Soft TaskDescribe the current process
Show how work begins, who handles it, what information moves and where it gets stuck. Include exceptions, approvals and reporting. A useful process map is often more valuable than a long list of screen ideas.
Separate the first release from the full ambition
Name the essential outcome and the capabilities that can follow later. The first release should work end to end for a defined group of users. Avoid making every request a launch requirement.
Map dependencies early
List existing ERP, CRM, finance, payment and identity systems. Confirm API availability, licences, vendor access and data ownership. An integration estimate depends on these details, not simply on the number of systems.
Make acceptance observable
Replace vague requirements such as “fast” or “easy” with scenarios the team can demonstrate and the business can approve. Include access controls, error handling, accessibility, migration checks and operational responsibilities where relevant.
Evaluate the whole operating cost
Discuss hosting, third-party subscriptions, support, security updates and future changes alongside development. Agree source-code and intellectual-property terms in the contract. Compare proposals against the same scope and assumptions.
Prepare for the conversation
- Named users and decision-makers
- A useful first-release outcome
- An integration and data inventory
- Acceptance scenarios
- Budget, timing and procurement constraints
This is a planning guide. The right requirements and delivery approach depend on your organisation and the agreed engagement.
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