BACK: Step 2

2.1 Your technical requirements

Defining your requirements helps you to clarify what is possible with the time and budget you have.

Make a list of the features that the tool must have. Put the features into three lists:

essential - for the most important features.
desirable - for less important features.
nice-to-have - for features that you could manage without.

When adding features, think carefully - do you really need them? Every one will take more time and cost more money.

example

"We need a database that includes basic information about our volunteers."

Essential: The database should include fields for a person’s name, address, telephone number and job description.
Users should be able to attach a PDF file to each person’s entry, for CVs and other information.
Users should be able to search using any of these categories.

Desirable: Users should be able to print information from any person’s entry in .csv format, without including the PDF document.
Users should be able to search for information inside the attached PDF files as well as information in the database.

Nice to have: Users should be able to attach multiple PDF files to each entry.

case study

One organisation asked a technical provider to build a tool, but didn't discuss key features, including whether it could integrate with existing systems or work offline. The tool did not fit the organisation's needs, and it had to find another technical provider.

resources

Check Fabriders' Tech Specs post for ideas on features to include. Remember to include features that protect users' security and privacy.
Read the Responsible Data Handbook to learn more about the challenges of designing a responsible data project in the international development context.
The Transparency and Accountability Initiative's Fundamentals Guide has useful tips on how to hire a consultant or developer.
TechSoup offers several useful resources, including a guide to producing and publicising requests for proposals, advice on choosing consultants, and a checklist of points to include when creating a contract for IT services.
Aspiration provides a free template for requests for proposals.
The UK network Bond produces a guide to working well with consultants.
Groups like the Govlab offer consulting services or classes specifically on using tech for governance, while some service providers provide specific help with certain tools, such as FrontlineSMS and SIMLab.

Alidade

STEP 1

STEP 2

STEP 3

STEP 4

CONGRATULATIONS

2.1 Your technical requirements