# Development
How to Write an SRS Document for Software Engineering Projects?
Red Rocket TeamFeb 12, 20255 min read
In This Article
SRS Document - What is It? Key Components of a Software Requirements Specification Document How to Write a Software Requirements Specification Document Step by Step? What Are Performance Requirements? Examples Tools for Creating and Managing an SRS Process How Do Leading IT Companies Approach SRS Documentation? Final Thoughts FAQ
There are many cases when a software customer and specialists from an outsourced development company cannot understand each other. Maybe it is because they are from different countries? Surely not, as they just speak two different languages for each other in some way. Such misunderstandings may be minor and not affect the outcome of the project in any way. However, sometimes it can have consequences such as delayed delivery dates for the finished software, the need for many adjustments, and unnecessary waste of money.
Obviously, customers blame developers for this, while IT specialists think that the problem is in the customer. Actually, the truth is different - neither party is at fault. Customers can simply envision how they want to see the finished product. For developers, that vision is larger in scope, encompassing the features needed, the complexities of writing code, web design elements, and more.
No matter what you have planned to create, whether it is business application software or a commercial mobile application, you will need the help of a software requirements specification document. What is SRS document in simple words, how does it work, and what are some examples? All these questions will be answered in the article below.
SRS Document - What is It?
Some companies prefer to hire their own team of IT experts to develop websites, mobile applications, software, and their further maintenance. However, this approach is considered to be quite expensive and can be afforded mainly by large corporations. Most modern commercial organizations and startups would prefer to engage outsourced software development teams, as evidenced by reports and statistics.
So, let's define what an SRS document means in the context of software development project implementation. This is a file in which a group of system analysts collects and prescribes all the most important requirements for the project that is being created. In simple words, in such a document, you can see what kind of software is being created, what its purpose is, what features the customer wants to get, and many other things. Usually, the SRS file is provided to all the parties interested in this project. The prescribed requirements are divided into three levels:
- (01)Low. Here should be described the functional requirements of the program in an understandable language for developers. That is, this level will contain technical terms, necessary tools and other things that project executors need to know.
- (02)Medium. In the middle-level section, analysts pay attention to what users want and need to get in the finished product. Description of the target audience and how they will interact with the software.
- (03)High. This paragraph should describe the core mission, goals, and understanding of why the software is being built. A high-level description is usually of interest to stakeholders, including investors.
If all three levels are clearly and fully outlined in the specifications document, you greatly increase the chances that the software development will succeed as the customer plans.
Key Components of a Software Requirements Specification Document
Let's compare the SRS document with a life example that is familiar to many people. Imagine your colleagues have put you in charge of preparing for a Christmas corporate party and you can't do it alone. So you take your assistants and make a kind of plan, where the theme of the event, dress code, attributes, deadlines and other points are clearly spelled out.
The situation with the creation of software is similar to the example above. As a rule, SRS documents in software engineering include several key components, which we have collected below.
- (01)Business model
The business model outlines the project's purpose and its alignment with organizational goals. It defines the problem the software aims to solve and the value it delivers to users.
- (02)Technical requirements
Technical requirements specify the system's functional and non-functional needs, such as supported platforms, technologies, databases, APIs, and frameworks. This section serves as a blueprint for developers, ensuring the solution is technically feasible and aligns with current technological standards.
- (03)System qualities
System qualities define the software's attributes, such as performance, scalability, security, and usability. These qualities ensure the system meets functional expectations and user satisfaction.
- (04)Acceptance criteria
Acceptance criteria list the conditions under which the software will be considered complete and functional. In other words, it shows how the customer will accept the realized project.
However, this is only a rough list of the key elements of software requirement specification. It all depends on the type of software, its scope and your specific goals.
How to Write a Software Requirements Specification Document Step by Step?
Many specialists have never had experience with writing such documents before. This is not a problem, because we have prepared a step-by-step guide, thanks to which even a novice will be able to learn how to write software requirement specification documents and prepare a complete file.
Step 1. Define Objectives
Break by defining clearly the goals that you want to achieve in your software project. This includes identifying the problem that the software wants to solve, the value offered, and the business needs alignment. The definition of objectives means that all the stakeholders know the main purpose of this project and what is expected in the end.
