Top Requirements Management Tools and How to Adopt One (2023)

Reading Time: 8 Minutes

Published : January 7, 2020

Last Updated: September 12, 2022

If you’ve resolved to be a better project manager and are looking to improve your project success rate this new year, you’ve come to the right place. Since you’re chasing project success and won’t settle for ‘just fine,’ you want to manage requirements the right way. Let us talk about requirements management for 2020, the best requirements management tools for 2020, and how you can adopt one.

Top Requirements Management Tools and How to Adopt One (1)Get Free Demo: Top Requirements Management Software

The popularity of requirement management tools is gradually increasing, and there are now a handful of tools that can be called competent. The last year saw some newcomers that are absolutely efficient and are slated to grow in popularity in 2020. Along with some of the classics that can not be left out, we’re listing a few new ones to look out for in 2020.

Best Requirements Management Tools

1. Xebrio

Xebrio is a complete requirements management tool that allows thorough stakeholder collaboration and versioning. It has a foolproof change tracking and management process that makes it stand apart. You can involve all stakeholders to capture and freeze requirements through review and approval, track every change visually through a carefully designed process, categorize and prioritize requirements, link them to milestones, tasks, and test cases, manage your project’s risks, and gain end-to-end requirement traceability. It is a complete project management ecosystem where you get a task management system, comprehensive communication and collaboration system, a bug and issue tracker, software release and deployment capabilities, along with support for milestone-oriented delivery & data visualization, reporting, and insights as well.

Price: Made available by the vendor on request.

(Video) Requirements Management

2. IBM’s Rational DOORS

Rational DOORS is a feature-rich requirements management software. It allows users to author, verify, and validate requirements. It guarantees requirement traceability, enables risk analysis, and has excellent reporting capabilities along with a real-time dashboard too. All in all, this is a solid requirements management tool that is highly configurable and eases the requirements management process.

Price: $820.00 per month, per user.

3. Micro Focus’s Caliber

Made by Micro Focus, Caliber is a highly visual requirements management tool. It delivers on its promise traceability, provides requirements and impacts analysis tools, storyboards, and simulation scenarios that allow you to test rules and workflow processes as well. Caliber’s most attractive feature is the ability to collaborate with a process of review and approval.

Price: $150.00 per month, per user.

4. Modern Requirements

Modern Requirements is a top-rated requirements management software. It is built directly into Microsoft’s Azure DevOps and enables the creation, automation, management, analysis, and reporting requirements for your Azure DevOps project. It provides an amazingly collaborative environment for working on requirements. Modern Requirements even sports a delightful AI-inspired BA Assistant- Alice. Users can visualize data as diagrams, mockups, or use cases.

You can also reuse requirements. Along with requirements management, it also comes with planning boards, task management, and customizable dashboards.

Price: Made available by the vendor on request.

5. Osseno’s ReqSuite

ReqSuite is a great tool to look at. The design is aesthetically pleasing, intuitive, and user-friendly. It does not overwhelm the user at all, and it shows that much thought has gone into making the user experience top-notch. But the merits of this newcomer are not limited to just that, because ReqSuite has a great feature set that includes requirements visualization, traceability, and real-time impact analysis, collaboration and review, and also integrates with other popular tools. ReqSuite also provides excellent support, just the right amount of friendly and professional.

(Video) Requirements Management Best Practices Webinar June 2017

Price: $194/month.

6. ReQtest

ReQtest is very well suited for agile requirements management. It has an Agile Board for tracking requirements. ReQtest allows users to attach design documents, mockups, and other files to requirements and track those tasks as well. But the best thing about ReQtest is that it allows you to connect requirements to tests and bugs, too, thus granting you traceability. Also, you can filter & visualize data in a bar or pie chart. ReQtest is very affordable too.

Price: $10 user per month for small teams and $45/user per month for large teams.

7. Helix

Perforce’s Helix RM lets you extract, author, analyze, and prioritize requirements. Plus, it also enables you to identify the condition of individual requirements within the approval process, review requirements, stay up-to-date with changes, and collaborate with stakeholders and clients as well. Helix RM’s best feature is the ability to reuse requirements – you can reuse requirements for other projects and link requirements to other requirements, test cases & results, or source code. This makes sure that the team does not lose track of requirements, and it has forward as well as backward traceability. Impressively enough, Helix’s RM offers great graphical visualizations that help users grasp insights efficiently.

Price: Made available by the vendor upon request.

