What it is: Define Requirements

Description
Defining requirements specifies the capabilities, features or attributes of the project’s deliverables.  Stakeholder needs, wants and wishes are analyzed to derive the requirements.  Requirements are prioritized to determine which requirements will be included and excluded from the project.

Rationale/Purpose
Defining requirements specifies the capabilities, features or attributes of the project’s deliverables.  Stakeholder needs, wants and wishes are analyzed to derive the requirements.  Requirements are prioritized to determine which requirements will be included and excluded from the project.

• Establish consensus and common ground among project stakeholders and participants
• Form the basis for project deliverables
• Ensure the customer receives a product or service with the functionality requested
• Define stakeholder expectations as specific results
• Set the stage for effective project planning

Who is involved
Project Manager
Project Sponsor
Project Stakeholders
Project Customer

Result
This information is included in a separate section of your project charter often referred to as:

• Functional Requirements

 

How to: Define Requirements

Involve key stakeholders
Because requirements build consensus, it is important to involve all key stakeholders and participants in the requirements process. This process includes identification, review and approval of the requirements by all parties.

Recommended actions and strategies
The table below provides the key strategies for defining requirements. 

	What to do	How to do it
1	Review project business needs	Refer back to the Scope statement of the project to get a better understanding of the business needs.
2	Gather the requirements from the customer/stakeholder	Consider techniques such as facilitated requirements workshops. Focus on customer needs rather than solutions. Focus on product benefits (necessary requirements) rather than features. Identify the capabilities, features or attributes of the deliverable. Also can include quality and operational requirements.
3	Evaluate the requirements	Make sure the requirements are necessary, attainable, unambiguous, complete, consistent and concise.
4	Prioritize the requirements	Identify those needed to meet real customer needs. Some classifications include: need, want, dream or must have, desired, and like.
5	Align requirements with project scope	Identify which requirements are included and are not included in the project scope.
6	Examine assumptions	Identify and document any assumptions upon which the requirements are based.
7	Hold reviews of requirements with key stakeholders	Reviews validate and verify the requirements resulting in more accurate requirements specification and higher customer satisfaction.

 

Templates/Examples: Define Requirements

Introduction
The table below provides several tools and templates you can use to help define requirements for your project.

Template	Example
Requirements	Requirements