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SDLC Guide: Requirement Analysis in Software Engineering

Navigating the complexities of software development projects? Start with the basics!

In this article, we’ll delve into the critical first step of any software project-requirements analysis.

Discover the strategies that set the stage for project success and learn how to effectively lay the foundation for your software’s future.

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What is requirement analysis in software engineering?

In the world of software engineering, the journey of creating impactful software begins with a crucial step: requirement analysis.

It is the first step of the software development process and software development life cycle (SDLC).

Requirement analysis is all about understanding what software is supposed to do and the constraints it must operate within.

It is usually a technical process and a team effort where stakeholders and software developers determine the needs and conditions that a new or altered software product must meet. This process involves identifying, documenting, and analyzing these business requirements to ensure that they are clearly understood and feasible.

business requirement

Why is this important?

Because getting this phase right means avoiding costly mistakes later on. If the foundation is weak or misaligned, everything built on it can crumble.

This is where the magic of software engineering really begins. In requirements analysis, teams lay out the blueprint that guides every step that follows, ensuring that the software does what it is supposed to do effectively and efficiently. It’s the phase that brings clarity and paves the way for successful software development.

[Read also: Off the Shelf vs Custom Software: Pros & Cons + Examples]

Who run a requirements gathering and analysis?

In software development, the requirements gathering and analysis process is typically led by a dedicated team, usually consisting of business analysts, project managers, and occasionally lead developers. Their role is to systematically uncover and define the needs and conditions for the software project, ensuring alignment with business goals and user requirements.

This development team engages with various stakeholders, which may include customers, end users, and internal team members, to gain comprehensive insight into what the software must do. They use methods such as interviews, surveys, workshops, and document analysis to gather detailed information about user needs, business processes, business process documentation, and system requirements.

At this stage, they may decide to develop a proof of concept project to test the feasibility of the initial assumptions – a key step in developing non-standard software solutions.

This team plays a critical role in bridging the gap between the technical and business aspects of software development.

requirement analysis techniques

Benefits of requirements analysis for your software project

Requirements analysis in custom software projects offers several key benefits:

Clear Project Scope and Objectives

Above all else requirements analysis process helps in clearly defining the scope of the project.

This clarity ensures that all stakeholders have a common understanding of what the software will and will not do, which is crucial for custom software tailored to specific needs.

Improved Stakeholder Satisfaction

By involving relevant stakeholders in the requirements-gathering process, their needs and expectations are more accurately captured.

This leads to software that is more aligned with user requirements, thereby increasing stakeholder satisfaction.

Reduced Development Costs and Time

A thorough project planning phase and requirements analysis helps in identifying potential issues early in the project, reducing the need for costly changes and reworks later in the development process.

Enhanced Quality of the Final Product

With a clear understanding of requirements, developers are better equipped to build software that meets the desired quality standards. This can result in fewer bugs and a more stable, efficient, and user-friendly product.

Better Risk Management

Understanding the full spectrum of requirements helps in identifying and mitigating potential risks early in the project lifecycle. This proactive approach to risk management can save time and resources and contribute to a smoother project execution.

Facilitates Prioritization

Requirements analysis enables the identification of critical features and functions, allowing for effective prioritization. This ensures that the most important aspects of the software are developed first, aligning with business priorities and maximizing return on investment.

Improved Communication and Collaboration

The process fosters communication among developers, key stakeholders, and users. This collaborative environment ensures that all parties are on the same page throughout the development process, enhancing teamwork and mutual understanding.

Enables Scalability and Flexibility

By understanding the current and future needs of users, the software can be designed to be scalable and flexible. This ensures that it can evolve with changing business needs and technological advancements.

Steps of requirements analysis process

The software requirements phase is present in every software development project, and it is arguably the most important.

Why is that?

It lays the foundation for successful collaboration between the project team and all stakeholders, and ensures proper resource allocation.

It can typically be broken down into the following key steps:

unified modeling language system analysis

Step 1: Stakeholder Identification

called requirements gathering

The first step in the requirements analysis process of a software development project is stakeholder identification.

Simply put, this is the process of finding out who has a stake in the success of the software being developed. Stakeholders are not just the customers who commission the software, but a broader group. They include the end users who will interact with the software on a daily basis and who may have valuable insight into what features are essential.

