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Organisation – Project – Requirements

Requirements Document

Version: 0.0Status: Blank

Approved By: [Sponsor]

Copyright © 2015 [Company]. All rights reserved. No part may be reproduced without the prior permission of the publisher.

Project – Status

Contents and Controls

Copyright © 2015 [Company] Ref: document.docx11-Mar-2015 Page A

Contents and Controls Project – Status

Contents List

Author comment.

If this document is distributed electronically, such as by email, when printed the page breaks may be different from those when this table of contents was generated. Therefore: (a) make sure the active printer is the one you intent to use; (b) click anywhere in the table of contents; (c) press function key F9; (d) accept the default Update Page Numbers Only. After you have printed the document, close it without saving.

Document Section...........................................................................................................Page Number

Contents and Controls........................................................................................................................AContents List................................................................................................................................................B

Document Control Sheet...............................................................................................................................E

History Of Reviewers and Revisions..........................................................................................................E

A. Nature, Significance and Role Of This Document And How To Use It.....................................1

What This Document Means.........................................................................................................................2

Reviewing The Requirements List..............................................................................................................2Format of The Requirements List................................................................................................................2Hint for Discussing the List with Others.....................................................................................................2

B. Major Functions Used To Group Requirements..........................................................................3

Role Of Major Functions...............................................................................................................................4

List Of Major Functions..............................................................................................................................4

C. Prime List: Requirements, Grouped By Function.......................................................................5

Introduction.....................................................................................................................................................6

Purpose Of Section......................................................................................................................................6Description Of Business.......................................................................................................I–01 6Other Introductory Aspects..................................................................................................I–02 6Current Software..................................................................................................................I–03 6Scope Of Project...................................................................................................................I–04 6Not Required (Outside Scope).............................................................................................I–05 6Objectives Of The New Solution.........................................................................................I–06 6Commitment To Off-The-Shelf Solution Not Bespoke.......................................................I–07 6

Critical Information and Volumes................................................................................................................7

Purpose Of Section......................................................................................................................................7Business Volumes – Current................................................................................................0001 7

Copyright © 2015 [Company] Ref: document.docx11-Mar-2015 Page B


Business Volumes – Expansion / Future..............................................................................0002 7Business Volumes – Retention Of Information...................................................................0003 8Critical Field Lengths and Formats......................................................................................0004 8

Project-Specific Category A...........................................................................................................................9

Project-Specific Business Requirement...............................................................................0005 9Project-Specific Business Requirement...............................................................................0006 9

Project-Specific Category B.........................................................................................................................10

Project-Specific Business Requirement...............................................................................0007 10Project-Specific Business Requirement...............................................................................0008 10

IT Technical..................................................................................................................................................11

Project-Specific Technical Requirement..............................................................................0009 11Project-Specific Technical Requirement..............................................................................0010 11

IT Supplier Considerations..........................................................................................................................12

Reference Sites.....................................................................................................................0011 12Project-Specific Requirement Of Supplier...........................................................................0012 12Indicative Costs....................................................................................................................0013 12

Appendix 1: Standard Considerations During The Evaluation....................................................13

Notes To Suppliers Receiving This Document...........................................................................................14

Confidentiality, Non-Disclosure and Contacts.....................................................................S–01 14Supplier Charges..................................................................................................................S–02 14Obligations To Purchase......................................................................................................S–03 14Significance To Contract......................................................................................................S–04 14Basis Of Prices.....................................................................................................................S–05 14Expiry Date Of Supplier Proposals......................................................................................S–06 14Discussion Of Present Version.............................................................................................S–07 15Discussion Of Future Releases.............................................................................................S–08 15

Appendix 2: Interview Programme..................................................................................................16

List Of Interviewees......................................................................................................................................17

Appendix 3: Current Technical/IT Environment...........................................................................18

Summary Of Main IT Solutions In Current [Company] Infrastructure................................................19

