1.3 User Stories and Capturing Project Requirements

Last updated on 2025-07-31 | Edit this page

Overview

Questions

What types of requirements should be captured for a project?
What is a non-functional requirement?
How do I describe and ensure how desired features will provide value to the end user?
How should I capture and manage requirements for change?

Objectives

Describe the key features of writing user stories
Highlight the characteristics and differences between functional and non-functional requirements
Describe the purpose and composition of the product backlog
Describe what makes a good product requirement
Create an initial product backlog from a given scenario

In this section, we’ll introduce two established key concepts for capturing the needs of a project,

User stories, which capture what is needed from solely the perspective of the client
Requirements, which state what needs to be built (or what needs to change) by the development team

So whilst they both capture what the software will do, each reflects one side of the client/developer perspective.

User Stories: Understanding what is Needed from the User Perspective

Capturing “requirements” is pivotal to understanding what needs to be built, but whilst they state what is technically required, they lack the end-user context of what they are and why they are important. User stories aim to capture this perspective, being short and simple descriptions of new features or functionality from the perspective of the end user themselves. Therefore, user stories help:

The project remains user-centered and focused on real needs, rather than jumping prematurely to solution or technical requirements
To clarify the the value behind a feature, and anchor development in user outcomes, not just functionality
Prevent requirements ballooning, if not guided by real user goals
Prioritise what matters to users

They typically follow the following template, to ensure user stories are clear and concise:

As a [type of user], I want [an action] so that [benefit].

Breaking each of these three aspects down:

“As a [type of user]”: who are we building this for? There may be more than one type of user, but in any case we need to think about this from the user’s perspective.
“I want [an action]”: this describes the intent of this type of user, not the features of the system. What do they want to achieve?
“so that [benefit]”: what is the benefit they are trying to realise? How will it help them directly, solve a problem for them?

Some examples of user stories include:

E-commerce site: as a shopper, I want to add items to my cart so that I can purchase multiple products at once
Mobile application: as a user, I want to receive push notifications for important updates so that I stay informed when I’m not using the app

FIXME: mention acceptance criteria for functional and non-functional requirements

Challenge

Solo Exercise: User Stories

5 mins.

Consider this scenario:

“A small town cheese-making business has received many enquiries about being able to make online purchases delivered to their homes or place of business, and so now want to also sell their many types of cheeses using an online store. Online customers are looking to be able to search the store, select cheeses to purchase, and when ready, add payment and shipping details and confirm the order. There is some evidence that some online customers are environmentally and ecologically conscious, so are interested in the environmental impacts of products. In order to schedule their supply chains efficiently, business customers are keen to have updates on shipping. From the perspective of the business owner, they want to able to manage available stock inventory on the online store.”

Identify at least two types of user - also known as personas - that would use the store. From the above scenario, create at least four user stories using this format:

As a [type of user], I want [an action] so that [benefit].

Hint: focus on the user needs, not what may be implementated.

Show me the solution

Here are some example user stories:

Business owner:

As a business owner, I want to add new stock to the sit,e so that customers can purchase it.
As a business owner, I want to remove old stock from the site, so that customers cannot purchase expired stock.

Personal customer:

As a customer, I want to search available cheeses by name, so I can find the ones I want easily.
As a customer, I want to add cheeses to a basket, so I can continue to shop and purchase them all later.

Eco-conscious customer:

As an eco-conscious customer, I want to view the environmental impact details of products, so I can make environmentally-informed purchasing choices.

Business customer:

As a business customer, I want to have real-time updates of orders that have been shipped, so I can organise my supply chains efficiently.

What Exactly is a Requirement, and Why are they Important?

In general, a requirement is a capability or condition that must be met for software to solve a problem or address a need. They form the foundation of our project and drive what will be developed, so if we do not properly explore and understand what is required, the software will not be suitable for it’s intended purpose.

Whilst user stories focus purely on the user perspective, requirements concentrate on what technically needs to change. For this reason, it’s common to develop user stories first (to understand the user), then from those stories, derive requirements (to understand what needs to be built). Requirements typically address technical aspects of software functionality and features that are needed to complete a user story, and are more numerous than the collection of user stories. Therefore, each user story is often addressed by more than one requirement.

There is repeated evidence that most errors aren’t actually introduced during the software development stage, but during requirements analysis and design. For example, one analysis of the software errors uncovered during integration and testing and the Voyager (1977) and Galileo (1989) probes discovered that 79% of these errors were due to a poor understanding of requirements.

However, it is unlikely that we will be able to determine all of the requirements correctly and completely upfront. In practice, very often requirements may need be flexible to some extent and may change as the project evolves, so we need to ensure we are able to accommodate any agreed changes.

