Project Management

way to be sure we’ve identified the best solution is to be sure we
fully understand and articulate the need. This is the function of
the Project Requirements Document.

Preparing the Project Requirements Document

Once you’ve identified the true need, you need to expand upon
it and fully quantify it. You should capture your elaboration of
the true need in one of the most basic project management
documents—the requirements document(or client requirements
document). The length of the requirements document can vary
from one to several pages.
The following items
should be included in a
comprehensive require-
ments document.

• Description of the
  problem or opportu-
  nity. This is ordinarily a narrative that describes in several
  sentences the problem to be solved, the deficiency that’s
  been discovered, or the opportunity that could be exploit-
  ed. It might also describe howthe need was discovered.


• Impact or effects of the problem.This is a brief descrip-
  tion of the types of difficulties encountered because of the
  problem or because the opportunity has not been
  addressed.


• Identification of who or what is affected by the problem.
  This may be stated in terms of individuals, departments,
  or organizations.


• Impact of ignoring the problem or opportunity.This is a
  statement that is intended to describe what will happen if
  the need is not addressed, which is also known as inac-
  tion risk.


• Desired outcome.This is a description of what we would
  like the world to look like if the project is successful. It’s
  ordinarily stated in terms of objectives, critical success
  factors, and, in some cases, deliverables.

Defining Your Project 55

Requirements

Document Etiquette

A properly written

Requirements Document should never

offer a solution; it should only describe

a need. (Refer back to Figure 4-1.)

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