MS Access User Story Refinement

At this stage, all forms within within the Access applications should already have been documented and user stories generated as part of the discovery phase. As it is difficult to provide AI tools context of an MS Access application compared to other types of applications, this step focuses on refining those user stories to ensure they are ready for AI-assisted implementation.

This step is optional but highly recommended to ensure the user stories are comprehensive and structured for AI tools.

flowchart TD
    A["📖 Initial User Stories"] --> B["🔍 Review Story Quality"]
    B --> C["✏️ Refine Requirements"]
    C --> D["✅ Validate Criteria"]
    D --> E{"Stories AI-Ready?"}
    E -->|No| F["🔄 Further Refinement"]
    E -->|Yes| G["✅ Refined User Stories"]
    F --> C

    classDef input fill:#e3f2fd,stroke:#1976d2,stroke-width:2px
    classDef process fill:#f3e5f5,stroke:#7b1fa2,stroke-width:2px
    classDef validation fill:#fff3e0,stroke:#f57c00,stroke-width:2px
    classDef decision fill:#ffebee,stroke:#c62828,stroke-width:2px
    classDef output fill:#e8f5e8,stroke:#2e7d32,stroke-width:2px

    class A input
    class B,C,F process
    class D validation
    class E decision
    class G output

Prerequisites

You should have:

• Initial user stories generated from form documentation
• Screenshots and detailed descriptions of each form
• Understanding of user roles and business processes
• Access to the Access Form User Stories prompt

Key Activities

1. Review and Enhance User Stories

Assess each user story for clarity, completeness and technical detail. Ensure stories include:

• Clear user roles and goals: Specific, measurable user objectives
• Component specifications: Exact field types, validation rules, and interactive behaviour
• Technical requirements: GDS Design System usage, accessibility compliance (WCAG 2.1 AA)
• Dependencies: Relationships between fields and integration points

2. Refine Acceptance Criteria

Transform vague requirements into specific, testable criteria:

• Specific validation rules: “User can enter alphanumeric text up to 50 characters with real-time validation”
• Error handling: “Form displays specific error messages with focus management for screen readers”
• Visual specifications: Layout details, responsive design, accessibility features

3. Optimize for AI Implementation

Structure stories for optimal AI tool consumption:

• Use consistent terminology: Structure with clear headings and structured formats
• Include high-resolution visual references: Provide PNG/JPEG images for clarity
• Reference GDS patterns: Link to design system components where applicable
• Separate technical specifications: Keep technical details distinct from user goals

Common Challenges and Solutions

• Vague Requirements: Use specific examples and detailed acceptance criteria. Include visual references and technical specifications.
• Missing Technical Detail: Ensure all UI components, validation rules, and dependencies are documented. Reference GDS Design System components.

Success Criteria

User story refinement is complete when:

• ✅ All stories have clear, testable acceptance criteria
• ✅ Technical specifications include GDS compliance requirements
• ✅ UI components and validation rules are fully documented
• ✅ Dependencies and integration points are identified
• ✅ Stories are structured for optimal AI tool consumption
• ✅ Accessibility requirements are specific and testable

Next Steps

Now that the user stories have been refined, you can now use these stories to build GDS-compliant views using AI development tools.

This step is part of the DEFRA AI Legacy Modernisation Playbook.