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A stone terrace above the sea with three free-standing portal frames in brushed steel, the tallest with a lintel of iolite glass. At the right a single post stands bolted to the floor, and its lintel lies on two steel trestles beside it, not yet assembled.

Web app requirements template

Every feature needs a need and a test.User needs to acceptance tests

Try the template

The film · 25 seconds

Four features go up on one ground line. Two stand. Two hang, until a test is written and a need is named. An illustrative example: a grant-application portal for a foundation. Nothing is sent.

What the film shows, in words
  1. Every feature needs a need and a test.
  2. 4 features. 3 user roles. 2 of 4 can stand.
  3. “Conflict-of-interest declaration” has no acceptance test. Then one is written: 3 of 4.
  4. “Dashboard of applications by region” has no user need. Then one is named: 4 of 4.
  5. 3 of 4 features are “Must”.
  6. A specification is a start, not a contract.

ExampleIllustrative example · A grant-application portal for a foundation

The demo: the worked example, one input at a time

Four features. Two can stand.

Step 1 of 4

3 of 4 features are “Must”.

  1. Save a draft application

    Priority: Must. It stands: it has a need and a test.

    NeedApplicants complete long forms over several sittings

    TestA draft saved on one device reopens with every field intact

  2. Reviewer scoring form

    Priority: Must. It stands: it has a need and a test.

    NeedReviewers score consistently against the criteria

    TestEach criterion scored 1 to 5 with a required comment; totals computed

  3. Conflict-of-interest declaration

    Priority: Must. The lintel hangs: no acceptance test.

    NeedReviewers must not score applications they are connected to

    TestNo acceptance test

  4. Dashboard of applications by region

    Priority: Should. The lintel hangs: no user need.

    NeedNo user need

    TestCounts match the application list for any filter

3 user roles, in front of the arcade

  1. ApplicantSubmit an application and track its statusAbout 400 a year
  2. ReviewerScore applications against published criteria12
  3. Programme officerManage rounds, reviewers and decisions3

Features by priorityMust 3Should 1Could 0Won’t (this release) 0

The tool does not tie a role to a feature, so the plates stand in front of all four. Height is priority, not effort: it does not estimate cost or time; that needs technical scoping.

2 of 4traced and testable

Specification gaps

  • “Conflict-of-interest declaration” has no acceptance test.Say how you will know it works.
  • “Dashboard of applications by region” has no user need.If no user needs it, it should not be built.
  • 3 of 4 features are “Must”.When everything is a must, nothing is. Keep musts to what the first release cannot work without.

Now your own, one doorway at a time.

Users first, then features. Every feature needs a need and a test.

Height is priority, nothing else. It does not estimate cost or time; that needs technical scoping.

1User roles

Each role is a floor plate in front of the arcade: who it is, what they come to do, and about how many. Up to 8.

2Features

Type the name on the lintel, the need under the left post and the test under the right. Then set how tall it stands.

3 of 4 features are “Must”. When everything is a must, nothing is. Keep musts to what the first release cannot work without.

  1. Priority of feature 1: how tall it stands
  2. Priority of feature 2: how tall it stands
  3. Priority of feature 3: how tall it stands
  4. Priority of feature 4: how tall it stands

3Integrations

Each system the web app would exchange data with. Proposed until you mark it connected and name what shows it. Up to 12.

Integrations

    4Changes to the records

    Each record or field the web app adds, changes or removes, and what happens to the records that already exist. Up to 16.

    Changes to the records

      2 of 4 stand · 3 must-haves · 3 user roles

      The specification

      Your specification, as it stands.

      Live

      It rewrites itself as you type. Where a need or a test is absent the tool prints MISSING.

      3user roles
      4features
      2/4traced and testable
      3must-haves
      Features by priority
      1. Must3
      2. Should1
      3. Could0
      4. Won’t (this release)0

      Specification gaps

      • Gap: “Conflict-of-interest declaration” has no acceptance test.Say how you will know it works.
      • Gap: “Dashboard of applications by region” has no user need.If no user needs it, it should not be built.
      • Check: 3 of 4 features are “Must”.When everything is a must, nothing is. Keep musts to what the first release cannot work without.

      Specification and test checklist

      Users

      • Applicant: Submit an application and track its status (About 400 a year).
      • Reviewer: Score applications against published criteria (12).
      • Programme officer: Manage rounds, reviewers and decisions (3).