Appendix 4: Glossary Of Terms.......................................................................................................20

Glossary Of Selected Terms With Links To Reference Information.......................................................21

Appendix 5: Requirements Changed During Reviews...................................................................22

Copyright © 2015 [Company] Ref: document.docx11-Mar-2015 Page C


Changes For Versions ZZZ (Produced After Event ZZZ).......................................................................23

Requirements Added or Changed..............................................................................................................23

Deleted – Regarded As Unnecessary During Reviews Of Prior Versions...............................................24

Draft-Specific Removed Requirement.................................................................................99-9999 24

Appendix 6: Internal Project Notes Not Related To Software Capabilities.................................25

Project Notes and Internal Issues – Not Released To Candidate Suppliers............................................26

Project-Specific Project Note...............................................................................................P–01 26Project-Specific Project Note...............................................................................................P–02 26

Copyright © 2015 [Company] Ref: document.docx11-Mar-2015 Page D


Document Control Sheet

Document Control

Prepared by:

Project:

Title:

Document Reference: document.docx

Status:

Version:

Dated: 11 March, 2015

Approved by:

Expected Changes:

History Of Reviewers and Revisions

This document drew on:

requirements definition interviews and workshops (see Appendix 2 for list of interviewees);

research into best practise;

‘standard’ requirements for software selection.

The first version of this document (Version 1.0) was [ZZZ].

Copyright © 2015 [Company] Ref: document.docx11-Mar-2015 Page E

Project – Status

A. Nature, Significance and Role Of This DocumentAnd How To Use It

Copyright © 2015 [Company] Ref: document.docx11-Mar-2015 Page 1


What This Document Means

[Brief project summary]

This document has two major roles.

To state the requirements for the solution. These will allow evaluation and scoring of different solutions, and selection of the best fit. Requirements are shown in the ‘prime list’. An entry here means an ideal solution will have a facility to support this requirement.

To consult interested parties by offering a draft list of proposed requirements.

Reviewing The Requirements List

Problems and Requirements

These requirements reflect what [Company] currently do, what problems [Company] have managing information (including how to resolve them) and what they want to do in the foreseeable future.

A problem perceived now, should be tackled by the new solution. A requirement is more of the ‘vision of Utopia’. The spirit of recording problems is positive and forward-looking, not negative or critical. It is simply easier for people to describe what they want by saying what is wrong with the situation now.

Recording a requirement is not at this stage a promise that it will be met. We are recording a full list of everything – both the essential and the desirable. No solution will meet all requirements – but we will have a clear understanding of the degree of fit because we start with a full list.

Format of The Requirements List

The Requirements List is not grouped by individual or department. It is grouped into functional areas, such as ZZZ, to make it easier to see the whole view of the business needs. These functional areas are documented at Section B.

Hint for Discussing the List with Others

When noting a requirement and later discussing it, quote its page number and reference number. The reference numbers are unique – as indeed are the requirement names, but the names are longer. Mentioning the page number helps other people find entries.


Project – Status

B. Major Functions Used To Group Requirements



Role Of Major Functions

The major functional areas allow requirements that are alike to be ‘pulled together’.

List Of Major Functions

Introduction Introductory points that ‘set the scene’ for the IT selection project, the organisation or the current solutions. They are not scored during the detailed evaluation.

Critical Information and Volumes

This includes data content, capacities, volumes, formats and sizes. Suppliers should undertake to support current and projected volumes.

ZZZ Your project’s specific categories of requirements

IT Technical These are requirements relating to the construction or internal operation of the solution. The computer solutions support or development staff often state them.

IT Supplier Considerations

Issues regarding the solution supplier, rather than the capabilities of the solution itself. For instance the training available, implementation support and licensing arrangements.

Internal Project Notes

These do not relate to the new computer solution itself, but to the IT selection project. They include policy and strategy decisions needed. These are project decisions that must be made. They do not affect the specification of the solution itself, but shape the organisation within which the solution operates. These are included as ‘reminders’, forming a separate Appendix. They are not scored.


