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Functional Specification Document

Functional Specification Name

Governing Project: Project Name

Business Requirement: PRQ-1

Deliverable Identifier: EAD-1

IntroductionSolution OverviewFunctional SpecificationsConfigurationsNon-Functional RequirementsReportingIntegrationMigrationReferencesOpen Issues

Introduction

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Outline the business need or problem this document addresses. Include relevant background details.

This Document

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Define the Functional Specification Document (FSD) and its intended audience. Adjust the standard description as needed.

The FSD details how the system solution will function and specifies its expected behavior. It builds on the high-level requirements from the Business Requirements Document (BRD) and ensures traceability between business needs and functional specifications. This document includes detailed requirements, use cases, inputs/outputs, process flows, diagrams, and mockups.


Project Scope

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Summarize the project scope, addressing the business need or problem. Provide a high-level overview of the proposed solution.

Scope of this Document

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If the project requires multiple FSDs, specify the scope covered by this document. (This section can be merged with 1.2 if applicable.)

Related Documents

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List related documentation relevant to the FSD, such as the Project Charter or BRD.

Document

Description









Terms, Acronyms, and Definitions

💡

Provide definitions for any terms or acronyms used in the document.

Term
Alternative expression of Term
A precise, dictionary-grade definition of the specified term that leaves no room for ambiguity or misinterpretation. This definition is legally binding and must be understood as such by all personnel. Any misrepresentation, misinterpretation, or deviation from this definition could lead to serious legal consequences, including but not limited to court interpretations during disputes. Treat this with the utmost diligence and attention to detail to avoid errors or conflicts.

Risks and Assumptions

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Identify risks and assumptions that could impact the functional design. Include factors such as third-party components, operating environment challenges, and constraints.

Solution Overview

Purpose and Summary

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Provide a concise overview of the solution being specified, including its core purpose, objectives, and key benefits. Ensure clarity on how it addresses the identified business need or problem.

Key Goals

  • Goal 1: Describe briefly
  • Goal 2: Describe briefly

Visual Representation of the Solution

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Provide diagrams or visual aids to clearly depict the solution’s structure, functionality, and workflows. Include only relevant representations to ensure clarity and avoid unnecessary complexity.

Examples (as applicable):

  • Context Diagram: Shows the system’s interaction with external entities.
  • Interface Diagram: Illustrates relationships and interfaces between system components.
  • Data Flow Diagram: Visualizes the flow of data through the system.
  • Screen Flow or Sitemap: Depicts navigation paths or system hierarchy.
  • Process Flow Diagram: Outlines key processes in the solution.

Ensure all diagrams are annotated and labeled appropriately to prevent ambiguity.

User Roles and Responsibilities

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Identify the roles interacting with the system, their responsibilities, and their access levels. Clearly define security requirements and system features available to each role.

User Role

e.g., Purchasing Manager

Examples

Real-life examples

Frequency of Use

Frequent / Occasional / Rare

Access to Features

Specific access permissions, features used

Notes

Any additional details or exceptions

Dependencies

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List any external systems, tools, or components required for the solution’s operation. Ensure these dependencies are clearly documented, including versioning, ownership, and support requirements.

Change Impacts

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Identify systems, processes, or teams potentially affected by the implementation of the solution. Include any necessary mitigation strategies to address these impacts.

Functional Specifications

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This section defines the system’s functional components, linking business requirements to use cases, and detailing functional elements for development, testing, and deployment.

Functional Area: [Insert Title]

Description

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A concise overview of the functionality. State its objective and how it supports the system’s overall goals.

Use Cases

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Each functional requirement maps to one or more use cases. Include the following for each use case:

Use Case ID

UC-1

Use Case Name

Use Case Title

Primary Actors
  • List of acknowledged and documented actors
  • One or more

Stakeholders
  • List of acknowledged and documented stakeholders
  • Zero or more

Trigger
  • Event or events initiating the use case
  • One or more

Preconditions
  • Required conditions before starting
  • One or more

Postconditions
  • Outcome after execution
  • One or more

Main Success Scenario:
  1. Step by step description
  2. Of the flow of the successful scenario

Extensions

Alternative flows, if applicable

Priority

 Medium

Special Requirements

Any system-specific or special needs unfit for other categories.

Open Questions
  1. List of unanswered but non-blocking questions.
  2. Usually these end up as so called "spike" tasks for the delivery crew.

Mockups

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Visual representations of the functionality, page, or key elements.

Functional Requirements

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Detailed specifications of the functional components. Each requirement includes:

  • Spec ID: Unique identifier
  • Description: Brief explanation
  • Business Rules/Dependencies: Related rules or data constraints

Configurations

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Outline all configuration steps for the application. Include purpose, dependencies, and customizations. Highlight alternatives and workarounds where relevant.

Non-Functional Requirements

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Define system quality and performance benchmarks, including:

  • SLA expectations (response times, retrieval speeds)
  • Performance metrics under load
  • Failure recovery and backup protocols
  • Security, accessibility, and compliance requirements
  • Compatibility with mobile and other platforms
  • Precise means of measure (it is unacceptable to declare any unmeasurable or otherwise unprovable non-functional requirements)

Reporting

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Specify report scope, data elements, formats, frequency, and user accessibility levels. Include mockups or reference a dedicated reporting document if needed.

Integration

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List external system integration needs, including:

  • Interfaces (hardware, software, and users)
  • API protocols and error handling
  • Data flow and architectural diagrams
  • Hardware/software dependencies and compatibility

Migration

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Clearly specify any data migration, system transition, or legacy system dependencies.

Use concise tables or lists to map old systems to new configurations.

References

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Place references to documents, diagrams, and other resources in a dedicated section at the end of each major topic or as inline callouts.

Maintain clarity by categorizing references (e.g., business requirements, APIs, design mockups).

Open Issues

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Group unresolved questions, risks, or considerations into a separate subsection under relevant topics or at the end of each major section.

Clearly state pending actions, responsible parties, and deadlines.