      Must

      • Save a draft application. Need: Applicants complete long forms over several sittings. Test: A draft saved on one device reopens with every field intact.
      • Reviewer scoring form. Need: Reviewers score consistently against the criteria. Test: Each criterion scored 1 to 5 with a required comment; totals computed.
      • Conflict-of-interest declaration. Need: Reviewers must not score applications they are connected to. Test: MISSING.

      Should

      • Dashboard of applications by region. Need: MISSING. Test: Counts match the application list for any filter.
      Test and owner, requirement by requirement
      RequirementPriorityAcceptance testOwnerReady to hand over
      Save a draft applicationMustA draft saved on one device reopens with every field intactNo ownerNo: no owner
      Reviewer scoring formMustEach criterion scored 1 to 5 with a required comment; totals computedNo ownerNo: no owner
      Conflict-of-interest declarationMustMISSINGNo ownerNo: no acceptance test, no owner
      Dashboard of applications by regionShouldCounts match the application list for any filterNo ownerNo: no owner

      Before it is handed to a builder

      • Check: 4 of 4 requirements are not ready to hand over.Each needs an acceptance test and a named owner: the person who will say the test passed.
      • Note: An owner is a name you typed.It gives nobody the power to approve, sign or buy. The organisation itself decides who accepts the work.

      A scope document for discussion. It is not a quotation and not a promise of delivery. A specification is a start, not a contract. Security, hosting and data-protection requirements must be added.

      Your editable templatePrioritised specification and test checklistTry this form

      Practice 05: Digital solutionsFree · instant results on this pageTool owner: Michael Gagakuma and Kenneth GagakumaVersion 1.0 ·

      GKM Strategic Advisory & AI

      Specification and test checklist

      Your organisation

      Users

      • Applicant
      • Reviewer
      • Programme officer

      Must

      • Save a draft application
      • Reviewer scoring form
      • Conflict-of-interest declarationTest: MISSING

      Should

      • Dashboard of applications by regionNeed: MISSING

      2 of 4 traced and testableDOCX · 24 September 2026

      Your specification as it stands, in miniature. No file is produced until delivery is connected.

      Your editable template

      Prioritised specification and test checklist, by email once delivery is connected.

      Prioritised specification and test checklist (DOCX) you can hand to developers

      Preview only. No email will be sent. Your results are available above.

      Nothing you enter here is sent anywhere. Privacy notice

      · a free brief, or book Michael · from USD 90
      • A specification is a start, not a contract.
      • Security, hosting and data-protection requirements must be added.
      The joint where a lintel of iolite glass meets its brushed steel post, close: two round fixings on the post, the sea and the sky beyond.
      The test is the fixing that makes a feature hold.

      A specification is a start, not a contract.

      Method

      1. 01

        Every feature must map to a user need and an acceptance test; missing either is an error.

      2. 02

        Priorities use MoSCOW: must, should, could, won’t this release.

      3. 03

        More than 60% “must” is flagged as a sign the first release is too big.

      4. 04

        A requirement is ready to hand over when it has an acceptance test and a named owner. An owner is a name you typed: it gives nobody the power to approve. A requirement left out of this release is named and not counted.

      5. 05

        An integration stays proposed until you mark it connected and name what shows it works. Proposed and connected are listed apart.

      6. 06

        Every change to the records says what happens to existing records. One that does not is listed as not stated and treated as a change that alters them.

      What it cannot tell you

      • It does not estimate cost or time; that needs technical scoping.
      • Security, hosting and data-protection requirements must be added.

      Quality ruleEach requested feature maps to a user need and acceptance test.

      How the arcade reads: a key, not anyone’s data

      1. Must

        Full height. Both posts stand.

      2. Should

        One step lower. No acceptance test: the lintel drops at that end.

      3. Could

        Lower again. No user need: it drops at the other end.

      4. Won’t (this release)

        Not built. Its parts lie on the ground line.

      Looking through one finished steel frame from shade onto a bright terrace and the sea, with a lintel of iolite glass across its top.

      When the specification needs building

      From a specification to a working portal.

      The template shows what you are asking for and how you will know it works. Scoping the build itself, with cost and time, is a service.

      Service · 05 Digital solutionsWeb applications & data portalsService · 05 Digital solutionsInstitutional & premium websites
      Michael GagakumaLeads this tool · Tool owner: Michael Gagakuma and Kenneth GagakumaBook Michael · from USD 90
      Tell us what you need A brief is free to send.
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