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Project Management Process – Phase 2 – Planning – Gather Project Requirements (#8 in the Hut Project Management Process)
By John Filicetti


The Project Requirements are gathered to establish a general understanding of the client’s current business environment and the business needs initiating the project. The Requirements Survey will also help to establish the goal/scope, objectives, and client timeframe for the project along with the business functions that will be supported by the proposed solution

It is necessary to gather project requirements to be able to understand exactly what the client expects from the project. Clarifying the requirements will help to ensure the project deliverables meet the client’s needs. The Requirements should document at minimum:

  • The client’s current environment
  • Their timeframe for the change
  • Any other relevant information

For simple projects, the Requirements document can be a few pages, but for larger projects, the Requirements document will be very large and thorough to ensure you have gathered the necessary details. Remember, the Requirements document is not a detail of the solution for the project, it should provide information to allow you to provide a solution for the customer’s approval after planning. For some projects, you will need to collect baseline information to know if you have met the client’s needs. For others, you might need to know what protocols transgress their network or the operating systems for installed hardware and programming languages used in application solutions. The larger the scope of the project, the more detail you will need to capture.


  • Meet with client
  • Review Requirements Survey
  • Examine current environment
  • Document what is causing the need for the change
  • Document their business needs, functional needs, and end user needs
  • Identify the project goal, what is in scope and out of scope, and project objectives
  • Identify project assumptions and constraints
  • Document the client’s timeframe for completion and any relevant milestones
  • Validate all requirements with client
  • Present results to executive owner and project sponsor


Owner of This Step

  • Project Manager with Project Team

Next in the Hut Project Management Process:

Project Management Process – Phase 2 – Planning – Develop Project Schedule

Previously in the Hut Project Management Process:

Project Management Process – Phase 2 – Planning Overview

John F. Filicetti, PMP, MBA
John Filicetti is a Sr. Sales Engineer/PM-PMO-PPM Consultant with a great depth of experience and expertise in enterprise project management, project management methodologies, Project Portfolio Management (PPM), Project Management Offices (PMOs), Governance, process consulting, and business management. John has directed and managed project management teams, created and implemented methodologies and practices, provided project management consulting, created and directed PMOs, and created consulting and professional services in such areas as project portfolio management, Governance, business process re-engineering, network systems integration, application development, infrastructure, and complex environments. John has enjoyed many years as PMO Director for large corpoations in the Seattle area and leads the PMO Roundtable discussion group and forum.

John has attained a Bachelor’s degree in Industrial Education/Technology from Washington State University and an MBA from St. Mary’s College in Moraga, CA.

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