How to use this template:

Steps
Step 1. Complete solution requirements.

Step 2. Complete integration requirements.

Optional: If you have one or more vendors.

Step 3. Share requirements with vendor(s).

Related Documents Reference

Test Case Template
Vendor Assessment Score Card
Initiation Plan

Stakeholders
Role
Subject Matter Expert
Steering Committee Member
End User
Downstream System Owner

Upstream System Owner

System Admin
Name
Joe Smith
Jill Adams
Description
This tab contains list of functional and non-functional requirements and their rel
priorites for the project. Other requirements (e.g. Reporting, Data Migration, Us
Experience, Compliance, etc.) contain suggested examples that can be reused a
updated or removed to reflect the solution needs.

Complete "Requirement Category", "Requirement Description" and "Priority". Us

"Source" to identify where the requirement came from (e.g. person(s), documen
which can be useful in discussions later. When requirements are in final state, n
the requirements in "Req #" (to avoid renumbering multiple times). Req# can b
in later discussions to quickly refer to a particular requirement.

Note: For a detailed description of each field, refer to the Field Reference Tab.

This tab contains interaction of system with other systems. Describes necessary
intetegrations, interfaces, data formats and frequency between various systems

Complete "System Name", "Integration Direction", "Information Description" an

"Frequency" columns.

It is recommended to share "Req #", "Requierment Category" and "Requiremen

Description" from the Business Requirements tab and "System Name", "Integrat
Direction", "Information Description" and "Frequency" from Integration Requirem

Please refer to Vendor Solution Scorecard Template in references (see below)

Definition of Role
Deep knowledge, insights, and expertise in the system.
Provides governance, oversight and ensure alignment with strategic direction
Interacts directly with the system
Consumes outputs, data or results from the system (e.g. Accounts Payable pays invoices originated fr
procurement system)
Provides master data / resources to the system (e.g. Student Information System provides key studen
required for system to operate)
Configurations, Maintainence and Support of the sytem
Role
Subject Matter Expert - Undergraduate Groups
Subject Matter Expert & Steering Committee Member - Finance and Treasury
Req # Requirement Category
Compliance & Regulatory

Housing Renewal Process

2

Awards & Payment Process

3

…
…
…
Reporting, Dashboards and Analytics
Reporting, Dashboards and Analytics

Reporting, Dashboards and Analytics

Reporting, Dashboards and Analytics

Reporting, Dashboards and Analytics

Reporting, Dashboards and Analytics

Reporting, Dashboards and Analytics

Reporting, Dashboards and Analytics

Data Migration

Data Migration

Data Migration
Data Migration

Data Migration

Data Migration
Standards and Compliance

Standards and Compliance

Standards and Compliance

Standards and Compliance

Standards and Compliance

Standards and Compliance

Standards and Compliance

User Experience

User Experience

User Experience

User Experience

User Experience

User Experience
Non functional requirements
Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Non functional requirements

Other Technical Requirements

Other Technical Requirements

Other Technical Requirements

Other Technical Requirements
Requirement Description
Example 1: System function + (Optional) Benefit: The student
homepage should feature links to tax withholding information. This will
ensure easy access to essential information for student applicants and
reduce inquiries from students.

Example 2: Role function + (Optional) Benefit: Students should have

quick access to tax withholding information on the 'student homepage' .
This will facilitate easy access to essential information and minimize
the need for assistance.

System should have ability to upload family documents such as marriage

certificate, proof of domestic partnership, birth certificate, copy of income
tax return (for dependents), etc; and to be able to update/upload new
information annually
System could have capability to display remaining balance information on
the payment page. This will ensure that account is not overdrafted after
payment.

System should offer a set of Pre-configured reports for specific user roles
The system must allow users to create and customize reports based on
specific criteria and filters to meet diverse informational needs.
The system must support scheduling and automated distribution of reports
at predefined intervals to designated recipients.

The system must provide functionality for exporting report data in various
formats such as CSV, PDF, and Excel for external analysis and archiving.

