How do you model and communicate system requirements?

1 Identify the stakeholders

The first step is to identify who are the stakeholders of the system, and what are their roles, interests, and expectations. Stakeholders can be internal or external, and they can have different levels of influence, involvement, and knowledge. You need to understand their perspectives, needs, and preferences, and involve them in the requirements elicitation and validation process. You can use techniques such as interviews, surveys, workshops, observations, and document analysis to gather information from the stakeholders.

2 Define the scope and boundaries

The next step is to define the scope and boundaries of the system, and what are the assumptions, dependencies, and risks that affect it. The scope defines what is included and excluded in the system, and what are the main features and functions that it should provide. The boundaries define the interfaces and interactions of the system with other systems, components, and users. You need to establish the scope and boundaries clearly and unambiguously, and document them in a scope statement or a context diagram.

3 Specify the requirements

The third step is to specify the requirements in a clear, concise, consistent, and testable way. The requirements can be classified into functional and non-functional requirements. Functional requirements describe what the system should do, and how it should behave under different scenarios and conditions. Non-functional requirements describe how well the system should perform, and what are the quality attributes and standards that it should meet. You need to use appropriate techniques and formats to specify the requirements, such as use cases, user stories, scenarios, diagrams, tables, or natural language.

4 Model the requirements

The fourth step is to model the requirements using graphical or textual representations that illustrate the structure, behavior, and interactions of the system. Modeling the requirements can help you to analyze, verify, and validate them, and to identify any gaps, inconsistencies, or conflicts. You can use different types of models depending on the level of detail and abstraction that you need, such as data models, process models, state models, or object models. You need to use standard notation and conventions to model the requirements, such as UML, BPMN, or ERD.

5 Communicate the requirements

The fifth step is to communicate the requirements to the stakeholders, developers, testers, and other parties involved in the system development and delivery. Communicating the requirements can help you to ensure that they are understood, agreed upon, and aligned with the expectations and objectives of the project. You can use different methods and tools to communicate the requirements, such as documents, presentations, prototypes, or reviews. You need to use clear and precise language, avoid jargon and ambiguity, and solicit feedback and confirmation from the recipients.

6 Manage the requirements

The final step is to manage the requirements throughout the system development life cycle, and to handle any changes, issues, or conflicts that may arise. Managing the requirements can help you to ensure that they are traceable, consistent, and up-to-date, and that they reflect the current needs and priorities of the stakeholders. You can use different techniques and tools to manage the requirements, such as requirements traceability matrix, version control, change control, or issue tracking. You need to follow a defined process, assign roles and responsibilities, and document and communicate any changes or decisions.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?