How to Ensure Your SRS Document Aligns with Stakeholder Expectations?

1. PRACTICAL LOGIX 155 N Lake Ave Pasadena CA 91101 | +1 626-217-2650 | info@practicallogix.com Practical Logix How to Ensure Your SRS Document Aligns with Stakeholder Expectations? Description The Indian software market is booming, thanks to the growing demand for artificial intelligence, cloud computing, and the restructuring of businesses in the global landscape. In fact, Statista predicts the Indian software market will reach US$10.66bn by 2025. This is exactly the time when discussions about an SRS document become more important than ever! Software refers to the entire set of instructions and programs that a developer creates using their programming skills, allowing users to interact with devices like computers or mobile phones. Page 1 https://www.practicallogix.com

2. PRACTICAL LOGIX 155 N Lake Ave Pasadena CA 91101 | +1 626-217-2650 | info@practicallogix.com Practical Logix However, it is of little use if the client or the external stakeholder does not specify its functionalities, features, and system requirements in detail. As a good practice, these details are written down in a comprehensive document called SRS (Software Requirements Specification). An SRS document describes the reason why the software was developed and how it will deliver its intended purpose. It also entails the list of functionalities used to meet the requirements of stakeholders. In this blog, we will describe how to meet the stakeholder expectations with a well- documented SRS! Ways To Ensure Your SRS Document Is As Per The Expectations of The Stakeholder Anyone and everyone interested in your software is a stakeholder. The stakeholders can be businesses or users who will end up using the software. The investors, development team, testing team, software regulatory bodies, and anyone who is supposed to test, validate, use, and interact with the software are also its stakeholders. These stakeholders can be further categorized into internal stakeholders, such as the development and testing teams, and external stakeholders, such as investors, regulatory bodies, and end users. So, aligning the SRS document with the expectations of its stakeholders is essential for any individual or team involved in the SDLC (Software Development Life Cycle). Here are some ways to fulfil the expectations of the stakeholders with detailed Software Requirements Specifications: 1. Understand Stakeholder Needs Thoroughly Page 2 https://www.practicallogix.com

3. PRACTICAL LOGIX 155 N Lake Ave Pasadena CA 91101 | +1 626-217-2650 | info@practicallogix.com Before understanding the stakeholder requirements, identify and categorize them into clear groups. The stakeholders for a software project can be organized into developers, business analysts, end- users, clients, project managers, QA (Quality Analysis) testers, and more! Each type of stakeholder may have different things to do with the software. For instance, a business that wants to develop leave management software for its employees is essentially the client who invests in your project. The end users will be the employees applying for leaves and managing their roaster with its help. The front-end and back-end programming languages to be used while building the software are very important to the developers, and the software testers will be interested in knowing which security protocols will be employed to make the application secure. Gathering the requirements from all the stakeholders is challenging, especially when the software caters to several stakeholder types at once. Conduct stakeholder interviews and use survey forms to gather clear stakeholder requirements. Once you gather all the requirements, categorize them as being functional, non-functional, and user-specific needs. Practical Logix 2. Prioritize Transparency in Communication Transparency is the foundation of alignment. The more open and consistent your communication, the better you will capture what stakeholders want. From the beginning, establish regular meetings, be it weekly check-ins, sprint reviews, or milestone discussions. Such meetings clarify misunderstandings, hone requirements, and address concerns before they snowball into bigger problems. Page 3 https://www.practicallogix.com

4. PRACTICAL LOGIX 155 N Lake Ave Pasadena CA 91101 | +1 626-217-2650 | info@practicallogix.com At times, words are not enough. Flowcharts, wireframes, and prototypes help provide a visual snapshot for stakeholders to better understand concepts. Additionally, you need visual aids for them to grasp the software’s flow, functionality, and user interface. Lastly, request feedback continuously. Foster an atmosphere that is open to feedback from stakeholders. Encourage them to express their views, even if they conflict with prevailing opinions. This will ensure that the document captures their vision and prevent costly alterations later. Workshops can also be scheduled with stakeholders to align on requirements and address questions, ensuring we are on the same page with the customer. 3. Use a Clear and Structured Format An SRS document is only as good as its readability. Clear/distinct language serves as a backbone for everybody involved. Clear language makes the SRS document easy for your stakeholders to understand, regardless of whether they are technical or non-technical. Standardize the SRS format and create a template for your SRS documents to be consistent throughout the project. This will help all stakeholders and team members learn the format more quickly. Practical Logix A strong SRS document typically comprises: Introduction: Purpose, scope, and context of the project. Functional Requirements: Detailed descriptions of the features and functionalities. Non-functional Requirements: Constraints like performance, security, and usability. Appendices: Supplementary information like glossary, references, or diagrams. Also, ensure to avoid technical jargon as your stakeholders probably won’t be familiar with any technical terms. Simplify the complex ideas and eliminate jargon so the document remains easy to understand so that each stakeholder can interact with the material, regardless of their technical knowledge. 4. Incorporate Validation and Review Processes A Software Requirements Specification document is not something you create at one time and then stick with. Continual validation and review are necessary to guarantee it meets the needs of stakeholders. Fixing requirements errors during the development phase costs up to 4-5 times more than fixing them during the design phase. So, you need to stay ahead of the loop with validation. Involve the stakeholders in the periodic review of the SRS document at different stages of its development. Such an iterative review process enables the stakeholders to give timely feedback and minimizes the chances of any mismatch. A Requirement Traceability Matrix (RMT) is a very effective SRS tool for monitoring requirements from concept to implementation. Mapping every requirement to precise project goals and deliverables will save you a lot of effort later on. Lastly, document changes systematically. Change is inevitable. When changes happen, keep a Page 4 https://www.practicallogix.com