Requirements are More than just Features

When considering software requirements, it is very tempting to just think about the features users need. However, many design choices in a software project depend on the users themselves and the environment in which the software is expected to run (as well as how the software should run), and these aspects should be considered as part of the software’s non-functional requirements.

To explore the importance of this aspect, let’s consider two software types, mobile applications and embedded software. They may appear similar, but examining the environments in which they are developed and operate uncovers many differences that need to be accounted for in order for the software to be fit for purpose.

Concern	Mobile Apps	Embedded Software
Platform	Work on range of mobile hardware and iOS/Android operating systems	Exact specification of hardware is known - often not necessary to support multiple devices; typically low power
Development Language	Typically written in one of the higher-level platform preferred languages (e.g. Java, Kotlin, Swift)	Typically lower-level language (e.g. C) for better control of resources
Compilation	Users will not (usually) modify / compile the software	Users will not (usually) modify / compile the software
Installation	Usually distributed via a controlled app store	Usually distributed pre-installed on a physical device
Interface	Must have graphical interface suitable for a touch display	May have no user interface, or interface may be physical buttons
Documentation	Probably in the software itself or on a Web page	Documentation probably in a technical manual with a separate user manual
Uptime	May not run continuously due to restarts	May need to run continuously for the lifetime of the device

Therefore, whilst a single piece of software may provide the same functionality on a mobile app or embedded device (for example, a photo frame application), the other non-functional considerations describe facets of how the software must be developed and how it must operate (often as constraints), and we must account for them in our requirements.

Discussion

Solo Exercise: Types of Software

5 mins.

Think about some software you are familiar with (could be software you have written yourself or by someone else) and how the environment it is used in has affected its design or development. Here are some examples of questions you can use to get started:

What environment does the software run in?
How do people interact with it?
What features of the software have been affected by these factors?

Some Examples

To get you thinking, consider the following examples:

Desktop Application

Has a graphical interface for use with mouse and keyboard
May need to work on multiple, very different operating systems
May be intended for users to modify / compile themselves
Should work on a wide range of hardware configurations
Documentation probably either in a manual or in the software itself

Command-line Application - Linux Tool

User interface is text based, probably via command-line arguments
Intended to be modified / compiled by users - though most will choose not to
Documentation has standard formats - also accessible from the command line
Should be usable as part of a pipeline

Command-line Application - High Performance Computing

Similar to a UNIX Tool
Usually supports running across multiple networked machines simultaneously
Usually operated via a scheduler - interface should be scriptable
May need to run on a wide range of hardware (e.g. different CPU architectures)
May need to process large amounts of data
Often entirely or partially written in a lower-level language for performance (e.g. C, C++, Fortran)

Web Application

Usually has components which run on server and components which run on the user’s device
Graphical interface should usually support both Desktop and Mobile devices
Client-side component should run on a range of browsers and operating systems
Documentation probably part of the software itself
Client-side component typically written in JavaScript

Challenge

Class Exercise: What Classes of Non-functional Requirements Are There?

5 mins.

As a class, what types of non-functional requirements can you think of?

Show me the solution

Some typical classes of non-functional categories include:

Security: how do we ensure a user is authenticated and authorised to conduct a particular action?
Performance: what performance goals will the software be required to satisfy?
Usability: how will the user interact with the software?
Reproducibility: how do we ensure others are able to reproduce results generated using the software?
Portability: to what extent should the software be able to run on different systems with minimal changes?
Maintainability: how easily can the software be modified, enhanced, or restructured?
Reliability: to what extent should the software we able to operate without errors and unexpected failures?
Availability: to what extent should the software remain accessible and operational when needed?

A more comprehensive list can be found on Wikipedia.

The Coffee Beans Analysis Project

For the remainder of the course, we’ll be making use of a hypothetical scenario for many exercises, where a fictional coffee company is looking for a small software company to do some software development and analysis for them on an existing dataset.

Details for this scenario are found in the Project Brief.

Challenge

Solo Exercise: Develop User Stories

5 mins.

Read through the project brief linked above, and write down some user stories (no more than 6). The project is only concerned with the needs of the coffee company, so you only need to consider that as a single user type or persona.

Reminder of user story format:

As a [type of user], I want [an action] so that [benefit].

Show me the solution

Some examples:

As a coffee provider, I want to understand from which suppliers to source the best coffee beans, so that we maintain our artisanal reputation.
As a coffee provider, I want to understand how many suppliers exist in each country, so that we can simplify our supplier chain.
As a coffee provider, I want the resultant code to be reproducible and documented, so that I can regenerate results from previous analyses.

Discussion

Group Exercise: Create a Product Repository

10 mins.

For this course each group will create it’s own GitHub software repository, based on another repository that contains the original client code that will be adapted.

