Checklist · Template · Free Survey Tool
Requirements Specification for Corporate Learning Software: "
" Checklist & Template
A requirements specification sets out in writing what your future corporate learning software must be able to do—whether it’s an LMS, skills management, training administration, or system integration—before you contact the first provider.
Anyone who skips this step risks having to make corrections later, hidden customizations, and—in the worst-case scenario—a costly migration after just a few years.
This page shows:
• how a requirements specification prevents poor software investment decisions
• how to clearly distinguish and formulate functional and non-functional requirements
• which areas a complete requirements specification for DACH projects must cover—beyond just the LMS
Create a Specification Document
Set requirements
Practical Tips
Deep System Integration
The Importance of the Specifications
A requirements specification is the key document for the structured selection of your corporate learning software. It defines requirements and expectations and serves as the basis for deciding which provider to choose. Without this document, there is no objective standard—making it nearly impossible to compare proposals, since each provider interprets the scope of services differently.
Clearly document individual requirements
Every organization has its own structures—different locations, target audiences, and compliance requirements. A requirements specification highlights these differences and ensures that the selected software is not only technically suitable but also fits the training center’s day-to-day operations.
Planning for Future Needs
L&D structures are evolving: new learning formats, growing user numbers, and the need for integration with HR systems. A forward-looking requirements specification ensures that the solution won’t become obsolete in just a few years.
Investment Protection Through Comparability
A structured request for proposal makes it possible to compare bids. It prevents price differences between bidders from stemming from varying scopes of work—a common stumbling block in tenders without a clear requirements document.
Between Level of Detail and Flexibility
When drafting a request for proposal, you face a fundamental question: How detailed should the document be? If it’s too vague, you won’t be able to compare proposals. If it’s too rigid, innovative solutions will be ruled out from the start. Both approaches pose a problem.
High level of detail
When drafting a request for proposal, you face a fundamental question: How detailed should the document be? If it’s too vague, bids cannot be compared. If it’s too rigid, innovative solutions are ruled out from the start. Both approaches pose a problem.
Necessary Flexibility
Technology is evolving rapidly. If you define your requirements too narrowly, you may rule out useful technical alternatives—such as AI-powered learning path recommendations or modern LXP features.
The Golden Mean
A Multi-Step Approach
1
Establish mandatory core requirements:
The software's mandatory capabilities are defined in precise and measurable terms. Example: "The system must support 1,000 concurrent users" instead of "good performance."
2
Allow room for innovation:
In specific areas—such as AI features, mobile use, or LXP integration—providers can propose their own solutions.
3
Clear evaluation criteria:
Assign written weightings to technical, functional, and commercial criteria before soliciting bids.
4
Open Communication:
Questions from bidders regarding the specifications are productive—they clear up misunderstandings early on and show whether a bidder has truly understood the project.
Functional and Non-Functional Requirements
A well-structured request for proposals consistently distinguishes between two types of requirements. This distinction is not merely theoretical—it determines how vendors read and respond to your request for proposals.
Functional = What should the system do?
Non-functional = How well, or under what conditions, should it perform this task?
Functional Requirements
Non-functional requirements
Describe the specific functions and features that the software must provide. They must be measurable and technically verifiable. Example: “The system must be able to manage in-person, blended learning, and pure e-learning courses.”
relate to the system's quality characteristics and framework conditions: performance, scalability, GDPR compliance, and availability. Example: "The system must be capable of operating in compliance with the GDPR in the DACH region."
Functional and Non-Functional Requirements
Requirements by Software Area
Corporate learning software consists of several areas with different requirement profiles. A department-based requirements catalog has proven effective: Create a separate section for each subarea. The requirements for an e-learning portal differ significantly from those of a seminar management system or a competency management system.
Examples of Functional and Non-Functional Requirements
| Functional Requirements | Non-functional requirements |
|---|---|
| Scheduling and Room Reservations | Fast response times even during peak periods |
| Attendance Tracking and Participant Management | Reliable Data Backup |
| Online and In-Person Seminars | Scalability as User Numbers Grow |
| Participant Evaluation and Feedback Analysis | Data Security and Integrity |
| Resource Management (Instructors, Rooms, Equipment) | Browser Compatibility (Chrome, Firefox, Edge, Safari) |
| Automatic Notifications | Compliance with the GDPR and Industry-Specific Data Protection Requirements |
| Budget Management and Cost Allocation | Integration of Video Conferencing Tools |
Preventing Misunderstandings
Formulate Requirements Precisely
Vague requirements are the most common problem in specifications. “User-friendly,” “fast,” “flexible”—phrases like these sound good, but they cannot be verified.