The system must ensure that reports display real-time data, reflecting the
most current information available at the time of report generation.
The system must include tools for visualizing data through charts, graphs,
and other graphical elements to enhance data interpretation and
presentation.
The system must offer data aggregation and drill-down functionalities,
allowing users to summarize data at higher levels and explore detailed data
at granular levels as needed.
(Add, update or delete Reporting, Dashboards and Analytics requirements
as needed)
Implemennter should confirm that an incremental or phased approach is
feasible, allowing validation checks to be performed on smaller datasets.
Implementer should define a clear procedure for rolling back the data
migration in case unexpected errors or issues arise during the migration
process.
All data transferred from source to target system must be accurate,
complete and consistent.
Implementer must provide a comprehensive document detailing the
migration process, including data volumes, issues encountered, resolutions,
and stakeholder approvals.
Implementer must document detailed mappings of data fields and
transformations between source and target systems, ensuring clarity, and
stakeholder validation.
(Add, update or delete Data Migration requirements as needed)
Ensure that the system complies with latest Web Content Accessibility
Guidelines (WCAG) , providing equal access to all users, including those
with disabilities, by meeting the necessary accessibility requirements for
web content, user interfaces, and functionality.
Health-related Data (HIPAA): System should protect and manage all health-
related data in compliance with HIPAA regulations to ensure privacy and
security of patient information.
Payment Data Security Standard (PCI DSS): System should implement and
maintain security measures to protect payment card data in compliance
with PCI DSS standards.
Protection and Privacy of Student's Educational Record (FERPA): System
should safeguard the privacy and integrity of student educational records in
accordance with FERPA regulations.
Web Application Security (OWASP): System should follow OWASP guidelines
to secure web applications against common vulnerabilities and threats.

Protection of Data (SOC 2): System should implement and maintain controls
to protect data and ensure compliance with SOC 2 standards for security,
availability, processing integrity, confidentiality, and privacy.
(Add, update or delete standards and compliance requirements as needed)

System should have clear navigation elements which are logically

organized and intuitive, enabling users to find and access information with
minimal effort
System should feature a responsive design that adjusts content and layout
appropriately for various browser types, mobile devices and tablets
System should ensure that all user interface elements including colors,
fonts, and layout, are consistent across different pages and components of
the system
System should provide clear, context sentitive help and support information
that is easily accessible and relevant to user's current task
System should clearly indivate required fields with visual cues and perform
real-time validation to ensure that all necessary information is accurately
provided before the form submission
(Add, update or delete User Experience requirements as needed)
System should ensure that services can be restored within the defined
Recovery Time Objective (RTO) of X hours after a disruption, minimizing
the impact on business operations and maintaining continuity.
System should implement data backup and replication strategies to meet
the Recovery Point Objective (RPO) of Y minutes or Y hours, ensuring
minimal data loss in the event of a system failure.
System should maintain optimal performance levels, including handling
peak usage times without degradation, ensuring quick response times, and
meeting predefined performance benchmarks under various load
conditions.
System should be designed to support a X% increase in user load and data
volume over the next Y months, allowing for seamless scaling of resources
to accommodate growing demands.
System should include robust archiving capabilities that allow for the
automated deletion of data older than X years, ensuring compliance with
data retention policies and optimizing storage management.
System should implement comprehensive security measures, including
data encryption at rest and in transit, to protect sensitive information from
unauthorized access and breaches.
System should guarantee high availability, operating on a 10x5 schedule,
with zero downtime during critical periods such as registration, ensuring
continuous access for users.
System should support interoperability by enabling data exchange using
standard protocols such as RESTAPIs, facilitating seamless integration
with other systems and applications.
System should allow for regular maintenance and patching within
predefined windows, ensuring timely updates and minimal disruption to
users.
System should provide a robust support structure, ensuring quick response
times to critical and high priority issues, and timely deployment of bug
fixes to maintain system stability and reliability.
System should define acceptable downtime windows, such as weekends
from 18:00 to 20:00, to perform necessary maintenance and updates
with minimal impact on users.
System should maintain high performance standards, ensuring quick
response times and efficient processing under various load conditions,
including peak usage periods. The system must meet predefined
performance benchmarks, such as X seconds to provide a seamless user
experience and support business operations effectively
(Add, update or delete non functional requirements as needed)
System should support Central Authentication Service (CAS) authentication
to ensure secure, single sign-on access, integrating seamlessly with
existing authentication infrastructure.
System should generate and maintain comprehensive audit logs that
capture detailed records of user activities, access attempts, and system
changes, ensuring accountability and aiding in security audits and
compliance.
System should provide thorough technical documentation and training
materials to facilitate user understanding and effective utilization of system
features, including step-by-step guides, FAQs, and troubleshooting
resources.
(Add, update or delete other technical requirements as needed)
Priority Source
Must have Joe Smith

