Requirements List

At Projectman, we know that the most successful projects aren't those that do "everything," but those that deliver real value. This template serves as your primary filter. Use it to collect and manage requirements, changes, and bugs—whether you are in the high-pressure phase of project preparation or fine-tuning details during execution.

How to build a functional backlog from a pile of wishes?

The goal is not just to passively record everyone's wishes. The role of the Project Manager in this process is active:

  1. Identification: Gather inputs and requirements from all stakeholders.
  2. Review & Filter: Go through the list with your team and the sponsor. Every requirement must pass the test: "Does this truly contribute to the project goals?" If not, discard it without mercy.
  3. Prioritization: Rank requirements by weight and importance so you know what is most critical (the "burning issues").
  4. Estimation: Have the delivery team estimate the effort required. This allows you to make the final business decision on what will actually be implemented.

What’s in the template and why is it there?

1. IIdentification and Context. Beyond a clear description of "who, what, and why," we focus heavily on Acceptance Criteria. This is where we define exactly when a requirement will be considered fulfilled. A clear specification at the start saves hours of debate during the final handover.

2. Prioritization using the MoSCoW Method. We do not use vague terms like "urgent." The template works with a clear classification to ensure everyone understands what is truly critical:

  • Must have: The project cannot launch without this.
  • Should have: Important, but the project can survive a short-term delay of these items.
  • Nice to have: The "icing on the cake" that we will only implement if there is time and budget remaining.

3. The Delivery Perspective: Type and Effort. This section belongs to the people who will actually deliver the requirement. We distinguish between:

  • Change Request
  • Bug (To be fixed)
  • A query that can be resolved by a simple explanation of the procedure. The added effort (in hours or man-days) immediately shows you the real cost of every wish.

4. Workflow: Status Tracking. From a "New" requirement through "Analysis" and "Implementation" to "Ready for Testing." The template gives you an immediate overview of where the process is stuck. It also includes statuses like "Invalid" or "Duplicate," which help keep the list clean and organized.

5.Space for Dialogue (Comments & Notes). A project is about communication. Separate notes for the delivery team and the stakeholders allow for transparent documentation of a requirement's evolution and the reasons behind every decision.

Projectman’s Pro Tip from the Field

Don't be afraid to reject requirements. A good PM isn't someone who says "yes" to everything, but someone who protects the project's integrity and the team's energy from unnecessary clutter. This template will provide you with the necessary data and arguments to do just that.

Requirements List
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