Step 2. Understand Software Functionality
Describe the fundamental functions that have to be performed in order to obtain the goals described above. Pay attention to user actions, system responses, and specific features that handle those needs. Try to describe the functionality from both a system and a user perspective in order not to interpret badly.
Step 3. Describe the Architecture
This section provides a high-level overview of the system’s architecture, i.e., the structure and the most important components. It also gives a snapshot of how various modules will interact and whether there are any external systems and APIs to work with. In this section, we ensure that the development team and stakeholders understand what technical framework is needed for implementation.
Step 4. Write the Requirements
This is another component of software requirements specification. You should list all functional and non-functional requirements in a described format. The functional requirements tell us what the system has to do, and the non-functional requirements give us details about performance, security, and so on. Use clear language so the language is not ambiguous.
Step 5. Review the Document Once Again
Read over the SRS document thoroughly to ensure it’s complete, consistent, and error-free. Validate the requirements by collaborating with stakeholders (e.g., developers, testers, and end users) on functional decisions.
What Are Performance Requirements? Examples
Above in the described guide we mentioned about requirements. This is actually the biggest unit of the whole document and we would like to take a closer look at performance requirements. Why does this issue deserve a separate attention? Quite simply – it will determine how well and quickly your application will work for users.
We have collected several examples of performance requirements that may be useful for you. For example, the first one is the response speed of the finished product. Just imagine a web application needs pages to load in 2 seconds under normal status. An e-commerce platform then demands that search results be displayed in less than 1 second to satisfy user retention.
Database performance requirements provide efficient means of data storage, retrieval, and update. As an example, assume a system with 10,000 concurrent users. The database needs to perform complex query results in 200 ms. That’s indexing, optimized query execution, and load balancing so that they do not get bottlenecked during peak usage.
Tools for Creating and Managing an SRS Process
Certainly, creating such documents on your own using Google Docs is not the best solution. What do you need to do? You will definitely need the help of advanced tools. We know a few modern services that will help you deal more efficiently with the SRS process.
- Tuleap. This is an all-in-one project management tool with features such as SRS creation, requirement tracking, collaboration, and version control. Being open source is a great thing because you can adjust it.
- Confluence. SRS drafting, sharing, and organization can be enabled in Confluence, a versatile collaboration platform for your teams.
- JIRA. Another great tool for assessing requirements and managing tasks in the SRS process. Its alignment to Agile workflows makes it a good fit for connecting SRS documentation with development sprints.
These are just a few examples of tools that will help you create and manage SRS document software engineering. Why to manage? Some requirements and steps may change throughout the software creation process and that is normal. Therefore, sometimes the information in this document is updated.
How Do Leading IT Companies Approach SRS Documentation?
There are quite a few high-quality and reliable IT outsourcing companies today and most of them are located in Europe. SRS documentation is considered a baseline phase in the software development lifecycle, and leading IT companies treat it as very critical. They are more stakeholder involved by utilizing client, developer and end user input to create a full set of requirements.
The project is aligned with business goals and early definition of the clear objectives and functional specifications ensures. The SRS is reviewed and updated frequently as the project enters phases during development. Companies focus on collaboration to reduce miscommunication and minimize risks.
Final thoughts
It may seem to beginners that writing an SRS file to implement a project is a complicated and long process. Undoubtedly, you should know a lot of nuances about the project and requirements for this task. On the other hand, using a step-by-step guide, you will be able to create such a document from scratch in a short time. The most important thing is to properly pay attention to the company's goals, project requirements, and user expectations.
Frequently asked questions
Who should be responsible for writing the SRS document?
The SRS document is developed through collaboration. However, the main role in this process is held by the company's systems analyst, if any.
How long does it take to create an SRS file?
The timeline depends on the complexity and requirements of the project. It can take anywhere from a few days to a few weeks.
Why do I need a software requirement specification document?
The SRS document is a means to have clear project goals, reduces confusion, and is a key to successful software development. Undoubtedly, it can prevent failure to meet deadlines and avoid unnecessary expenses for the company.
