Case Study: Requirements Documentation


This is an elearning case study for the development of requirements document for an E Learning product.

The situation, a member based organization who is an expert resource for supporting faculty of university and students by programs and community, fostering diversity and integration has a quote for an E learning program it intends to develop. The quote seems high to the client, and they asked me to verify the accuracy of the quote.

Upon further investigation, it becomes clear that there is no requirements document and that the developer has no detailed information on which to create the quote. I recommend to the client to first set clear requirements before going to multiple developers to obtain quotes.

This case study discovers the step by step process through discovery to documentation or  of an RFP document.


  • Clarify the requirements for the elearning product of this client.
  • Create an RFP document for an E Learning product.
  • Provide a survey for user research
  • Outline development options and a developer shortlist.

My role

My role was to interview team members and review existing material. They already have free online programs in place and we wanted to make sure that whatever was going to be created would sit well with the existing free material. Create the RFP document and the survey for user research and also document development options and develop a shortlist.

Very little details were available for the RFP and it seems that the client has not conducted any customer research. I recommended to do a survey of members in order to ensure that the product to be created will be suitable. This survey was created separately to the RFP.

In the RFP I introduced the client and provided background about the organization. I then described the objectives of the program and how it is intended to be distributed. Further, I outlined some details about the content, which is presently being developed by a subject matter expert.

I developed a number of personas relevant for the program to clarify who will be the user of the program. Usage of the program is unclear at this stage. However, we identified the needs of the client to handle a large number of users. I then outlined the requirements with regards to branding, reporting, LMS, before outlining the expectations with regards to licensed use of the program. Some basic considerations to the desired user experience and usability of the program, including the clients desire to solicit feedback at the end of the program were followed by project considerations such as testing, and clarification of responsibilities, hosting and maintenance, and the expectation of the proposal concluded the RFP document.

Finally, I also provided a list of potential developers and a list of solutions that may be used at a lower budget. The result? During this process the client gained much greater clarity on their needs. These needs were documented in an RFP or survey questionnaire and a development approach outline.

About the author 

Petra Mayer