Free Functional Design Document Template: Requirements, Specs & Approval

1. Project Overview

Project Name: [Insert Project Name]

Prepared By: [Author]

Date: [Date]

Version: [Version Number]

Purpose: [Brief summary of project goals and scope]

2. System Objectives

This section defines the high-level objectives of the system.

3. Scope

In-Scope: [List features, processes, or modules covered]

Out-of-Scope: [List excluded features or future phases]

4. User Roles and Permissions

5. Functional Requirements

6. Process Flows and Use Cases

Provide workflow diagrams or step-by-step descriptions of processes. Example: "Customer places an order → System validates inventory → Generates invoice → Sends email confirmation."

7. User Interface Requirements

Describe screen layouts, navigation, and user interactions. Include wireframes or mockups if available.

8. Data Requirements

Detail input fields, database structures, and data validation rules. Example: "Customer Name (text, required), Order Quantity (numeric, must be greater than zero)."

9. Integration Requirements

List third-party systems, APIs, or services to be integrated. Example: "System must integrate with payment gateway [Name] for transaction processing."

10. Reporting and Outputs

Define required reports, dashboards, or exports. Example: "Monthly sales summary by region, exportable to CSV and PDF."

11. Error Handling and Exceptions

Specify how errors are handled, including messages displayed to users and logging procedures.

12. Security and Compliance

Outline security requirements such as authentication, authorization, encryption, and regulatory compliance (e.g., GDPR, HIPAA).

13. Non-Functional Requirements

14. Acceptance Criteria

Define measurable conditions for approval. Example: "System passes 100% of test cases in UAT and meets performance benchmarks."

15. Appendices

Include glossary, reference documents, diagrams, or additional notes.