%201.svg){kind=small}
Latest posts
Download resources
Requirements management: definition & important aspects for buyers
.jpeg)
Requirements management in a nutshell:
Requirements management is the systematic process of recording, documenting and managing all technical, functional and qualitative requirements for products or services. This is essential for purchasing in order to create precise specifications for suppliers and ensure the exact fulfillment of customer requirements.
Example: In the procurement of a new production plant, 127 specific requirements were systematically recorded and prioritized in 5 categories (technology, safety, maintenance, integration, training), which enabled the tender to be sent to 3 qualified suppliers in a targeted manner and the comparability of the offers to be improved by 40%.
Contents
What is requirements management?
Requirements management refers to the systematic process of capturing, analysing, documenting and managing requirements within a project or organization. In the context of strategic purchasing, it involves the precise definition of what a company expects from products or services in order to manage procurement efficiently and achieve optimal results. Effective requirements management ensures that all parties involved have a common understanding of needs and objectives.
Core elements of requirements management
Importance in purchasing
Requirements management is essential in the procurement process to ensure that the products or services purchased meet the actual requirements. It improves communication between specialist departments and purchasing, minimizes misunderstandings and avoids costly procurement errors. Clear requirements allow suppliers to be selected specifically and contracts to be formulated precisely.
Requirements management: From traditional specification to agile requirements engineering
Building on the theoretical foundation of requirements management, practical implementation is becoming increasingly important in times of rapid market changes. In the past, rigid processes and extensive documentation dominated requirements elicitation, which often led to inefficiencies. Nowadays, companies are recognizing the need for a more flexible approach in order to meet increasing demands and secure competitive advantages. The transformation from a traditional to a modern approach enables more efficient and effective management of requirements.
Old: Traditional specification methods
Traditional approach: In traditional practice, requirements were recorded in detail in specifications and functional specifications. This process was linear and included detailed descriptions of all functionalities and features of a product or service. Tools such as Word documents and Excel spreadsheets were commonly used to document the information. The main characteristics were long development cycles, low flexibility and a high level of coordination between departments. Challenges arose in particular from change management, which led to delays and increased costs, as adjustments had to be laboriously updated in the existing documentation.
New: Agile requirements engineering
Agile requirements engineering: The modern approach relies on agile methods and principles to capture and manage requirements dynamically and iteratively. Requirements are maintained as user stories in backlogs and implemented in short sprints. Key innovations include the use of collaboration tools such as Jira or Confluence and close cooperation in interdisciplinary teams. This approach improves responsiveness to change, shortens time-to-market and increases product quality. Practical benefits include greater transparency in the course of the project, continuous feedback from stakeholders and the ability to flexibly adjust priorities.
Practical example: Implementation at XYZ AG
XYZ AG, a leading provider in the field of software development, transformed its requirements management to agile requirements engineering. As a result of the changeover, the project duration was reduced by 25%. Collaboration between development and specialist departments improved significantly, leading to a 40% reduction in development errors. In addition, end customer satisfaction increased by 15% as their feedback was continuously incorporated into product development. Overall, XYZ AG achieved an increase in productivity and a more efficient use of resources.
Conclusion on requirements management
Requirements management is an indispensable tool for a successful and efficient purchasing process. The systematic recording, analysis and documentation of requirements minimizes risks, optimizes costs and increases the quality of procurement. Through the integration of digital technologies and the consistent involvement of all stakeholders, requirements management is constantly evolving. Only those who know their requirements precisely and manage them professionally can achieve sustainable success in modern procurement.
