Requirements Specifications for SAP EWM: The Key to a Successful Project

In the world of warehouse management systems, SAP Extended Warehouse Management (SAP EWM) is a proven tool that helps companies optimize their logistics processes. However, like any major IT project, thorough preparation is essential.

A requirements specification (Lastenheft) serves as the foundation for a successful SAP EWM project. In this article, we explore why a requirements specification is so important, how to create one, and what costs you can expect.

1. Why Create a Requirements Specification for an SAP EWM Project?

A requirements specification defines the needs and expectations of a company for a planned IT system. For an SAP EWM project, it serves several key purposes:

  • Clarity and Structure: A requirements specification ensures that all stakeholders share a common understanding of the project’s objectives.
  • Understanding Processes and Performance: During its creation, processes are defined with input from employees. This clarity fosters engagement and ensures that the phrase “we’ve always done it this way” is critically examined. Employees should understand the optimization potential within an SAP implementation project.
  • Basis for Procurement and Offers: Service providers can create well-informed proposals based on the requirements specification.
  • Risk Mitigation: Precise documentation of requirements reduces misunderstandings and development errors.
  • Traceability: In the subsequent creation of the functional specification (Pflichtenheft), the requirements specification serves as a reference document to ensure adherence to the defined requirements.


2. Approach

Creating a requirements specification requires a structured approach. The following steps have proven effective: 

  • Needs Analysis: Analyze current warehouse processes and identify areas for optimization. Continuously question whether processes are still up-to-date.
  • Involve Stakeholders: Engage relevant departments, such as logistics, IT, and controlling, to gather comprehensive requirements.
  • Document Requirements: Describe both functional (e.g., goods receipt, picking) and non-functional requirements (e.g., performance, scalability).
  • Prioritization: Assign priorities to requirements to plan implementation efficiently.
  • Alignment: Finalize the requirements specification only after aligning with all stakeholders.

3. Costs

Creating a requirements specification involves some effort, but the long-term benefits far outweigh the initial investment. Typical cost factors include:

  • Internal Effort: The time employees spend in workshops and documentation.
  • External Consulting: Experienced consultants can be brought in to assist with the creation process. We highly recommend involving external experts to critically assess processes and identify optimization opportunities. This step can save significant time and money during the implementation phase and post-go-live.
  • Tools: Software for documenting and managing the requirements specification.

The total costs depend heavily on the project’s size and the complexity of the requirements. However, they are usually far less than the costs incurred by potential development errors or delays later.

4. Conclusion

A detailed requirements specification is an indispensable tool for a successful SAP EWM project. It provides clarity, minimizes risks, and lays the groundwork for a smooth implementation. Companies that take this step seriously invest in the sustainability and efficiency of their logistics processes.

At PRECOGIT, we’re happy to support you in creating a requirements specification and provide vendor- and technology-neutral advice when choosing your new warehouse management system.