User Stories vs Use Cases-Common Points and Variations

If you are a part of any project management, then you would have heard these words, user stories, and use cases. If you are finding these words for the first time, you may think both are the same. Both have some common points and variations, this read will help you understand them. In project management, both user stories and use cases are required to fulfill the requirements of projects.

I am sharing this because I can share my knowledge with you that I gained over the years as a project manager. After completing the PMP certification, and over the years of experience I have gained this knowledge. I am sure you will clear your doubts after reading this blog.

What are User Stories?

In any project, the requirements are noted from the user’s point of view. All the requirements are noted in short as a user communicates. Since the points are from the user's perspective, they are non-technical points. 

The importance of user stories is that they should be very crisp and shed light on the requirements in simple words. The simple and most appropriate method to note down the user stories is “As a …, I … so that …..”. This user stories template was coined by coach Rachel Davies at a UK company, Connextra, in the early 2000s. Until now, it serves the user stories conditions well.

In the above-stated template As a denotes the “Role”, I denotes the “Goal, and So that mentions the “Reason”. All user stories are noted and arranged according to the sprint required. 

What are use cases?

Use Cases, other requirements used in project management, introduced by Ivar Jacobson in the year 1987. In use cases, the documents are about all the possible ways that users interact with the system. The documents mention all the steps involved in interaction with the system and the outcome of the interactions. Usually the business analyst writes the use cases to note down all possible scenarios. 

The use cases consist of three important components, like system, person who interacts with the system, and goals. 

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User Stories vs Use Cases Their Key Differences

After knowing both, you could have understood some differences, don’t worry, here are detailed differences of them: 

1. Objectives

User story is to document the requirements of project from the user perspective. Various use cases describe the number of possible interactions of users with the system and the goals of interactions. 

2. Responsible persons for creations

To create the user story, people like product owner, product manager, or program manager are responsible. Business analysts are responsible for the use case documentation. 

3. Format of Documentations

The user stories are noted as a user perspective, so it is in an informal and non-technical style. The BA takes the use cases in formal way and it comes usually with multiple sections. 

4. Sequence of Usage

User stories comes first in project management. It is used to fix the boundaries for the goals of the project. The use cases are created after user stories and one user story can give multiple use cases in any project.

5. Correctability  

When a new user story needs to be added, it is simple to add them to the backlog and follow it in future iterations. Use cases are mentioned in the form of structured branches, so if any new case is needed to be added, it is a big process to change and reorder the structure. 

These are the main differences between User stories vs use cases. 

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User Stories vs Use Cases: Similarities

The first similarity between User Stories vs Use Cases begins at the purpose of use. Both documents are used to note the requirements and ensure the project meets the goal perfectly. 

User Stories vs Use Cases both are documented from the user perspective. User stories note the requirements of user, use cases note the every interaction of users with the system.

Both are used to develop the test cases for the project. By understanding the requirements and goals, the test boundaries are made.

In both cases, interviews with users are conducted to collect information regarding requirements and what use cases require. 

Both documents are created initially before starting the projects. Because both documents have the requirements, goals, workflow, and heps to frame the test conditions.  

Examples of User Story vs Use Case

User Story for the user to change the password.

The user wants to change the password to regain access to account.

Goal:

A password reset link is sent to the user's registered email.

The link expires after 30 minutes.

User Story of a user who wants to use an e-commerce site

The user wants to filter products by category to find products more easily.

Goal:

Categories view made available.

Products are uploaded according to the categories available.  

Use Case examples for the user to change the password.

Users: Registered User, Email System

Preconditions needed: The user is on the login page.

Main Flow:

When user clicks on Forgot Password option

The system will send a password reset link to the user's email.

The user must click on the link and be redirected to password reset page.

Then user can set a new password.

Postconditions: The user can log in with the new password.

Use Case examples of a user using an e-commerce site

Users: Customer, E-commerce Platform

Preconditions needed: Customer is on the product listing page.

Main Flow:

The user selects a category from the sidebar.

The system filters products based on the selected category.

The system displays the filtered products.

Postconditions: The customer views only the products in the selected category.

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What and When Should You Choose Between the Use Case and User Story?

If you want to choose strategically between User Story vs Use Case, follow these steps. Your project requirement and the complexity can help you in deciding between them. The needs of the stakeholders involved also help in deciding. 

When to Choose a User Story

User stories are preferred by agile development methods since they align with Agile principles.

If you need to give more importance to the user requirements and the user's perspective for the project, then use the user story.

If the scope will be updated in a time interval, the user story method will be flexible. Due to the discussion method and adaptability, the user study can be updated and used for future iterations. 

When to Choose a Use Case:

If the project requires complex interactions or scenarios, use cases provide a structured approach to document those interactions.

Use cases provide detailed and structured functional requirements, including preconditions and postconditions.

Use cases focus on output, which is how the system responds to user actions, making them ideal for projects.

Decide the position and requirements of your projects and choose wisely between user stories vs use cases

Conclusion

To wrap up, the user stories vs use cases are different and are used to note the requirements from the users in varied methods. Both can help well in the project management in any company. If you need to develop knowledge on project management, try to join in a PMP Course offered at Staragile. Learn all the process flow from the PMI certified trainers.  

When you know in detail about all processes in the project, it would be much easier to handle it effectively. User Stories vs Use Cases are different and performing some common and different methods to help project management. 

FAQ'S

1. Are use cases and user stories the same?

No, the use cases and user stories are different from each other. Both helps the project management with different purposes served.

2. How do User Stories and Use Cases differ in their format and structure?

The user stories is the documentation of requirements from the user perspective.

Use cases is the document that describes the number of ways the user interacts with the system and their goals. 

3. What is the primary purpose of User Stories?

The primary purpose of user stories is to note down the requirements of a project from the users perspective. It is written in the informal document and uses non-technical words. Helps to create the test boundaries for the project.

4. What is the primary purpose of Use Cases?

The primary purpose of use cases is to note down the possible ways in which the users interact with the system and the output required for them. It is noted in a well structured way to make the work flow achieved as per the requirements. The goals are used to build the test conditions for the project. 

5. How are User Stories and Use Cases used in Agile development?

In the agile development process, the user requirements are noted down and are used to generate the test conditions. 

Where they differ with certain conditions, like the user cases are non technical and informal. Mainly collects details of reason, goals, and users. Any changes can be updated to backlog and updated in future iterations. 

Use cases are formal and structured conditions of requirements. It mentions all possible ways of interacting with the systems and used in complex conditions.

6. Which one is more flexible: User Stories or Use Cases?

User stories are more flexible because if there are any changes or additions to requirements, it can be done easily. Since they are simple text and non-technical, it is easy to understand the processes. 

The use cases are structured form of requirements; the additions or adding new process have to change the entire structure, so it is not flexible as user stories.