Requirements & Specifications
Overview
Requirements documentation bridges the gap between product strategy and engineering execution. Good requirements clearly communicate what to build and why, while leaving how to the engineering team.
Types of Requirements Documents
Product Requirements Document (PRD)
A comprehensive document describing a feature, product, or initiative.
Best for: Major features, new products, complex initiatives
Key Sections:
- Overview and context
- Problem statement
- Goals and success metrics
- User stories or use cases
- Functional requirements
- Non-functional requirements
- Design considerations
- Out of scope
- Open questions
- Timeline and milestones
See: PRD Template
User Stories
Short, simple descriptions of features from the user’s perspective.
Format:
As a [user type], I want to [action] so that [benefit/goal].
Examples:
As a nonprofit fundraiser, I want to filter audiences by giving history so that I can target donors likely to give again.
As an agency account manager, I want to download audience lists in CSV format so that I can import them into my client’s CRM.
Components:
- Title: Brief descriptive name
- Story: The as/want/so that statement
- Acceptance Criteria: Conditions that must be true for the story to be complete
- Context: Background information and constraints
See: User Story Template
Acceptance Criteria
Specific, testable conditions that define when a user story is complete.
Good Acceptance Criteria Are:
- Specific: Clear and unambiguous
- Testable: Can be verified as pass/fail
- Outcome-focused: Describe results, not implementation
- Independent: Don’t assume other stories
Format Options:
Scenario-based (Given/When/Then):
Given I am logged in as an agency user
When I select an audience and click "Download"
Then a CSV file downloads containing all audience records with columns: Name, Address, City, State, Zip, Score
Checklist format:
- [ ] Download button appears for all audience types
- [ ] CSV includes all required columns
- [ ] File name includes audience name and date
- [ ] Download completes within 30 seconds for audiences up to 100K records
- [ ] Error message displays if download fails
Epic
A large body of work that can be broken down into multiple user stories.
Format:
Enable [user type] to [achieve goal] through [capability area].
Example:
Enable nonprofit fundraisers to discover high-potential donors through predictive audience modeling.
Epic Components:
- Summary and goals
- User persona
- Success metrics
- Child stories
- Dependencies
- Timeline
Writing Effective Requirements
The INVEST Criteria (for User Stories)
| Letter | Meaning | Description |
|---|---|---|
| I | Independent | Can be developed separately from other stories |
| N | Negotiable | Details can be discussed and refined |
| V | Valuable | Delivers value to user or business |
| E | Estimable | Team can estimate the effort |
| S | Small | Can be completed in one sprint |
| T | Testable | Clear criteria for done |
Levels of Detail
Requirements should be detailed enough to:
- Enable accurate estimation
- Prevent major misunderstandings
- Allow testing and verification
But not so detailed that they:
- Constrain engineering creativity
- Become outdated quickly
- Take longer to write than build
Rule of thumb: If the team is asking clarifying questions, add more detail. If they’re implementing exactly what’s written without thinking, you may be over-specifying.
Common Pitfalls
| Pitfall | Problem | Better Approach |
|---|---|---|
| Solution masquerading as problem | “We need a dropdown” | “Users need to select from options” |
| Vague acceptance criteria | “Should be fast” | “Response time < 2 seconds” |
| Missing edge cases | Happy path only | Include error states, empty states |
| No success metrics | Can’t measure value | Define measurable outcomes |
| Too much detail | Over-constrains solution | Focus on what, not how |
Functional vs Non-Functional Requirements
Functional Requirements
What the system should do.
Examples:
- User can filter audiences by date range
- System sends email notification when export completes
- API returns audience count before download
Non-Functional Requirements (NFRs)
How the system should perform.
Categories:
| Category | Examples |
|---|---|
| Performance | Response time < 500ms, handle 1000 concurrent users |
| Scalability | Support 10x data growth over 3 years |
| Reliability | 99.9% uptime, graceful degradation |
| Security | Data encryption, access controls, audit logging |
| Usability | Accessible (WCAG 2.1), mobile-responsive |
| Compatibility | Browser support, API versioning |
| Compliance | GDPR, CCPA, SOC 2 requirements |
Path2Response NFRs to Consider:
- Data freshness (within X hours)
- Match rate accuracy
- Privacy compliance
- Integration compatibility
- Processing throughput
Requirements at Different Scales
For Small Features (1-2 Sprints)
- User story with acceptance criteria
- Verbal discussion with team
- Minimal documentation
For Medium Features (1-2 Months)
- Brief PRD (1-2 pages)
- Multiple user stories
- Design mockups
- Technical review
For Large Initiatives (Quarter+)
- Full PRD
- Epic with many stories
- Architecture review
- Cross-team coordination
- Phased rollout plan
The Requirements Process
1. Draft
PM writes initial requirements based on discovery.
2. Review with Engineering
- Validate technical feasibility
- Identify dependencies
- Surface concerns and questions
- Rough effort estimation
3. Review with Design
- UX feasibility
- Design patterns
- User flow considerations
4. Refine
Incorporate feedback, add detail, resolve questions.
5. Approve
Stakeholder sign-off on scope and priorities.
6. Groom
Break into sprint-sized stories, refine acceptance criteria.
7. Iterate
Continue refining as work progresses and questions arise.
Path2Response Requirements Context
Jira Structure
- PROD Project: Product requirements and stories
- PATH Project: Engineering implementation tickets
- Epics: Link related stories together
- Custom Fields: Acceptance Criteria, Test Plan
Story Format Standards
Based on existing P2R practices:
Description Structure:
**Persona Statement**
As a [user type], I need to [action] so that [benefit].
**Current Context / Situation**
[What exists today and why it's a problem]
**Desired Situation / Behavior**
[What should happen after this story is complete]
Custom Fields:
- Acceptance Criteria: Checklist of testable conditions
- Test Plan: Steps to verify the story works
Grooming Scores
P2R uses grooming scores to measure ticket quality:
- Acceptance criteria completeness
- Test plan presence
- Context clarity
- Technical readiness