It’s important to identify all of these stakeholders early on, because each can provide unique perspectives and requirements.

Step 2: Elicitation of Requirements

system behavior identifying software requirements

The second step in the requirements analysis process is requirements elicitation.

This is where the team actively gathers detailed information about what the software needs to do from the identified stakeholders. It’s like gathering pieces of a puzzle from different sources to see the whole picture.

The team uses a variety of methods to do this. Interviews are common, where team members have one-on-one conversations with stakeholders to understand their needs. Questionnaires can be sent out to quickly gather information from a larger group. Workshops or group sessions are also effective, especially when interactive discussions can lead to deeper insights. Another method is user observation, where the team observes how potential users interact with existing systems to identify unspoken needs or problems.

This step is critical because it’s about gathering as much relevant information as possible to ensure that the software is designed to meet the real needs of its users.

Step 3: Documentation of Requirements

identify key stakeholders

The third step in the requirements analysis process is requirements documentation.

After gathering all the necessary information from stakeholders, it’s time to put it all down on paper, or more likely, in a digital document.

The goal of this step is to create a clear, detailed record of what the software needs to do and the constraints within which it must operate. The team typically creates a document called a Software Requirements Specification (SRS), which serves as a guide for everyone involved in the project. This document includes everything from the specific features the software must have, to the performance levels required, to the standards it must meet.

It’s important to get this step right because the SRS acts as a reference point throughout the software development life cycle. It helps ensure that developers understand exactly what they need to build, and it provides a way to measure progress and test the final product against the original requirements. Simply put, this document is the blueprint for the software project, outlining what needs to be built and how it should work, and ensuring that everyone is on the same page.

Step 4: Analysis and Negotiation

functional requirements

The fourth step in the requirements analysis process is analysis and negotiation.

This stage involves taking a closer look at the documented requirements to make sure they are realistic and workable.

The team examines each requirement to understand its implications:

  • How difficult will it be to implement?
  • Does it conflict with any other requirements?
  • Is it actually necessary for the software’s success?

This is a bit like solving a puzzle, making sure all the pieces fit together in the right way.

Negotiation comes into play when there are conflicting requirements or limitations in resources like time or budget.

Sometimes, what the stakeholders want might not be feasible, or different stakeholders might have different priorities. In such cases, the team needs to discuss these issues with the stakeholders to reach a common ground. This could mean adjusting some requirements, removing others, or finding a middle path that satisfies the most critical needs without overstretching resources.

The goal here is to finalize a set of requirements that is achievable and aligns with the overall objectives of the project. It’s a balancing act, ensuring that the software will fulfill its intended purpose while staying within practical limits.

Step 5: Validation and Verification

project management institute software program

The final step in the requirements analysis process, which combines both validation and verification, is critical to ensuring that the project is on the right track.

Validation is about confirming that the requirements actually meet the needs of the stakeholders and the goals of the project.

It’s like asking, “Are we building the right thing?” Here, the team reviews the requirements with the stakeholders to make sure they are in line with their expectations and the goals of the project.

In addition to the validation aspect of the final step in the requirements analysis process, there’s an important component known as the proof of concept (PoC). A proof of concept is a small project or experiment conducted to test whether a particular idea or aspect of the software is technically feasible.

It allows the development team to explore whether the ambitious goals can actually be achieved with current technology and within the constraints of the project, such as time and budget.

Verification, on the other hand, is about making sure that the requirements are documented correctly and consistently. It’s like proofreading and quality checking the requirements document. The team reviews the document to ensure that all requirements are clear, unambiguous, and consistent.

Together, validation and verification serve as a double check to ensure that the software development process is built on a solid foundation of well-defined, agreed-upon, and accurately recorded requirements.

[Read also: Minimum Viable Product (MVP): What Is It And How To Build One?]

Requirements analysis techniques

What’s the best strategy for performing software requirements analysis?

Unfortunately, there isn’t a universal key that can be applied to every business scenario. Every custom software development project is different and requires a customized approach.

However, there are some requirements analysis techniques that can help you along the way. Let’s take a closer look at some of them:

business process model

Data Flow Diagram (DFD)

A Data Flow Diagram is a graphical tool that helps visualize how data moves through a system. It shows where the data comes from, how it’s processed, and where it goes.

