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Checklist Guide: How to Select and Evaluate a Requirements Management Tools

Checklist Guide: How to Select and Evaluate a Requirements Management Tools

Table of Contents

What is Requirements Management?

According to Ian Sommerville, “Requirements management is managing changing requirements during the requirements engineering process and system development.”

In other words, requirement management is collecting, analyzing, refining, and prioritizing all the products or requirements, in the development phase. 

The major purpose of requirement management is to ensure clear, concise, and error-free requirements to the engineering team so that they can make sure to detect errors in the system and potentially reduce the project cost as well as risk.

What is a Requirements Management Tool?

The requirements management tool is a tool that acts as a repository for the development teams of the product. It ensures that all the teams are on the same page with the requirements as they move further and start to evaluate where they stand at a given point in time in the process. 

Requirement management tools help the development teams by enhancing their speed of delivery, reducing the cost of production, and improving productivity as they capture everything from fundamental knowledge to real-time regulatory compliance standards.

Pros and Cons of using a Requirements Management Tool

There are several benefits of using a requirements management tool. Here are some of them:

  • Greater effectiveness in project management and adding accuracy to the project controlling
  • Increasing and maintaining traceability on all levels
  • Increased efficient re-use and product-line management
  • Higher ability to create baselines
  • Improved knowledge of project scope to the stakeholders
  • Helps to manage and control changes in the requirement
  • Helps improve communication and collaboration among different teams

On the other hand, there are some cons as well:

  • Can be expensive
  • Requires training for the team to use it effectively
  • There can be a learning curve associated with using the tool

Selecting the Right Requirements Management Tool

Traditionally, the requirements were managed with the help of Microsoft Word or Excel. But they are far from being requirements management tools. There are many disadvantages of using MS Excel and Word for Requirements Management. These general-purpose tools were not designed for that purpose and lack many of the features and functionality that would make Requirements Management easier and more efficient. On the other hand, a Requirements Management platform is designed specifically for managing software requirements and includes all the features and functionality you need to make Requirements Management easier and more efficient. As a result, most companies that make the transition to a Requirements Management platform quickly realize the benefits it brings.

Requirements management and project management have also grown more complex over time, as has the need to manage them. Requirements tracking in static MS Word or Excel files alone may no longer be sufficient for development teams. Teams that are spread across several countries and embrace remote work are demanding more from their requirements managers. Moreover, the integration of technology implies that complex hardware and software systems may now need multidisciplinary teams from multiple disciplines. A product formerly reliant on mechanical specialists now requires experts in mechanics, electronics, software, hardware, and even cutting-edge technologies such as green energy and artificial intelligence. Therefore, selecting the right requirements management tool is very essential.

Complete Checklist for Selecting the Right Requirements Management Tool

In order to enhance your team’s performance, using a requirement management tool is a great idea. There are a plethora of requirements management tools in the market. Hence, it becomes tricky to choose a tool that would suit your needs the best.

There are certain things that an ideal requirement management tool must serve:

✅ Supports Different Methodologies – It is important for a requirement management tool to be flexible enough to support different types of software development methodologies. It should be able to adapt and change according to the method of development itself. 

✅ Traceability – Traceability is an important aspect of any development cycle. Hence, the ability to link functional requirements to test cases and other artifacts is a very important feature of a requirement management tool. 

✅ Collaboration – It is important for the whole team to be on the same page during the development. For this, teams need a reliable tool that ensures 100% collaboration among the members. 

✅ Import/Export Feature – A requirement management tool must have a feature of importing and exporting the requirements from various different platforms like MS Excel, MS Word, and other RM tools. It is important as adding the requirements manually has a higher risk of mistakes. 

✅ Versioning – Also known as version control, is a feature that allows you to manage the changes in the requirements over time. Versioning allows you to completely retrace all the versions of requirements in the project. It is an essential feature for any requirements management tool as it helps the development team keep track of all the changes that are made over time. 

✅ Requirements Baselines – A requirement baseline is a fixed point of reference that is majorly used for comparison purposes during configuration management. The main aim of these descriptions is to provide a basis for defining the changes in the product. 

✅ Security – It is extremely essential for a requirement tool to be safe and secure for an organization. Any sort of loophole can lead to information leaks, which would be a nightmare for any organization. 

✅ Requirement Reusability – Requirements Reusability is the process of reusing the requirements that have already been used before in previous projects. This is majorly used by the requirements engineering team to ensure the highest productivity and consistency throughout the project.

Which is the Right Tool for you?

Since each team, as well as the product, has its own specific needs, determining the “best” requirement management solution is a complicated undertaking.

There are several free and open source requirement management tools accessible for small organizations with few stakeholders and simple products, such as spreadsheets.

If your company has a smaller number of stakeholders and users, the cost may be a factor to think about. SMBs might wish to seek a solution that has a less expensive edition or a per-user pricing scheme. While these features remain effective and efficient, they can be obtained at lower prices by using such techniques.

A comprehensive RM tool may minimize the risk of product failures, recalls, and fines from regulatory authorities in highly regulated industries. Teams operate with more complete information and create more accurate reports as a result of a requirements tool that gathers everything in one location, lowering the chance of product failure.

A requirements management platform that delivers complete integration and collaboration capabilities might assist corporations to remain agile in today’s start-up climate. Furthermore, integrating market research and user stories is easier when using the correct requirements software, enhancing the prospects of a successful product release.

These are just a few of the tasks that your requirements management system should be able to accomplish.

  • Reduce the amount of effort needed to satisfy regulatory requirements
  • Minimize the risk and the impact of change
  • Align and collaborate across teams and activities by ensuring data is available for everyone to see
  • With a single source of truth, you can get end-to-end insight and control.

So, what are the Requirements Management Tool Must-haves?

When looking for the requirements management tool that’s right for your organization, keep an eye out for the following features:

  • Ease of Use: Evaluating how easy it is to use the RM tool is important. The user interface (UI) should be intuitive and logical. The learning curve should be short so that you can get started using the tool as soon as possible.
  • Integration: Requirements management tools must integrate with other tools in your development ecosystems, such as project management tools, issue trackers, document repositories, and test management tools. The integration should be seamless so that you can move data between the different tools without any hassle.
  • Collaboration: A good RM tool will make it easy for team members to collaborate on requirements. The tool should allow for comments, discussion threads, and real-time editing so that team members can work together on requirements in real-time.
  • Reporting: A good RM tool will provide you with all the reports you need to track the progress of your project. The reports should be customizable so that you can tailor them to your specific needs.
  • Version Control: Requirements change over time, and a good RM tool will allow you to track those changes. The tool should have built-in version control so that you can see who made what changes and when they were made.
  • Flexibility: A good RM tool will be flexible enough to meet the needs of your specific project. The tool should allow you to customize it to your specific process so that you can use it the way you want to.

These are just a few of the things you should look for in a requirements management tool. When evaluating different tools, keep these features in mind to find the one that’s right for your organization.


Requirements management is a critical part of software development, but it can be difficult to get right. The right requirements management tool can make the process much easier and less error-prone. We’ve put together a checklist of must-haves for choosing a requirements management tool so that you can find the best one for your needs. If you’re looking for a reliable, user-friendly tool that will help you manage your software development projects, we invite you to try Visure Requirements ALM Platform. Our platform has everything you need to streamline your requirements management process, from document creation and collaboration to traceability and reporting. Request a free 30-day trial today and see how our platform can help you achieve success in your next project!

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