8. Jama Software(Connect)

Jama Connect is very easy to learn, they have excellent customer support, and it provides high-level customization. Of course, it does its core job well, too –– enabling users to capture requirements, connect with stakeholders, and communicate changes to requirements. It is as good as Rational DOORS but much cheaper. Jama’s Review Center allows you to monitor work, get approval on requirement gathering, and review conversations and feedback too. You can integrate with third-party apps such as Jira, GitHub, Rally, and also requirement management or ALM tools like Perforce and MicroFocus. UI and reporting capabilities have room for improvement.

Price: Made available by the vendor upon request

  • How to adopt the requirements management tool that you’ve chosen?

Selecting a tool to use for requirements management is not all. You cannot stop at just that. You may have selected a tool, and you may feel like you’ve conquered this challenge. But, you are less than halfway there unless your team successfully adopts the new requirements management tools, and chances of failure still exist.

  • Why do some requirements management tools fail to bring change?

There are various reasons why tools fail, depending on the unique challenges your organization presents, the user set, and other constraints. But most of the times, it is the following,

(Video) My Experience with Blueprint Systems: Requirements Management Software

  • The complexity of the tool

The tool proves to be too complex for the team to adapt to. The learning curve is quite steep, and using it every day is a pain. It impedes the regular, smooth functioning of the team and does more harm than good.

How to solve this problem?

This is the most common problem that project teams face. Good requirements management tools come with excellent support facilities. You should contact support and arrange for demos or seek customized help that will ease your team into adopting the tool for regular use. You can also help by making how-to-guides that your team will be able to understand, conduct short training sessions, or assign fun, dummy tasks for the purpose of testing the tool.

  • Lack of clear objectives for purchasing the tool

The team is not clear or does not spend enough time and effort to detail the goals and expectations from the tool; as a result, the tool does not satisfy all the needs of the organization after purchase and becomes shelfware.

How to solve this problem?

Identify and thoroughly document where lie the pitfalls, what processes you want to improve, what methodology suits your project the best, and what challenges you need to overcome. Conduct an audit. This way, when the goals and objectives are set, it is easier just to check whether these specific expectations are met or not.

  • Cost of the tool

The requirements tool has “hidden” fees and turns expensive to maintain and keep using. Software pricing ‘gotchas’ are hard to deal with; you cannot help but feel like you have been cheated. These hidden costs can crop up as anything – implementation costs, add ons, training costs, etc.

How to deal with this problem?

The only way to deal with this problem is to make the best use of it up until the current payment cycle ends and then switch to an app that does not have any hidden costs. Before you let go of that app, make sure that you have been charged fairly. You can also contact the support executives and voice your concerns. Secondly, be sure that the data that you shared with the tool is safe and private. To be absolutely sure, always read the fine print, or get it checked by experts. When you look for a replacement tool, pay attention to small details, especially while signing up for trials. See if there is a free plan, study its limitations, see if there are any special discounts that could apply to you, and only then make an investment decision.

Steps to adopt the Requirement Management Tool

To quote Harvard sociologist Paul Lawrence,

“What employees resist is usually not technical change but social change — the change in their human relationships that generally accompanies technical change.”

The following steps represent a rough outline of the steps you can take to ensure that your team not only uses the tool regularly, but also enjoys using it, and improves team productivity.

1. Let your team know in advance that you’re looking to make a change in the requirements management process.

This will give your team some time to process the change mentally. Talk to your team about the proposed change openly, provide reasons as to why the change is imperative. Help them set goals by sharing your vision. Give your team enough time to expect change.

2. Ask your teammates for suggestions.

Let choosing a requirements management tool be a democratic process. After all, if your team is the one that will be using the tool regularly, it needs to be one that is well-liked by them. Plus, you’re bound to make a better choice with the team’s collective expertise and know-how. If the team believes that it is a part of the selection process, they will have a more positive, accommodating approach about it.

3. Be sure to ask for support.

Contact the vendor’s support, get your team an adequate number of demos, and ensure that help is available if your team needs it. Take advantage of the provisions the vendor is willing to make for the users. This will guarantee a smooth adoption process.

(Video) Top Benefits of Moving to a Modern Requirements Management Tool PREVIEW

4. Teach the team, learn from the team.

Conduct formal as well as informal training and question-answer sessions for your team. Ask them questions, answer their questions, and figure out the best practices, easy shortcuts, and tricks of the tools together.

5. Be open to new rules and conventions.

Up until now, you may have had fixed ways of working and a definitive set of standards and a fixed sequence of actions –– a protocol that you have set. But new software will introduce new, more inorganic ways of working, and for good. It is good to expect old protocol being broken, and new rules being set. Just like the team, you may feel like you’re overwhelmed, but you must keep faith in the tool that you’ve so painstakingly selected and soldier on. Rest assured and let it sit for a while; everyone will find their way around the tool and make the new way of working their own. In the meanwhile, talk to as many users as you can, and see if they really like it, whether it is really improving the requirement management process or it is still just chaos and confusion. If this is the case, maybe you need to change the tool you use, reassess the expectations you’ve set of the tool, and look for another tool.