Project – Status

C. Prime List: Requirements, Grouped By Function


Appendix 1:Standard Considerations During The Evaluation Detailed requirements document format | Template

Introduction

Purpose Of Section

These introductory points ‘set the scene’ for the IT selection project, the organisation or the current IT estate. They are not scored during the detailed evaluation, so are not part of the basis of decision. However, they give the context and intended use.

Description Of Business I–01[Company] is ZZZ

Other Introductory Aspects I–02ZZZ

Current Software I–03The current main solution is ZZZ. See Appendix 3 for full list of incumbent solutions.

Scope Of Project I–04The project covers ZZZ. See Glossary entries at Appendix 4 for more background information on these.

Not Required (Outside Scope) I–05The following topics were discussed and rejected as unnecessary for the solution to support.

ZZZ.

Objectives Of The New Solution I–06The solution should deliver the following advantages and tackle the following issues:

ZZZ

ZZZ.

Commitment To Off-The-Shelf Solution Not Bespoke I–07Note the IT project has not made, and is not expected to make, a formal ‘make/buy’ decision on the software. It will be an off-the-shelf solution – [Company] will not go to tender for a bespoke solution.

However, [Company] may need integration work at the solution boundaries.




Purpose Of Section

To give sample sizing metrics, to safeguard against a solution that demonstrates well on small volumes, but becomes too slow to use when the database is filled with production volumes.

Business Volumes – Current 0001

Metrics On Business Size and Complexity – Now

Number of ZZZ 999

Current IT Solutions

Number of concurrent users on the network 999

Number of ZZZ

Business Volumes – Expansion / Future 0002The volumes will grow significantly. The solution should be able to accommodate the following expansion.

Indicators Of Annual Business Growth

Number of ZZZ per year

Size/Sophistication of New IT Solution(s) – After Installed 12-24 Months

Number of ZZZ [Draw on Sizing Spreadsheet – see Chapter 3.]

Metrics On Business Size and Complexity – In 5 Years

Number of ZZZ [Draw on Sizing Spreadsheet.]



Size/Sophistication of New IT Solution(s) – In 5 Years

Number of ZZZ [Draw on Sizing Spreadsheet.]

Business Volumes – Retention Of Information 0003The solution should be limited only by hardware when holding reference data such as ZZZ information indefinitely, and volatile data such as ZZZ for a variable period.

Normally, the solution should archive ZZZ data ZZZ months after ZZZ. However, the solution administrator should control the retention period in the main database.

Some areas may require transactional data to be held indefinitely.

It should be possible to ‘bring it back’ on request into the main solution, so normal analysis tools are available.

The solution should also have facilities for the safe disposal of data.

Critical Field Lengths and Formats 0004The following items are critical for accommodating current data:

ZZZ – minimum length of ZZZ;

more specific formats.



Project-Specific Category A

Project-Specific Business Requirement 0005The solution should ZZZ




Project-Specific Category B





IT Technical

Project-Specific Technical Requirement 0009The solution should ZZZ

Project-Specific Technical Requirement 0010The solution should ZZZ




Reference Sites 0011The solution should have at least ZZZ commercial customers in the UK and at least ZZZ worldwide.

The supplier should be able to give reference sites. These sites should include organisations:

in a business similar to [Company];

of a similar size to [Company];

using a similar combination of modules.

Project-Specific Requirement Of Supplier 0012The solution should ZZZ

Indicative Costs 0013Suppliers should quote details of standard list prices, price breaks and details of any discounts for special purchases.

In a modular product, these should include all modules necessary to meet the requirements list.

Pricing should cover the main solution and any supporting infrastructure, such as license costs for an application server and/or web server.

Cover maintenance costs for the main and supporting solutions.