1
Use clear, precise language —instead of “Pages must load quickly,” say “Pages must load within 2 seconds.”
2
Specify measurable criteria —every requirement needs an acceptance criterion: time frames, quantities, and quality levels.
3
Use specific and detailed wording —instead of “search function” → “full-text search with autocomplete and filtering by category, date, and target audience.”
4
Do not make any assumptions —each requirement must be understandable on its own.
5
Use a consistent structure —a numbering or labeling system—to ensure items can be clearly referenced.
6
Add boundary conditions —explicitly list technical and organizational constraints.
7
Plan for verification —define for each requirement how compliance will be demonstrated: test runs, system demonstrations, certificates.
Step-by-Step: Structuring a Requirements Analysis
1
Identify stakeholders —learners, trainers, administrators, IT teams, and compliance officers all have different needs.
2
Gathering requirements – systematically surveying stakeholders: Which processes need to be mapped? What are the weaknesses of the current situation?
3
Prioritization – Mandatory requirement (deal-breaker), Desired requirement (important), Optional requirement (preferred).
4
Documentation – record information in a structured manner, separate functional and non-functional aspects, and break it down by area.
5
Validate —consult with stakeholders: Is it complete, realistic, and feasible?
6
Keep it up to date —the specifications are not a static document but are continuously updated.
Summary
The requirements specification is not a mandatory bureaucratic document—it is the strategic compass for making an informed software decision in corporate learning.
• Consistently separate functional and non-functional requirements
• Take a domain-based approach: learning platforms, seminar management, learning portals, qualification management, and system integration have different requirement profiles
• Plan for DACH-specific requirements from the start: GDPR compliance, works council rights, and training obligations
• Remain open to vendor proposals
Requirement Areas
Free Request Tool from SoftDeCC
Based on more than 25 years of project experience in corporate learning, SoftDeCC has developed a structured requirements wizard. It guides you step by step through all relevant topics—from learning formats to competency management to system integration.
The questionnaire covers the following topics:
✓
Corporate Structure: Size, Locations, Departments
✓
Learning formats: In-person, e-learning, blended learning, microlearning
✓
Target Audiences: Training Needs, Access Control Systems, Role Profiles
✓
Competency Management & Compliance: Competency Matrix, Deadline Tracking, Documentation Requirements
✓
Infrastructure: Cloud vs. On-Premise, System Integration (SSO, HR Systems)
✓
Security & Data Protection: GDPR, Roles, and Permissions
✓
Vendor Requirements: Interfaces, AI Features, Support
Time required: approx. 45–60 minutes. You will receive your customized requirements profile as an Excel file via email—as a ready-to-use requirements catalog for selecting vendors.
FAQ
Frequently Asked Questions About the Specifications
How detailed should an LMS requirements specification be for a DACH-region RFP?
A complete set of specifications for DACH projects typically includes 50–150 requirements, divided into functional and non-functional criteria. GDPR compliance and—depending on the industry—proof of training in accordance with DGUV or BetrVG are mandatory components.
What do I get after using the free LMS request tool?
Within 3 business days, you will receive an Excel file containing your customized requirements profile, ready to use as a requirements catalog for vendor selection. No upfront commitment, no hidden costs.
At what point in the LMS project should the requirements specification be drafted?
The requirements specification should be developed during the preliminary phase—before making initial contact with vendors. If you view demos first, you risk unconsciously tailoring your requirements to a specific vendor.
Does the LMS requirements specification tool address compliance and data protection requirements?
Yes. The questionnaire covers specific topics such as the competency matrix, deadline tracking, the GDPR, and roles and permissions—all of which are relevant for training centers in regulated industries such as the automotive, pharmaceutical, and mechanical engineering sectors.
What technical integration requirements should be included in an LMS requirements specification?
A comprehensive set of specifications includes technical interfaces: SSO, SCORM/xAPI compatibility, HR system integration, and API access. These requirements often determine the long-term operation of the system.