Should have Previous requirement document

Nice to have Susan Zalsky, Liz Mosby

Comments Current Solution Fit (Optional)
Fully met

Documents are currently managed via Not met

emails

Not essential for function of the Partially met

system. Overdraft accounts is rare
occurrence.
System Name Integration Direction

Campus Solutions Inbound to current system

Peoplesoft Financials Outbound from current system

Human Resource System Bi-Directional

Information Description Frequency

Student information (e.g. Name, PUID, Major, etc.) Once a day

Payment to student account Every 30 minutes

Employee information and attendance data flow from Every month

Human Resource System to the payroll system for
payroll processing, while payroll data (salary,
deductions) flow back from the payroll system to Human
Resource System for record-keeping and reporting.
Comments Integration Type /
Format (Optional)

csv file

Additional data (Project ID, Student PUID) from xml file

current system should be sent to Financials for
refence and troubleshooting
May require additional communication and API call
tranining of end users
Priority Current Functional Owner
(Optional) Solution Fit (Optional)
(Optional)
Must have Fully met Joe Smith

Must have Partially met Li Chen

Should have Not met Haley Dutta

Technical Owner Processes
(Optional) Impacted
(Optional)
John Doe Core data used in all
processes
Margot Beasley Award and Payments
Process

Dotty Mainty
Field Name Tab
Req# Solution Requirements

Requirement Category Solution Requirements

Requirement Description Solution Requirements

Priority Solution Requirements

Source Solution Requirements

Comments Solution Requirements

Current Solution Fit (Optional) Solution Requirements

System Name Integration Requirements

Integration Direction Integration Requirements

Information description Integration Requirements

Frequency Integration Requirements
Comments Integration Requirements

Integration Type / Format (Optional) Integration Requirements

Importance (Optional) Integration Requirements

Current System Fit (Optional) Integration Requirements

Functional Owner (Optional) Integration Requirements

Technical Owner (Optional) Integration Requirements

Processes Impacted (Optional) Integration Requirements

Definition
Reference number of the requirement

Used to classify business requirements into distinct groups, ensuring that all critical aspects
of a project are covered.

A detailed explanation of the specific need or feature required.

Level of Importance assigned to each requirement

Original source of the requirement

Additional notes or observations behind the requirements

Evaluation of how well the existing solution satisfies the requirement

Name of the system involved in the integration with current solution

Direction of flow of data between system

Brief summary of data being exchanged

How often the data integration occurs
Additional notes or observations related to the integration.

The method and format used for the data integration.

The significance of the integration to the overall project or system.

Evaluation of how well the existing solution satisfies the requirement

Individual(s) who owns the data being exchanged between system to support business
process supported by the system
Individual(s) responsible for the technical implementation, maintenance, and support of the
data exchange mechanisms between systems
Processes supported by the data integration
Usage
Provide a sequential number for the requirement so that they can be referenced easily.

Recommedation: Populate this after requirements have been finalized to avoid

renumbering multiple times.

Categories typically include functional process, non-functional, technical, regulatory,

reporting, etc. requirements. This classification makes it easier to organize, prioritize, and
validate requirements throughout the project lifecycle.

Clearly describe what is needed, by whom, and why it is important.

Must Have:
These are critical, non-negotiable requirements essential for the project's success, without
which the project would fail or be incomplete.

Should Have:
These are important requirements that should be included if possible, causing
inconvenience if absent but still allowing project success with workarounds.

Could Have:
These are desirable, lower-priority requirements that can be included if time and resources
permit, without significantly impacting the project's functionality or success if omitted.

Identify where the requirement came from, such as a specific stakeholder, previous
requirement document, regulatory standard, etc.
Provide any relevant information or context that might help in understanding or
implementing the requirement
Fully met: The current solution completely fulfills the requirement.
Partially met: The current solution meets the requirement to some extent but has gaps.
Not met: The current solution does not fulfill the requirement at all.
Provide official name of the system
Specify whether the data is incoming, outgoing or bidirectional in reference to the current
system
Describe type, purpose, and nature of data being exchanged between systems
State the interval of data transfer such as real-time, hourly, daily, etc.
Provide any relevant information or context that might help in understanding or managing
the integration.
Specify whether it is a file transfer, API, Database connection etc., and the data format
(e.g., CSV, XML).
Must Have:
These are critical, non-negotiable requirements essential for the project's success, without
which the project would fail or be incomplete.

Should Have:
These are important requirements that should be included if possible, causing
inconvenience if absent but still allowing project success with workarounds.

Could Have:
These are desirable, lower-priority requirements that can be included if time and resources
permit, without significantly impacting the project's functionality or success if omitted.

Fully met: The current solution completely fulfills the requirement.

Partially met: The current solution meets the requirement to some extent but has gaps.
Not met: The current solution does not fulfill the requirement at all.
Name & Role of the functional owner

Name & Role of the technical owner

Provide name of the business process