AI-04 · AI case study · Requirements analysis · Global rollouts

Using GenAI to check 200+ global user stories for market fit

Concept case study · 2026 · Based on my fit-gap and Key Design Decision work on a DMS rollout

ConceptA design based on my project experience, written during my 2026 sabbatical. It is not a deployed client solution.

Aditya BankarAditya BankarSenior Business Analyst / Product Owner · 3 min read
200+Global user stories in scope
3 rule areasTax, invoice numbering, legal reporting
Draft KDDsPrepared for the BA to edit
BA decidesEvery fit and gap call

The context

When a global company rolls its template system out to a new market, someone has to check every global user story against that market's rules. On my last DMS rollout I reviewed 200+ global user stories for fit in two markets, then wrote gap analysis and Key Design Decision (KDD) documents for business sign-off.

That review is careful, repetitive work. I already used Microsoft Copilot to speed up analysis and documentation on that project. This concept designs a more structured, repeatable version.

The problem

Fit-gap review is slow, and most of it repeats for every market:

  • Every story is read by hand against tax, invoicing and legal rules for each market.
  • Gaps, reasons and decisions sit in spreadsheets that drift out of date.
  • KDDs and localisation stories are written from scratch each time.
  • The same review starts again for every new market.

What I did

  • Built the review approach from my own fit-gap and KDD work.
  • Designed a market rule library and the assistant's output format.
  • Defined review steps so the BA owns every decision.
  • Wrote a sample of the assistant's output and the BA's decisions.

The process, before and after

Each column is a team or system. Numbered badges point to where time is lost today, and how the design saves it.

Scroll sideways to see the whole diagram →

Fit-gap before: every story checked by handGlobal backlogBAMarket teamBusiness owner200+ globalstoriesRead each storyagainst the rules1Confirm localpracticeLog gaps inspreadsheets2Agree KDDs3Signedoff
  1. 1Each story is checked by hand against tax, invoicing and legal rules for every market.
  2. 2Gaps, reasons and decisions sit in spreadsheets that drift out of date.
  3. 3Key Design Decisions are written from scratch for each gap.
Start Step Decision End Each column is one team or system. Arrows show hand-offs.

What changed, step by step

StepBeforeAfter
Checking storiesRead one by one against the rulesAssistant suggests fit or gap with the rule quoted
Recording gapsSpreadsheetsOne log with suggestion, decision and reason
KDDs and storiesWritten from scratchDrafted for the BA to edit
Next marketStart againReuse the rule library and past decisions

The approach

  1. 1
    Build a market rule libraryWrite each market's rules for tax, invoice and credit-note numbering and legal reporting as plain sentences.
  2. 2
    Compare story by storyThe assistant compares each global story with the rule library and suggests fit, partial fit or gap.
  3. 3
    Quote the reasonEvery suggestion quotes the rule behind it, so the BA can check it in seconds.
  4. 4
    Let the BA decideThe BA accepts, edits or rejects each suggestion. Nothing is final until the BA decides.
  5. 5
    Draft the paperworkFor each agreed gap, the assistant drafts a KDD and a localisation story with Gherkin acceptance criteria for the BA to finish.
  6. 6
    Reuse for the next marketThe rule library and past decisions carry over, so the next rollout starts ahead.

Sample work: sample fit-gap output

Global storyMarket ruleSuggestionBA decision
Invoices follow one global number sequenceInvoices must follow a locally approved number seriesGap: numbering formatAgreed: configure per market
A credit note can be raised without a referenceA credit note must reference the original invoiceGap: mandatory referenceAgreed: localisation story
Tax is shown as one total per invoiceTax must be shown on each linePartial fit: print layoutChanged: layout change only
Sales report by salesmanNo statutory requirementFitAgreed: no change

Illustrative rows written for this portfolio. They do not describe any real market's rules.

Expected outcomes

  • A faster first pass through large global backlogs.
  • Every fit and gap decision recorded with its reason.
  • KDDs and localisation stories start from a consistent draft.
  • The next market rollout starts from what was already decided.

Design principles

  • The assistant suggests; the BA decides.
  • Quote the rule, or the suggestion is useless.
  • Write the rules in plain sentences first. AI can only check what is written down.

Concept case study written during my 2026 sabbatical. It is not a deployed client solution. Examples are generic.