The Components of a Good BPM Solution Requirements Specification

Many have asked me, “what goes into a good BPM solution requirements document?”  I usually break it down into the following pieces:

  • Goals and objectives
  • Project scope, timeline, and assumptions
  • Success measurements and KPIs
  • User cases
  • Process components: workflow, workflow activities (human, system), rules (roles, responsibilities, responses, escalations, schedules, deadlines, notifications), ad-hoc/dyanmic capabilities
  • User Experience components: user interfaces (login and user screens, layouts, work queues, views, etc), form (structure, layout, data elements), mobile readiness
  • Data capture: form data, process data
  • Reporting and analytics: canned reports, ad-hoc reporting, executive dashboads, notifications
  • Integration touch points and data capture
  • System and configuration requirements


See below the table of contents from a BPM Requirements Specification (BRS) featuring a recent project to build a permitting submission and approval solution:


1. Introduction

1.1 Purpose

1.2 Background

1.3 Scope

1.4 Definitions, Acronyms, and Abbreviations

1.5 References

1.6 Assumptions and Dependencies

1.7 Key Performance Indicators

2. Process Diagrams

2.1 NOS/APD Process High-Level Description

2.2 NOS Process Diagram

2.3 NOS Activity Descriptions

2.4 APD Process Diagram

2.5 APD Activity Descriptions

3. Form Layout

3.1 General Form Comments

3.2 APD Form Screens

3.3 Review Form Screens

3.4 Miscellaneous Review Forms

3.5 Detailed Data Elements Requirements

3.5.1 APD/NOS Entry Screen

3.5.2 Adjudication Activities Screens

3.5.3 Conduct Onsite Activity Screen

3.5.4 SUPO Activities Screens

3.5.5 Geology Activities Screens

3.5.6 Engineering Activities Screens

3.5.7 Deferral Activity Screen

3.6 Customer and User Setup screen

3.7 Information Setup Screen

4. Reporting Requirements

4.1 General Reporting Comments

4.2 Single APD/NOS report

4.2.1 PDF Extract

4.2.2 APD Package

4.3 Public Posting Extract

4.4 APD Status Report

4.5 Ad-Hoc Reporting

4.6 Geospatial Reporting/Extract

5. Configuration Requirements

5.1 Organization Manager

5.1.1 Internal users – user group organization

5.1.2 External Users – user group information

5.1.3 LDAP Import

5.2 Integration Requirements

6. Architecture / System Requirements

6.1 Number of Users

6.2 Number of Process Definitions and Instances

6.3 Server Requirements

6.4 Database and Storage Requirements

6.5 Client Requirements

6.6 BizFlow Product version

6.7 Integration Points

6.8 Data Migration

7. Appendix

7.1 Screen definition matrix

7.2 APD Process diagram


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By Garth Knudson @ Bizagi | April 29, 2013

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