System Requirements & Business Needs Assessment

1. Client Information

Please provide basic information about your organisation.

Business / Organization Name

Contact Person

Position / Title

Phone / WhatsApp

Email Address

Website / Social Media

Physical Address

Business / Organization Description

2. Business Need / Current Challenge

Help us understand why the system is needed.

What problem or business need has led you to seek a new system?

How is the process currently handled?

What challenges, delays, errors or risks are experienced?

What would you like the new system to improve?

3. Proposed System Overview

Proposed System Name

Estimated Number of Users

Number of Locations / Branches

Internet Availability

Preferred Platform

Web Desktop Mobile Web + Mobile

Other Platform

Main Purpose

4. Users & Access Levels

Identify the different types of users and what each should be allowed to do.

5. Required Modules / Functional Areas

Tick the areas discussed and describe the specific requirements in the notes section.

Specific Requirements / Notes

6. Business Workflow

Describe the process from beginning to end. Identify who performs each step, what information is captured, approvals required and what output is produced.

Example: Customer Registration → Order → Approval → Payment → Receipt → Report

7. Data to be Captured

Identify the important records and information the system should capture.

8. Reports & Outputs

Required Reports and Details

9. Integrations & Third-Party Services

Integration Details, Provider Names and Existing Accounts

10. Security, Backup & Data Requirements

Role-based access Audit trail Automatic backups Manual backups Password policies Two-factor authentication Data encryption Data export / recovery Other

Security, Privacy and Backup Requirements

11. Technical / Infrastructure Requirements

Existing Domain

Existing Hosting

Existing System / Database

Available Devices / Computers

Printers / Scanners / Other Hardware

Preferred Hosting / Deployment

Other Technical Requirements

12. Project Priorities

Identify the most important outcomes.

Additional Priority Notes

13. Budget & Project Expectations

Estimated Budget Range

Expected Completion

Desired Support

Support Expectations

14. Future Plans / Expansion

Tell us about possible future expansion or additional features.

15. Additional Notes

16. Confirmation

Please confirm that the information provided is accurate to the best of your knowledge.

I confirm that the information provided in this form is accurate to the best of my knowledge and represents the current or proposed requirements of our organisation. I understand that this form is used for requirements gathering and does not constitute approval to commence development.

I confirm that I have reviewed the information provided and agree that it accurately represents our requirements.

Name

Position / Title

Date

Important: Completion of this form does not constitute approval to commence development. A detailed proposal, quotation and scope of work will be prepared based on the requirements gathered.

Trio Tech Digital Solutions