What details go into a software project specification?

To ensure the success of a software project, we as IT partners need to understand exactly what you need. Often, customers themselves do not have a clear idea of what they want. The clearer your goals are defined, the better we can realise your wishes.

The key to success with customised software is clear objectives and a good specification. Precise details in the specifications are crucial to avoid misunderstandings and ensure successful project management. If you do not yet know exactly what you want, we will help you to formulate your goals and turn them into a solution that exactly meets your expectations – and perhaps even goes beyond them.

• Purpose and objectives: Define the purpose of the project and the specific goals to be achieved. This description gives the project team a clear direction.
• Functional requirements: Describe what you want the system to do. This includes all the functions and features that the end product must offer. Examples: User registration, data processing, report generation.
• Non-functional requirements: These refer to the features of the system such as performance, security and usability. Examples: Response time under 2 seconds, data security according to GDPR.
• System boundaries: Define what the system does and does not include. This helps to clearly define the scope of the project and avoid unnecessary extensions.
• Technical specifications: Document the technical details, such as platforms, programming languages and databases to be used.
• Acceptance criteria: Define how the requirements will be tested and verified to ensure they are met.
• Schedule and resources: Outline the time frame for the project and the resources required. This helps with planning and monitoring progress.

• Involve all stakeholders: Ensure that all relevant people are involved to ensure a comprehensive understanding of the requirements.
• Clear and precise wording: Avoid ambiguities and ambiguous terms. Use professional templates, such as those from soxes.
• Iterative revision: Consider the requirements specification as a living document that is regularly updated.
• Agile methods and functional specifications: A requirements specification can also be used in agile projects to ensure that all requirements and expectations are taken into account.

Common mistakes in the requirements specification

• Unclear requirements: If requirements are vaguely formulated, misunderstandings and rework can occur.
• Missing details: An incomplete specification can lead to delays and additional costs.
• Too much focus on technical aspects: In addition to technical details, business and user requirements should also be comprehensively covered.

The requirements specification and the functional specification are often confused, but fulfil different roles in the project. While the requirements specification describes the requirements from the client’s point of view, the functional specification defines how these requirements are to be technically implemented. The requirements specification defines the ‘what’, i.e. the customer’s wishes and objectives, while the functional specification defines the ‘how’, i.e. the specific technical implementation by the IT partner. Both documents are essential for a successful project, as they create a clear basis for collaboration and avoid misunderstandings.

Why a functional specification?

A functional specification is an important document in project management that describes the requirements and specifications for a project or service in detail. It serves as the basis for the realisation of the project and ensures that everyone involved has the same expectations and goals. The creation of a functional specification includes the collection of information about the project, the definition of requirements and specifications and the creation of a detailed plan for implementation.