Requirements & testing / Guided template

Requirements gap analysis

A traceable way to compare what the business needs with the proposed design and actual system behaviour.

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Step 1 of 9

Set the document context.

Give the completed process document a useful title and enough context for another person to understand why it was prepared.

Document title Organisation or team Prepared by Prepared date Objective and scope

Step 2 of 9

State the requirement

Give each feature a reference and describe the business need in clear, testable language.

What must the system or process do, for whom, and under which conditions? Notes, decisions, owners and next actions

Step 3 of 9

Define the expected outcome

Record what users and stakeholders expect to happen when the requirement is met.

What observable result would demonstrate that this requirement has been met? Notes, decisions, owners and next actions

Step 4 of 9

Describe the proposed solution

Explain the intended configuration, automation, integration or operating response.

How is the proposed design intended to deliver the expected outcome? Notes, decisions, owners and next actions

Step 5 of 9

Observe actual behaviour

Test the current system with realistic data and record what it does without assumption.

What happened during a realistic test, using which data and steps? Notes, decisions, owners and next actions

Step 6 of 9

Identify the gap

Describe the difference, affected users, consequence and supporting evidence.

What differs from the expected outcome, who is affected, and what evidence demonstrates the gap? Notes, decisions, owners and next actions

Step 7 of 9

Assign actions

Capture the decision, owner, priority, dependency and target for every agreed change or question.

What action or decision is required, who owns it, and what priority, dependency and target apply? Notes, decisions, owners and next actions

Step 8 of 9

Retest and close

Date the follow-up test, record the result and close only when the expected outcome is demonstrated.

How and when will the change be retested, and what evidence is required before closure? Notes, decisions, owners and next actions

Step 9 of 9

✓

Review your process document.

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