First, select one member of the group to create the repository, who needs to:

Go to https://github.com/softwaresaved/coffee-analysis on GitHub.
Select the Use this template button on the right, and then Create a new repository.
On the following page, enter a suitable owner (such as yourself) and the repository name (such as coffee-analysis), and ensure the repository is public. Ordinarily in such circumstances, development would very likely be private, but for the purposes of training, select a public repository.
Select Create repository

A new repository will be created, with the contents of the original repository included.

Secondly, each member of the group needs to be invited to collaborate on the repository, to ensure they have access. The individual who created the repository thus needs to:

Select Settings on the new repository page, then select Collaborators (you may need to provide additional authentication for this step).
On the Collaborators and teams page, under Manage access, select Add people.
In the pop-up box, you should be able to search for each group member’s GitHub account by username, and select Add to repository to send an invite.
Each new member will need to accept the invite, which is sent out by email.
Ensure each member has the Maintain permission on the repository, which will allow them to push commits to the repository, and perform other non-destructive repository actions.

Capturing Requirements in a Product Backlog

A product backlog is a prioritised list of functionality that a product should contain; essentially, a list of work for the development team. It represents everything that might be needed in the product and is the single source of truth for all work. They include requirement-related aspects such as features, bugs, improvements, and non-functional requirements, but also any other supporting tasks such as any needed research (also known as spikes), and other implementation-related tasks (like cleaning up/refactoring code).

A product backlog is owned by the product owner (the client), and is dynamic, in that it evolves as the needs of the product evolves. Regular backlog refinement sessions throughout a project ensure items are updated, estimated, re-prioritised if necessary, and ready for upcoming sprints.

Using GitHub Issues to Manage Requirements

For a given repository, GitHub provides Issues - a framework for managing bug reports, feature requests, and lists of future work which is ideal for our needs.

Go back to the home page for your repository in GitHub, and click on the Issues tab. You should see a page listing the open issues on your repository - currently there should be none. The issues we add here will form our product backlog.

Callout

The Issues aren’t Visible!

If you do not see the Issues tab, the repository owner needs to enable it in the settings of the repository: go to the Settings tab, scroll down to the Features section, and activate the checkmark on Issues.

From the Issues tab you can create new issues by selecting New Issue:

When you create an issue, you can add a range of details to them. They can be assigned to a specific developer for example - this can be a helpful way to know who, if anyone, is currently working to fix the issue, or a way to assign responsibility to someone to deal with it.

They can also be assigned a label. The labels available for issues can be customised, and given a colour, allowing you to see at a glance the state of your code’s issues. The default labels available in GitHub include:

bug - indicates an unexpected problem or unintended behavior
documentation - indicates a need for improvements or additions to documentation
duplicate - indicates similar or already reported issues, pull requests, or discussions
enhancement - indicates new feature requests, or if they are created by a developer, indicate planned new features
good first issue - indicates a good issue for first-time contributors
help wanted - indicates that a maintainer wants help on an issue or pull request
invalid - indicates that an issue, pull request, or discussion is no longer relevant
question - indicates that an issue, pull request, or discussion needs more information
wontfix - indicates that work will not continue on an issue, pull request, or discussion

Adding New Issue Labels

Many of these label types are useful, but what if we need to add new labels?

If we go to our Issues tab, then select Labels next to the search box, we should see a list of existing issue labels:

By selecting New label, we specify a new label name, description, and even a new label colour, before selecting Create label.

Add our Coffee Analysis Requirements to a Product Backlog

Challenge

Class Exercise: What Makes a Good Requirement?

5 mins.

As a class, discuss which characteristics make a good requirement.

Show me the solution

In general, a good requirement is:

Clear and concise - there shouldn’t be any confusion regarding its interpretation
Valuable - is relevant to the project by addressing a user need
Singular in scope - articulating a single need or quality attribute
Actionable - is sufficiently concrete and detailed enough to be implementable
Attainable - is realistic enough in scope to be achieved within a reasonable timeframe
Verifiable/testable - any solution that addresses the requirement can be verified to satisfy that requirement

Discussion

Group Exercise: Create a Product Backlog

15 mins.

As a group, examine the project brief and identify (perhaps around 10-15) key requirements for the project, and add these as new issues to our product backlog in GitHub, assigning an appropriate label to classify the type of issue.

For our purposes it would be good to label some issues as a new feature as well (as opposed to an enhancement of existing code), so add this as a new type of label and use that where appropriate.

Be sure to add a suitable (and concise) description for the issue.

Key Points

User Stories help to understand project needs from the perspective of the client
User Stories follow the format As a [type of user], I want [an action] so that [benefit]
Clear and well understood requirements are fundamental to a successful project
Evidence that most project errors are introduced during the handling of requirements
Requirements will change over time, and we need to allow and manage for that
Requirements are more than just features: non-functional requirements capture the environment and how and in what way the software should operate and be provided
A product backlog is a prioritised list of desired product functionality owned by the product owner (typically the client)