Templates for BRD, Functional Spec, UAT, Testing & Project Documentation
Complete one BRD per major business process (e.g., Order to Cash, Procure to Pay). Sections marked REQ are mandatory for sign-off.
| Section | Field / Item | Description | Status |
|---|---|---|---|
| 1. Document Info | Document Title | Name of the process being documented | REQ |
| Version | e.g., v1.0, v1.1 | REQ | |
| Author / Consultant | Name of the person who prepared this document | REQ | |
| Date / Sign-off Date | Date prepared and date approved by business | REQ | |
| 2. Business Context | Business Objective | What problem is this process solving? | REQ |
| Scope (In / Out) | What is included and excluded from this requirement | REQ | |
| Assumptions | List any assumptions made while documenting requirements | OPT | |
| 3. AS-IS Process | Current Process Description | How the process works today (before ERP) | REQ |
| Pain Points | What is broken, slow, or manual today | REQ | |
| Systems Currently Used | Excel, legacy system, manual forms, etc. | REQ | |
| Volume / Frequency | How many transactions per day/month | OPT | |
| 4. TO-BE Requirements | Functional Requirements | What the system must do (numbered list) | REQ |
| Non-Functional Requirements | Performance, access, security needs | OPT | |
| Integration Requirements | Other systems this process connects to | OPT | |
| Reporting Requirements | What reports/outputs are needed | REQ | |
| Approval Workflow | Who approves what and at which threshold | REQ | |
| 5. Sign-Off | Business Process Owner | Name and signature | REQ |
| IT / ERP Consultant | Name and signature | REQ | |
| Project Sponsor | Name and signature | REQ |
| Section | Field | Content to Document | Status |
|---|---|---|---|
| 1. Overview | FS Reference Number | Unique ID (e.g., FS-SD-001 for Sales & Distribution) | REQ |
| Related BRD Reference | Link back to the BRD that drives this FS | REQ | |
| SAP Module | MM, SD, FI, CO, PP, WM, etc. | REQ | |
| 2. Process Design | Process Flow Description | Step-by-step description of the SAP process | REQ |
| Transaction Codes | List T-codes used (e.g., VA01, ME21N, MIGO) | REQ | |
| Screen Layouts | Fields to display, mandatory fields, hide/show rules | REQ | |
| Validation Rules | Field-level validations and business rules | REQ | |
| 3. Configuration | IMG Path / Config Steps | Exact SAP IMG path for each configuration point | REQ |
| Master Data Requirements | What master data must exist before this works | REQ | |
| User Roles / Authorisations | Who can execute which transaction | OPT | |
| 4. Output / Reports | Output Type | Print, email, EDI, PDF (e.g., invoice, PO, delivery note) | OPT |
| Report Name / T-Code | Standard SAP reports or custom ABAP reports needed | OPT | |
| Enhancement / ABAP Required? | Yes/No — if yes, raise Development Request (DR) | REQ | |
| 5. Testing Reference | UAT Script Reference | Link to the UAT script number that tests this FS | REQ |
| Expected System Behaviour | Describe what the system should do when the process runs correctly | REQ |
| Field | Description | Example |
|---|---|---|
| Test Script ID | Unique reference | UAT-SD-001 |
| Related FS / BRD | Link to source document | FS-SD-001 / BRD-SD-001 |
| Process Name | Business process being tested | Create Standard Sales Order |
| SAP Module | Module being tested | SD — Sales & Distribution |
| Tester Name | Business user performing the test | Sales Manager / Key User |
| Test Date | Date test was executed | DD/MM/YYYY |
| Pre-Conditions | What must exist before this test can run | Customer master, material master, pricing conditions |
| Test Steps (numbered) | Step-by-step actions the tester must perform | 1. Execute VA01 → 2. Enter order type OR → 3. Enter customer number → … |
| Input Data | Exact data to enter for this test | Customer: 10001, Material: MAT-001, Qty: 10 |
| Expected Result | What should happen if the system is configured correctly | Sales order created with document number, pricing populated, credit check passed |
| Actual Result | What actually happened during the test | Tester fills in during testing |
| Pass / Fail | Outcome of the test | PASS / FAIL / PARTIAL |
| Defect Reference | If fail — raise defect log number | DEF-001 |
| Retest Required? | Yes/No after defect fix | Yes — after fix confirmed by consultant |
| Sign-Off | Business user signature on completion | Name + Date |
| Field | Description | Example / Options |
|---|---|---|
| Defect ID | Unique number for tracking | DEF-001, DEF-002 |
| Raised By | Person who found the defect | Business user name |
| Date Raised | When the defect was found | DD/MM/YYYY |
| UAT Script Reference | Which test script triggered this defect | UAT-MM-003 |
| Module / Area | SAP module affected | MM, SD, FI, CO, PP |
| Defect Description | Clear description of what went wrong | "PO price not pulling from info record" |
| Steps to Reproduce | How to reproduce the issue | 1. ME21N → 2. Enter vendor → 3. Price field blank |
| Priority | Business impact level | P1-Critical / P2-High / P3-Medium / P4-Low |
| Assigned To | Consultant responsible for fixing | Consultant name |
| Root Cause | Why did this happen? | Info record not maintained for vendor/material combination |
| Fix Description | What was done to resolve it | Created purchasing info record ME11 |
| Fixed Date | When the fix was applied | DD/MM/YYYY |
| Retest Status | Outcome after fix | Pass / Fail / Pending |
| Closed Date | When the defect was formally closed | DD/MM/YYYY |
| Status | Current state | Open / In Progress / Resolved / Closed |
Define scope, assemble team, set up project governance, agree timelines and budget. Deliverables: Project Charter, Scope Document, Resource Plan.
Document AS-IS processes, design TO-BE processes, complete BRDs. Key output: signed-off Business Blueprint document per module.
Configure SAP based on approved BRDs and Functional Specs. Includes ABAP development, integration setup, master data preparation.
Test end-to-end scenarios across modules. Identify and resolve cross-module integration gaps before UAT begins.
Business users test all processes against UAT scripts. Defects logged and resolved. Sign-off obtained from all department heads.
Data migration final load, cutover plan execution, parallel run (if applicable), go-live readiness assessment.
System goes live. Intensive support for 4–8 weeks. Daily issue resolution, user support, performance monitoring.
Handover to internal support team or managed services. Close project, lessons learned session, final sign-off.