Appendix 1:Standard Considerations During The Evaluation



Notes To Suppliers Receiving This Document

This document is supplied subject to the conditions listed below.

Confidentiality, Non-Disclosure and Contacts S–01Potential suppliers will be required to sign the [Company] confidentiality agreement.

This requirements document is confidential. Its circulation must be controlled within supplier organisations. Its contents must not be passed to anyone outside your organisation, or anyone within it not involved in responding to the requirements.

By extension, conversations and additional material supplied are also confidential.

Project contacts are limited to these people at [Company] – ZZZ.

Supplier Charges S–02This document will become part of an invitation to tender. Suppliers are not expected to charge for compiling their response.

Obligations To Purchase S–03Releasing this document to a supplier does not imply an obligation to buy from them.

Significance To Contract S–04The supplier response to this document will become part of the contract between buyer and seller. Specifically, attachments to contract will include:

(a) this requirements document;

(b) the scoring spreadsheet – showing the rating of the solution’s capability by the evaluation team;

(c) the ‘linking definitions’ between (a) and (b) above – showing the basis of allocating points for capability, and therefore the specification of capability needed to reach the score awarded at (b).

Basis Of Prices S–05When quoting costs, suppliers should assume fixed price contracts. State aspects where this is not possible, and indicate basis of charging – such as per copy, per person or per day. Exclude taxes.

Expiry Date Of Supplier Proposals S–06Suppliers should indicate how long prices and other details of their proposal are valid.



Discussion Of Present Version S–07The evaluation cannot recognise future versions or features. The capabilities of the current, commercially available (‘shipping’) version determines the score. This limit to the current version applies to the capabilities of the current program code. Where the use of the solution will be affected by user-defined set-up or tailoring features, say so.

Discussion Of Future Releases S–08Although they will not affect the scoring, descriptions of future extensions and plans are welcome.

When discussing futures, discriminate between a statement of intended direction and a product announcement. The latter should have an associated version number, price and a firm release date.


Detailed requirements document format | Template

Appendix 2:Interview Programme


Appendix 5:Requirements Changed During Reviews Detailed requirements document format | Template

List Of Interviewees

ZZZ



Appendix 3:Current Technical/IT Environment



Summary Of Main IT Solutions In Current [Company] Infrastructure

SOLUTION FUNCTION NOTES

Solution A Function performed



Appendix 4:Glossary Of Terms



Glossary Of Selected Terms With Links To Reference Information

Term A Or refer to separate organisational or project document.

*** Supplier copies deliberately end here – remainder of document of internal interest only ***



Appendix 5:Requirements Changed During Reviews



Changes For Versions ZZZ (Produced After Event ZZZ)

Requirements Added or Changed

If a number appears, the requirement was revised for one of these versions. By exception:

some are additionally marked as new;

some are the result of a split (if they were spun out from a larger, but pre-existing, requirement);

any requirement number marked merged was the ‘destination’ of a merge and absorbed another entry that previously stood alone.

Introduction ZZZ


ZZZ

IT Technical ZZZ


ZZZ

Internal Project Notes

None



Deleted – Regarded As Unnecessary During Reviews Of Prior Versions

The items below have been removed from the prime requirements list. The requirements numbers are ‘frozen’ at the value in the draft, and prefixed by the RD version they last appeared in. This section allows reviewers to lobby for reinstatement if they believe the requirement is legitimate.

[The reason for removal is shown in square brackets.]

Draft-Specific Removed Requirement 99-9999ZZZ Old requirement wording.

[ZZZ Reason for removal.]


Detailed requirements document format | Template

Appendix 6:Internal Project Notes Not Related To Software Capabilities


Appendix 6:Internal Project Notes Not Related To Software Capabilities Detailed requirements document format | Template

Project Notes and Internal Issues – Not Released To Candidate Suppliers

Project-Specific Project Note P–01ZZZ

Project-Specific Project Note P–02ZZZ

*** Document Ends ***


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