelity (sketches, wireframes)
2. Iterate based on feedback
3. Increase fidelity as requirements stabilize
4. Document design decisions

Output: Validated UI requirements, interaction patterns

Phase 5: Acceptance Criteria (BDD Format)

MUST READ .claude/skills/shared/bdd-gherkin-templates.md for templates.

Test Case Format (Domain Features)

For domain features, use:

• Format: TC-{MOD}-{FEATURE}-XXX (e.g., TC-GRO-GOAL-001)
• Evidence: file:line format
• See business-analyst skill for detailed patterns

Phase 6: Prioritization & Estimation

Read .claude/skills/shared/team-frameworks.md for RICE, MoSCoW, and INVEST frameworks.

Effort Estimation

Phase 7: Validation Interview (MANDATORY)

After drafting PBI, validate with user.

Question Categories

Interview Process

1. Generate 3-5 questions from assumptions, scope, dependencies
2. Use AskUserQuestion tool to interview
3. Document in PBI under ## Validation Summary
4. Update PBI based on answers

Validation Output Format

## Validation Summary

**Validated:** {date}

### Confirmed Decisions
- {decision}: {user choice}

### Assumptions Confirmed
- {assumption}: Confirmed/Modified

### Open Items
- [ ] {follow-up items}

This step is NOT optional - always validate before marking complete.

Phase 8: PBI Artifact Generation

Save Location

team-artifacts/pbis/{YYMMDD}-pbi-{slug}.md

Required Sections

1. Frontmatter (ID, source_idea, priority, effort, status, module)
2. Description
3. Business Value
4. Problem Hypothesis (from Phase 3)
5. Related Business Rules (if domain)
6. Acceptance Criteria (from Phase 5)
7. Out of Scope
8. Dependencies
9. Validation Summary (from Phase 7)

PBI Business Feature Context Section

Include this section in the PBI output if domain-related:

## Business Feature Context
**Module:** {module}
**Related Feature:** {feature_name}
**Existing Business Rules:** {BR_IDs} (see docs/business-features/{module}/...)
**Test Case Patterns:** {TC_format} with GIVEN/WHEN/THEN
**Evidence Format:** file:line (e.g., {example})
**Related Entities:** {entity_list}

Update Source Idea

After PBI creation:

• Set source idea status to approved
• Add link to created PBI in idea file

Template Reference

MUST READ: team-artifacts/templates/pbi-template.md

Anti-Patterns to Avoid

Definition of Ready Checklist

Before marking PBI as "Ready":

BR/TC Validation Checklist

For domain-related PBIs, include this checklist in the output:

## BR/TC Validation Checklist

### Existing Business Rules Referenced
- [ ] BR-{MOD}-XXX: {Rule description} - Verified applicable
- [ ] BR-{MOD}-YYY: {Rule description} - Verified applicable

### New Business Rules Introduced
- [ ] BR-{MOD}-ZZZ: {New rule description} - Review needed

### Test Case Pattern Alignment
- [ ] TC format follows TC-{MOD}-{FEATURE}-XXX pattern
- [ ] All ACs use GIVEN/WHEN/THEN format
- [ ] Evidence format specified (file:line)

### Conflict Check
- [ ] No conflicts with existing BRs identified
- [ ] Clarifications documented if needed

Example

/refine team-artifacts/ideas/260119-po-idea-goal-progress-notification.md

Creates with EasyPlatform context: team-artifacts/pbis/260119-ba-pbi-goal-progress-notification.md

• Includes BR-GRO-XXX references
• Uses TC-GRO-GOAL-XXX test case format
• Lists related entities (Goal, Employee, Notification)

Output

• Path: team-artifacts/pbis/{YYMMDD}-pbi-{slug}.md
• ID Pattern: PBI-{YYMMDD}-{NNN}

Related

Triggers

Activates on: refine, refinement, pbi, backlog item, acceptance criteria, hypothesis, validate idea

IMPORTANT Task Planning Notes

• Always plan and break many small todo tasks
• Always add a final review todo task to review the works done at the end to find any fix or enhancement needed