Specifications for software implementation

Table of contents

Overall, it is the most important document for the detailed work on the project - for you and for the provider. It contains precise descriptions of the tender, the order and information to clarify legal parameters.

As the person responsible for the CRM project (also known as the CRM manager), you are usually responsible for creating the catalog of requirements. The requirements specification for software should include the following content:

• a project description
• a description of the initial situation
• the objective
• expected interfaces and integrations withother software products
• responsibilities
• requirements
• a glossary if necessary

You will find out how to create the requirements specification in the following chapters. But first, let's take a look at the difference between the requirements specification and the mandatory specification in order to distinguish the two important documents from one another.

The function of a requirements specification

The requirements catalog combines several functions. As the main medium of communication in tenders, it serves as a guide for providers and you for the project processes from planning to implementation. In addition, this guideline determines the presentations (pitches) in the comparison of providers. For this reason, it usually contains a detailed list of requirements. Other important functions of a specification sheet are

1. Avoidance of misunderstandings
2. Securing the course of the project and the project ideas
3. Identification of weak points and open questions
4. Definition and clarification of objectives
5. Increasing efficiency and productivity
   
   
   

Who draws up the specifications? Example of CRM software implementation

If you want to introduce a product - such as CRM software-numerous departments and people are involved. In our experience, it is best to involve all stakeholders in the requirements analysis at an early stage. Possible groups involved in the introduction of CRM software include IT:

A kickoff workshop is a good way to collect the respective requirements and wishes with the stakeholders. A lively discussion is desired. The easiest and most efficient way is to use an example as a basis. Would you like to introduce a CRM system and write a specification sheet? Then you are welcome to use ourCRM requirements overview checklist!

Very specific: consider CRM trends in the specifications

Introducing CRM software is a project in which highly topical trends play a central role. The risks are obvious: outdated requirements can lead to you settling for software that does not cover all the technical possibilities that would be useful for your company. A requirement specification adjustment is therefore the best way to reliably find the right product. Here you will find the most important CRM trends and what they mean for your requirement specifications.

Personalization

Automation and AI

Mobile CRM for remote work

Data protection and compliance

Integration into your business applications

Create a specification sheet: Step by step to the goal

When drawing up a specification sheet, consider the level of detail required for each individual point. In general, decisions that are left to the discretion of the provider do not need to be included in the specifications. It is always advisable to base your decisionson the level of knowledge of the provider or the reading third party in order to go into the necessary level of detail. To help you, you can ask yourself the following questions about the respective points:

• Which points are essential?
• Which aspects are relevant but not absolutely necessary?
• How much freedom does the provider have? Which details are more restrictive?

In principle, some contents of the specifications are optional - such as possible product tests or milestones. Others, on the other hand, strongly influence the success of the project - they should not be missing.

Aspects that should definitely be clarified are

• Dates & locations
• Budget & payment terms
• Trial runs and test operations
• Delivery
• Contact for queries

Specification structure: What to include

The structure may differ from case to case, but DIN 69901 is a very good guide. The federal government's V-Modell XT for IT projects provides further guidance. According to this, it makes sense to choose the following structure for the requirements catalog:

1. introduction to the project:

Useful content includes a rough definition of objectives, a desired process and a schedule. If there are important deadlines or delivery and action locations, this should be particularly well marked and secured in the requirements specification. Details on the delivery date, handover process and those involved in acceptance should also be clearly defined so that the contractor can adhere to these points.

2. description of the initial situation:

This is where you describe the current state of the project and planning. It makes sense to partially familiarize potential suppliers with the project and describe the objectives and background. Anyone who reads the specifications will recognize which problems exist and which tasks need to be solved. We also recommend explaining the course of the project when you draw up the specifications. This allows you to schedule the next steps efficiently.

3. description of the target state

Draw as precise a picture as possible of the target state and formulate details of the project's objectives and desired results. The difference between the actual and target state then results in everything that is to be done and is explained to the provider in the next step.

4. definition of responsibilities

In this section, you define responsibilities.

5. description of services

Now it gets specific: you describe important points of the scope of services. Define all requirements clearly to prevent misunderstandings. If all points are precisely specified, there will certainly be fewer problems in the subsequent work process. If necessary, also definethe respective areas of responsibility. It is also important to specify the extent to which the product is to be tested or checked before acceptance (pilot operation) and which certifications are required for commissioning.

6. general conditions

Specific requirements regarding materials, resources, standards or risk management are set out in the framework conditions in the specifications. Here you also have the option of setting special conditions-also with regard to remuneration. As the cost estimate is part of the specifications and therefore also part of the contract, it must be clarified in advance what fixed or flexible budget is planned for the project. If there are conditions for payment, this should also be clearly formulated in the specifications, as the contract between the client and the contractor ultimately results from this.

7 Appendix

In the appendix of the specifications, there is space for explanations of terms or technical language as well as abbreviations used in the main section. In the simplest case, the possible scope of a requirement specification ranges from a list of prioritized requirements to precisely defined wishes over several pages.

Conclusion: The requirements specification as a guarantee for project success

Project managers want long-term success and high efficiency-that's no secret. In our experience, however, many underestimate the central role that the specifications play. By involving all stakeholders and recording the requirements in a structured manner, you lay the decisive foundation for the success of the project and an efficient comparison of providers. If you would like to introduce a CRM system, you are welcome to use our questionnaire as a requirements specification template.