Requirement gathering is often seen as a procedural step in ERP implementations, but in reality, it is the foundation upon which project success or failure is built. Having worked on diverse Dynamics 365 Finance & Operations (D365FO) projects—including complex implementations, I’ve learned that requirement gathering isn’t just about documentation. It’s about listening deeply, asking the right questions, and resisting the urge to jump to solutions too early.
Let me share what I’ve learned and what I wish more teams knew from the start.
1. Start with the Business, Not the System
Sometimes, stakeholders bring in a long list of features from previous systems or demos. This often leads to a solution-first mindset, instead of a problem-solving approach.
Instead, steer discussions around:
- Goals and KPIs
- Operational pain points
- Stakeholder priorities
This opens the door to more focused, value-driven requirements.
2. Avoid the “Laundry List” Trap
Stakeholders sometimes approach requirement gathering with a long list of features they saw in a previous system or during a product demo. The risk here is turning your requirements into a shopping list instead of a problem-solving journey.
Instead, guide them with structured sessions:
- What are your business goals?
- Where are your pain points today?
- What decisions do you wish you had better data for?
In one project, rather than just asking for “invoices to be sent via email,” we uncovered a deeper need: automated email invoicing per airline with customized backup details, driven by integration with flight and fueling data systems.
3. Segment Functional Areas Thoughtfully
In D365FO, the modules don’t operate in silos—and neither should your requirement sessions. Successful requirement gathering is usually broken down into focused sessions across functional domains such as:
- Finance (General Ledger, AP/AR, Fixed Assets, Budgeting)
- Supply Chain (Procurement, Inventory, Warehousing)
- Billing and Revenue Recognition
- Projects, Time & Expense
- Security, Compliance, and Reporting
- Integrations and Technology
Each area should be explored not in isolation, but in relation to upstream/downstream processes.
4. Always Align Requirements to Standard Capabilities First
Before proposing a customization or extension, always validate if the requirement can be addressed using standard D365 functionality. Many gaps that appear unique are actually addressable with existing configuration, workflows, or Power Platform integration.
✅ Tip: Start with a fit-gap mindset, not a gap-first mindset.
✅ Tip: Always ask: “Can this be handled through configuration, workflows, or Power Platform before we customize?”
5. Document With Scenarios, Not Just Statements
Requirements are often captured in bullet points like “System should allow multiple billing rates.” But without context, this can be misinterpreted.
✅ Better: “Users must be able to apply different billing rates based on contract type and service category. Rates should be effective-dated and defaulted where applicable.”
Use real-world process flows and edge cases to build clarity.
7. Prevent Workshop Fatigue with Structure
Extended workshops often lead to fatigue and disengagement. Maintain energy and focus by:
- Keeping sessions under 90 minutes
- Sharing clear agendas and outcomes
- Circulating pre-read materials
- Summarizing decisions and open points after each session
8. Collaborate in ADO (Azure DevOps) — or It Doesn’t Exist
As a colleague once said:
“If a requirement is not in ADO, then it does not exist.”
Capturing requirements directly in Azure DevOps ensures alignment between functional leads, developers, and testers. It creates traceability across use cases, tasks, and test cases. Verbal agreements or email threads are not enough—if it’s important, it should be recorded where the team works.
✅ Use ADO to track:
- Requirements and features
- Linked user stories and acceptance criteria
- Test cases and issue logs
Final Thoughts
Requirement gathering in D365FO projects is both an art and a discipline. It requires facilitation skills, product knowledge, business insight, and empathy. More than anything, it requires clarity—because unclear requirements lead to rework, scope creep, and missed expectations.
Whether you are a functional consultant, business analyst, or customer stakeholder, remember this:
💡 “Don’t just document what the system should do—understand why the business needs it to do that, and make sure it’s captured where it counts.”
Want to Collaborate?
If you’re planning a D365FO implementation or transformation and want structured, proven approaches to requirements gathering—let’s connect. I specialize in helping organizations translate complexity into clarity and execution.
📩 Reach out at info@pulse365.ca or follow me here on LinkedIn. https://www.linkedin.com/in/arshad-mohammed-603aa814/
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