If you’ve been through all of these steps, you will have a fantastic new tool that works for you and helps you deliver successful projects.

Requirement Management in 2020 – An overview

In conclusion, requirements management is evolving, and its importance is only exponentially growing with more complex projects. Likewise, the number and complexity of requirements management tools are also increasing. Making a choice will get increasingly difficult, but you can always refer to this blog and, more importantly, test different tools before investing in them. If a new tool that sounds like it could be the next hit, chances are, it is. Keep an eye on the trends, have fun exploring!

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Which tool is used for requirements management? ›

Jama Software

This requirements management tool offers a space to define requirements, run tests, and foresee risks after requirements analysis. With Jama, you can capture the project interdependencies, track your progress, and clearly define project goals.

What is the most common method used in requirement process? ›

One-on-one interviews are the most common technique for gathering requirements, as well as one of the primary sources of requirements. To help get the most out of an interview, they should be well thought out and prepared before sitting with the interviewee. The analyst should identify stakeholders to be interviewed.

What are the four steps to managing requirements? ›

An effective Requirements Management process must involve all four Requirements Processes defined above: Requirements Planning, Requirements Development, Requirements Verification, and Requirements Change Management.

Is Jira a requirements management tool? ›

While JIRA has been developed primarily as an issue and project tracker out of the box, you can use JIRA for requirements management in conjunction with Confluence. We will review how Atlassian uses our products for this purpose, as well as provide some relevant resources for further information.

What are the techniques for identifying requirements? ›

Here are 12 requirement gathering techniques to consider:
  • One-on-one interview.
  • Group interview. ...
  • Brainstorming. ...
  • Focus group. ...
  • Survey. ...
  • Requirement workshop. ...
  • User observation. ...
  • Interface analysis.
20 Apr 2021

How do you identify good requirements? ›

A good requirement states something that is necessary, verifiable, and attainable. Even if it is verifiable and attainable, and eloquently written, if it is not necessary, it is not a good requirement.

What is a requirement checklist? ›

The Requirement Checklist is a convenient element that acts as a tally to indicate whether a Requirement complies with a set of predefined measures such as whether the Requirement is Atomic, Cohesive, Traceable and Verifiable.

What are the two main techniques of requirement analysis? ›

Below is a list of different business Requirements Analysis Techniques: Business process modeling notation (BPMN) UML (Unified Modeling Language)

What are key requirements? ›

A key business requirement (KBR) is an established goals, objective or limit that determines success or failure. They are the minimums and maximums, the baseline expectations or quality control standards that you can't do without.

What are the basic requirements? ›

Basic Requirements means the needs essential to all persons; food, clothing, personal maintenance and necessary incidentals, shelter, and household maintenance.

How do you structure requirements? ›

Use a consistent sentence structure for all your requirements statements. Once you choose what the format will be, make sure that it is also structured in the active voice. Therefore, start with the “subject” of the sentence, then the active “verb” and then the “object” of the sentence.

What is RTM tool? ›

Definition: Requirements Traceability Matrix (RTM) is a document used to ensure that the requirements defined for a system are linked at every point during the verification process. It also ensures that they are duly tested with respect to test parameters and protocols.

What is RTM in QA? ›

A traceability matrix is a document that details the technical requirements for a given test scenario and its current state. It helps the testing team understand the level of testing that is done for a given product. The traceability process itself is used to review the test cases that were defined for any requirement.

Which step is best for prioritize requirements? ›

Voting – This is the simplest way to prioritize the requirements. When there are too many requirements that need to be categorized into different categories with inputs from different stakeholders, voting is one of the best ways to sort out the prioritization of requirements.

What are the six most common challenges when gathering requirements? ›

Requirements gathering challenges and solutions
  • Undocumented processes. ...
  • Conflicting requirements. ...
  • Lack of access to end users. ...
  • Focusing on visual aspects rather than on functional. ...
  • Stakeholder design. ...
  • Communication problems. ...
  • In summary.
27 Oct 2020

What are the three major activities in requirement determination? ›

The basic process of analysis involves three steps: Understand the existing situation (the as-is system). Identify improvements. Define requirements for the new system (the to-be system).

What are key functional requirements? ›

Functional requirements are product features or functions that developers must implement to enable users to accomplish their tasks. So, it's important to make them clear both for the development team and the stakeholders. Generally, functional requirements describe system behavior under specific conditions.

What are the elements of requirements? ›

The elements of the Requirements Model are solicitation, analysis, specification, validation, and management.