Think of it as a map that shows the journey of data, with various stops and routes it takes along the way. This context diagram is useful for understanding the system from a data perspective, making it easier to identify what kind of data the system needs to handle and how it should be processed.

Customer Journey Map

This technique involves creating a visual representation of the steps a customer goes through when interacting with a software or service.

Customer journey mapping is like drawing a map of the customer’s experience, from their initial contact with the software to the final outcome. By mapping out these steps, the development team can understand the user’s needs, experiences, and pain points at each stage. This insight is valuable for designing software that provides a smooth and satisfying user experience.

Business Motivation Model (BMM)

The Business Motivation Model is a framework used for developing, communicating, and managing business plans in an organized manner.

It helps in understanding the business side of the software by outlining what the business wants to achieve (goals), why it wants to achieve it (objectives), and how it plans to do so (strategies and tactics). This model is essential for ensuring that the software aligns with the broader business goals and strategies.

Gap Analysis

Gap analysis is a technique where the team compares the current state of a system or particular process to the desired state and identifies the ‘gaps’ or differences between them.

It’s like looking at where you are now and where you want to be, and then figuring out what needs to be done to get there. This detailed analysis helps in understanding what new features or changes need to be incorporated into the software to meet the desired objectives.

User stories

User stories are a popular tool in requirements analysis, particularly in Agile software development methodologies.

They offer a simple, yet effective way to capture user requirements during business analysis. A user story typically consists of a short, simple description of a software feature from the perspective of the end user or customer. The structure of a user story is straightforward, often following a basic template: “As a [type of user], I want [an action] so that [a benefit/value].”

User stories are usually recorded on cards or digital tools and are often accompanied by acceptance criteria, which define the conditions that must be met for the story to be considered complete.

Best practices for requirements analysis

In business requirements analysis for software development, success hinges on adhering to best practices.

Key steps include involving all stakeholders, from managers to end-users, ensuring clear communication, and precisely documenting all requirements. Regularly reviewing and updating these requirements as new information arises is also crucial, guaranteeing that the developed software aligns with user needs.

Example of requirement analysis document

A requirements analysis document, often a key deliverable in the software development process, typically has a structured format to ensure clarity and comprehensiveness. While the exact format can vary depending on the project or organizational standards, most requirements analysis documents include several common elements:

  • Introduction
  • Stakeholder Identification
  • Methodology
  • Detailed Requirements
    • Functional Requirements
    • Non-Functional Requirements
  • Data Flow Diagrams or Models
  • Prioritization of Requirements
  • Constraints and Assumptions
  • Acceptance Criteria
  • Appendices
  • Version History and Approvals

The requirements analysis document is a living document, often updated throughout the project as new information becomes available or requirements evolve. Its primary goal is to provide a clear, detailed, and agreed-upon set of requirements that guide the software development process.

Want to have such a document prepared for your project?

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Next steps in the software development process

After requirements analysis is complete, the next steps in the software development process are to turn those requirements into a working software product.

The first step is usually software design phase, where architects and designers create a blueprint of the software, detailing how it will work and what it will look like.

Then comes the development phase, where software developers write the code that makes the software work according to the design. After coding, the software goes through testing to find and fix any bugs or problems.

This ensures that the software works as intended and meets the quality standards set in the requirements. Once testing phase is complete, the software is deployed and integrated for users to begin using, and it enters a maintenance phase where it is updated and improved over time.

Throughout all of these steps, the initial requirements analysis serves as the foundation. It guides every decision and action, ensuring that development is aligned with user needs and business goals. This makes requirements analysis a critical part of software success.


Mastering requirements analysis is critical to the success of any software project.

By understanding and implementing the key practices discussed, you can ensure that your software not only meets, but exceeds expectations, laying a strong foundation for all subsequent development phases.

We are Stratoflow, a custom software development company. We firmly believe that software craftsmanship, collaboration and effective communication is key in delivering complex software projects. This allows us to build advanced high-performance Java applications capable of processing vast amounts of data in a short time. We also provide our clients with an option to outsource and hire Java developers to extend their teams with experienced professionals. As a result, our Java software development services contribute to our clients’ business growth. We specialize in travel software, ecommerce software, and fintech software development. In addition, we are taking low-code to a new level with our Open-Source Low-Code Platform.

Building a new application or extending your development team?

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