Requirements Gathering SOP¶

Sub-procedure of vendor-selection-sop.md

Overview¶

Procedure for systematically gathering, documenting, and prioritizing technology requirements from stakeholders to establish clear evaluation criteria for vendor selection processes.

Scope¶

Parent SOP: Vendor Selection Pillar: Plan (Strategic Advisory) Service Area: Vendor Selection

Prerequisites¶

Parent SOP requirements met (budget, timeline, decision authority)
Project sponsor identified and engaged
Key stakeholders identified across business and IT
Business case or pain points documented
Current solution documented (if replacing existing system)

Procedure¶

Step 1: Stakeholder Identification¶

Map all stakeholders by role and influence
Identify decision-makers vs. influencers vs. end users
Determine stakeholder availability for interviews/workshops
Understand each stakeholder's priorities and concerns
Document communication preferences and constraints

Step 2: Current State Documentation¶

Document existing solution (if applicable)
Identify current pain points and limitations
Map existing integrations and dependencies
Understand current workflows and processes
Document what works well (to preserve)

Step 3: Business Requirements Gathering¶

Conduct stakeholder interviews (individual or group)
Document business objectives and success criteria
Capture process requirements and workflows
Identify reporting and analytics needs
Document compliance and regulatory requirements

Step 4: Technical Requirements Gathering¶

Interview IT stakeholders on technical constraints
Document integration requirements (systems, data, APIs)
Identify security and access control requirements
Capture performance and scalability needs
Document infrastructure and deployment preferences

Step 5: User Requirements Gathering¶

Conduct end-user interviews or focus groups
Document usability and experience requirements
Capture training and adoption considerations
Identify accessibility requirements
Document mobile and remote access needs

Step 6: Requirements Documentation¶

Compile all requirements into structured document
Categorize as functional, technical, or operational
Document source and rationale for each requirement
Identify dependencies between requirements
Flag conflicting requirements for resolution

Step 7: Requirements Prioritization¶

Facilitate prioritization workshop with stakeholders
Apply MoSCoW method (Must, Should, Could, Won't)
Weight requirements for evaluation scoring
Validate priorities with decision-makers
Document prioritization rationale

Step 8: Requirements Validation¶

Review compiled requirements with stakeholders
Confirm completeness and accuracy
Resolve any conflicts or ambiguities
Obtain sign-off from key stakeholders
Finalize requirements for RFP development

Deliverables¶

Deliverable	Format	Owner
Stakeholder Map	Document/Diagram	Lead Consultant
Requirements Document	Document (10-20 pages)	Lead Consultant
Requirements Matrix	Spreadsheet	Analyst
Prioritization Summary	Document	Lead Consultant
Current State Documentation	Document	Analyst
Sign-Off Record	Document	Lead Consultant

Quality Gates¶

All key stakeholder groups represented
Requirements traceable to business objectives
Technical and security requirements included
Priorities validated with decision-makers
Conflicts identified and resolved
Requirements clear and unambiguous
Stakeholder sign-off obtained

Last Updated: February 2026 Parent SOP: vendor-selection-sop.md