ERP Requirements Gathering Methodology
Requirements gathering is the single most impactful phase of any ERP implementation. Research by the Standish Group shows that 39% of ERP project failures trace directly back to incomplete or misunderstood requirements. A systematic methodology that combines business process analysis, stakeholder interviews, and structured prioritization ensures nothing critical falls through the cracks.
Structured Requirements Elicitation Techniques
Effective ERP requirements gathering uses multiple elicitation methods to capture both explicit needs and implicit process knowledge. No single technique is sufficient—combining workshops, interviews, process observation, and document analysis yields the most complete picture. The best practitioners follow the BABOK (Business Analysis Body of Knowledge) framework adapted for ERP contexts.
- Facilitated JAD workshops: cross-functional sessions with process owners, end users, and IT stakeholders
- Process observation and shadowing: 2-3 days of watching actual work to capture undocumented workarounds
- Document analysis: review existing SOPs, training materials, and system configuration to understand current state
- Survey-based collection: structured questionnaires for departments with 50+ users to ensure broad coverage
- Reverse engineering: analyze existing reports and outputs to derive upstream data and process requirements
MoSCoW Prioritization and Fit-Gap Analysis
Once requirements are collected, they must be prioritized and mapped against ERP vendor capabilities. The MoSCoW method (Must-have, Should-have, Could-have, Won't-have) provides a clear framework for negotiating scope. Fit-gap analysis then classifies each requirement as a standard fit, configurable fit, customization, or gap requiring a workaround or third-party solution.
- Must-have requirements: legal, regulatory, or business-critical functions without which the system cannot go live
- Should-have requirements: important capabilities that improve efficiency but have viable manual workarounds
- Gap classification: standard (70-80%), configuration (10-15%), customization (5-10%), workaround (2-5%)
- Track customization ratio—implementations exceeding 15% customization face 3x higher risk of budget overrun
Requirements Traceability and Sign-Off
Every requirement must be traceable from its business origin through design, build, test, and deployment. A Requirements Traceability Matrix (RTM) prevents requirements from being lost during implementation and provides auditable evidence that each need has been addressed. Formal sign-off at phase gates creates accountability and reduces late-stage scope disputes.
- Build an RTM linking each requirement to its source stakeholder, design document, and test case
- Conduct formal sign-off sessions at the end of Discovery with business process owners and executive sponsors
- Version-control all requirements documents—changes after sign-off go through the change control board
- Use requirement IDs (e.g., REQ-FIN-001) for consistent cross-referencing across all project artifacts
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