5. PRACTICAL LOGIX 155 N Lake Ave Pasadena CA 91101 | +1 626-217-2650 | info@practicallogix.com recorded update and send the revised parts to the stakeholders. This will promote transparency and make sure everyone is on the same page. 5. Leverage Collaborative Tools and Frameworks Modern SRS tools and frameworks can simplify requirement gathering and teamwork, making the SRS drafting smoother and quicker. Use tools like JIRA, Confluence, or Trello. Such tools manage and track requirements and task assignments and keep a single document repository. It also enables stakeholders to watch progress as it happens. You can also incorporate Agile or iterative practices that emphasize frequent feedback cycles. These methodologies allow you to adapt to evolving requirements. 6. Test for Alignment and Feasibility Practical Logix An SRS document should mirror stakeholder expectations in writing and encapsulate the project’s goals and technical feasibility. Prototyping or simulation ensures that the requirements are tested against real-life scenarios. Such testing offers cross-validation regardless of whether the documented needs meet the stakeholders’ objectives. Come up with alternative & realistic approaches if the requirement is not feasible. Ensure each requirement is aligned with the strategic business goal of the project. This will make sure that the software being developed is valuable to the organization and meets the needs of its stakeholders accordingly. Page 5 https://www.practicallogix.com

6. PRACTICAL LOGIX 155 N Lake Ave Pasadena CA 91101 | +1 626-217-2650 | info@practicallogix.com 7. Best Practices for Long-Term Alignment Keep your Software Requirements Specification document relevant to the project lifecycle by adopting practices that ensure adaptability and long-term usability. Keep the Document Dynamic Keeping the SRS dynamic is important. Projects evolve because of changing market demands, new technologies, or shifts in business goals. An SRS document that does not change with time can quickly become irrelevant. Treating the SRS as a living document allows you to make updates and adjustments as needed without disrupting the project flow. Implement Version Control Version control is another critical practice for long-term alignment. It is easy to lose track of the current version as the SRS undergoes revisions. Version control tools ensure everyone, including developers, stakeholders, and project managers, works with the latest document. Stakeholders can use version control to know about the progress of the SRS documentation and overall understanding of the project. Version control also provides a history of changes, making tracking why and when updates were made easier. Practical Logix Train Stakeholders Training stakeholders can indeed make all the difference. Many stakeholders may lack knowledge about the structure of a Software Requirements Specification (SRS) document and the technical jargon used in it.Providing training or distributing simplified instructions can help stakeholders effectively use the document. Additionally, conducting workshops to present the developer team’s understanding of the requirements allows stakeholders to clarify doubts, provide input, and ensure alignment. An SRS, combined with well-structured workshops, enables stakeholders to deliver high-quality feedback that can improve your processes. Open and Honest Communication Fostering open communication throughout the project helps maintain alignment. Regularly updating stakeholders on progress and involving them in decision-making processes ensures the SRS reflects their expectations as the project advances. This ongoing collaboration builds trust and minimizes surprises later in the development cycle. Also, your company appears more credible to your stakeholders.By following these practices, you ensure that the SRS remains a reliable foundation for your project, even as circumstances change. The result is a smoother development process and a product that fully meets stakeholder needs. Conclusion It is not easy to draft an SRS document that matches what the stakeholders expect, but if you go about it the right way, it’s not impossible. The key is ensuring transparency, following a structured approach, using modern SRS tools, and validating requirements frequently. You can lay the foundation for a good software project if you keep the SRS document fluid and communicate openly. Page 6 https://www.practicallogix.com

7. PRACTICAL LOGIX 155 N Lake Ave Pasadena CA 91101 | +1 626-217-2650 | info@practicallogix.com Do you need professional help to write an SRS document to show exactly what your stakeholders want? We at Practical Logix specialize in creating tailored SRS documents that meet and exceed stakeholder expectations. Contact us to know how we can help you! Category 1. Project Management 2. Technology Tags 1. Modern Tech Date 2025/02/07 Date Created 2025/02/02 Author krutarth Practical Logix Page 7 https://www.practicallogix.com