A list of screens does not fully describe a software project. Permissions and approval rules can change the scope considerably. Use examples from daily work to explain what the system needs to do.
Describe the start and finish of each workflow
When a quotation request arrives, who records it, who sets the price and what is sent to the customer? Should an accepted quotation become a project or order? Write the steps in sequence.
Define roles and access
Consider viewing, adding, editing and exporting rights separately. Financial figures, customer data and user management may require different permissions.
Prioritise the first release
Start with the process that consumes the most time. Keep later ideas in a separate list so budget and delivery discussions remain practical.
Data and connections
- Where is existing data stored?
- Which records need to be transferred?
- Is API access available and does it carry a fee?
- How should incomplete records be handled?
- Which reports need exporting?
Agree the deliverables
Include source code, usage rights, installation instructions, administrator access and support periods in the written scope. Maintenance, hosting and renewals should be considered separately.
Explain how each feature will be accepted, including required fields and error behaviour. Discuss a custom software project.