What is a requirement strategy? ›

A requirements strategy is a description of how requirements work is to be carried out within projects, departments, and other types of assignments in your organization. It is a document that helps to set the right level of ambition.

Is there a better tool than Jira? ›

Asana has emerged as quite the popular project management tool for good reason. One of the many Jira-similar tools, it facilitates communication and collaboration across the entire project management team.

Is Jira a KPI tool? ›

ServiceClarity Executive KPI Reporting for Jira is a powerful automated real-time Reporting tool and dashboard. The Executive Dashboard creates an in-depth report for IT performance to track business performance from a financial, operational, customer and future perspective.

Why is Jira better than Excel? ›

Excel has advantages in the field of data analysis, but Jira offers the possibilities for successful and transparent project management. A modern interface, user-friendliness and numerous collaboration features have a direct positive effect on team performance and project quality.

What are the four 4 methods of specifying? ›

The four types of specifying are: descriptive, performance, reference standard, and proprietary. Proprietary specifying is when construction specifications indicate product requirements by naming specific manufacturers and, perhaps, products.

How do you gather and analyze requirements? ›

Requirement Analysis begins with: Requirement Gathering, which is also known as Elicitation. It is followed by Analyzing the collected requirements to understand the feasibility and correctness of converting the requirements into a possible product. Then, Documenting the gathered requirements.

What are the six steps of the basic checklist? ›

6 Steps to Creating a Checklist
  • Step 1: Identify “Stupid Mistakes” That Cause Failure. ...
  • Step 2: Seek Additional Input From Others. ...
  • Step 3: Create Simple “Do” Steps. ...
  • Step 4: Create Simple “Talk” Steps. ...
  • Step 5: Test The Checklist. ...
  • Step 6: Refine the Checklist.
13 Mar 2017

What is a functional checklist? ›

The Functional Testing Checklist comprises of pre-requisites, activities and resources, etc. in a sequential and guided manner to cover up the need of fulfilling the functional requirements from all possible dimensions.

What are examples of requirements? ›

The following are common examples of requirements:
  • Accessibility. Requirements designed to ensure that products, services, interfaces and environments are accessible to people with disabilities.
  • Architectural Requirements. ...
  • Audit Trail. ...
  • Availability. ...
  • Backup And Restore. ...
  • Behavioral Requirements. ...
  • Capacity. ...
  • Customer Experience.
23 Mar 2021

What is a SRS tool? ›

SRS-Tool: A Security Functional Requirement Specification Development Tool for Application Information System of Organization.

Which tool will be used when requirements are changed? ›

Polarian is a Requirement management tool. It gathers, approves and manage requirements for complex systems during the project lifecycle. Features: All the requirement display to all other stakeholders for review, approval or development.

What are the 5 major requirements engineering activities? ›

Typically included are functional requirements, performance requirements, interface requirements, design requirements, and development standards.

What are the 4 requirements engineering steps in order? ›

The 4 steps of the requirements engineering process
  • Elicit requirements. Elicitation is about becoming familiar with all the important details involved with the project. ...
  • Requirements specification. ...
  • Verification and validation. ...
  • Requirements management.

What is SRS example? ›

A Software Requirements Specification (SRS) is a document that describes the nature of a project, software or application. In simple words, SRS document is a manual of a project provided it is prepared before you kick-start a project/application.
EREntity Relationship
1 more row
10 Jun 2021

What are the four basic characteristics of SRS? ›

Concise: The SRS report should be concise and at the same time, unambiguous, consistent, and complete.

What are the key elements of an SRS? ›

Here are five steps you can follow to write an effective SRS document.
  • Define the Purpose With an Outline (Or Use an SRS Template) ...
  • Define your Product's Purpose. ...
  • Describe What You Will Build. ...
  • Detail Your Specific Requirements. ...
  • Deliver for Approval.
16 Dec 2021

What requirements techniques? ›

Requirement Analysis Techniques

Business Process Model and Notation is used to create graphs that simplify the understanding of the business process. It is a popular technique used by business analysts to coordinate the sequence of messages between different participants in a related set of activities.

How do you manage new requirements? ›

5 Steps to Manage Changing Requirements
  1. Setting and documenting current requirements.
  2. Clarifying the consequences of the changes.
  3. Specifying change control procedure.
  4. Creating a project schedule.
  5. Communicating with the team.
18 Feb 2022

How do you adapt to change requirements? ›

Use these 5 tips to effectively adapt to change and guide your team forward:
  1. Be curious. Ask lots of questions. ...
  2. Don't get too attached to a single plan or strategy. Have Plan B (and C) at the ready.
  3. Create support systems. ...
  4. Understand your own reactions to change. ...
  5. Immerse yourself in new environments and situations.


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