Getting Accurate Specifications for Software?

spiffcow asks: "I design internal software for users that are largely computer-illiterate, and obtaining accurate specs for these programs has become a huge challenge. In the most recent instance, I asked for detailed specs on what an accounting program should do (i.e. accounting rules, calculation methods, and so forth), and received a Word document mock-up of an input screen, complete with useless stickers. This seems to be the norm around here. When I asked my boss (the head Sales manager) for specs, he responded saying that it was my responsibility to determine what was needed. How do I convey to the users that, in order to develop the software they want, I need detailed, accurate specs?"

Comments

Impossible

[synx]

What you think your job is, and what your actual job is are two quite different things. Traditional software 'methodology' is bunk and doesn't work - this is why you are confused.

You think it works like this:
- User knows what they want
- They write it down
- You...?
- Programmers implement it (probably wrongly)

If you consider your job more like an architect, then you will see the flow is really more like:

- Users think they know what they want (maybe)
- They can tell you what they DONT want
- You interpret their needs/desires in to a design and spec
- Programmers implement it (probably wrongly, but nothing is perfect)

If you think about what architects do for their clients, they figure out roughly what the client wants (house, building, garden, etc) and various parameters specified and unspecified in fuzzy things (building code, safety margins, design principles, aesthetics, etc). They then produce a number of different designs and design ideas to run past the client. Iterate a few times and then once they have sign off, build it.

If you were required to write some 300 page doc about the house you want, you'd be finding a new architect. Likewise, make life easy on your customers. I'm sure they have pre-existing documents and references regarding the accounting rules they need implemented (I assume you are familiar with accounting - if not, why the hell are you building it?!). But as for the UI and other software design features, most people just want something that (a) works (b) well (c) usable (d) does what they need. Meaning, don't ask for label or window placement.

If you have a RAD tool such as interface builder on OS X then you can create semi-functional mocks easily. I'm sure .NET has something similar.

Re:an unrealistic ideal

[Diomedes01]

What I found is that when they are in front of the app, after a bit of usage they think "could you add feature X?" "how can I do Y?" and so on. I implement X and Y, and only then they ask "oh, you did Y? So why not Z?" etc. So the spec becomes dynamic, in the sense that only when they see a milestone accomplished new possibilities come to their (and my) mind. It's a climbing process. I don't know if it's the same also for pro developers.

If you are lucky enough to live and work in an environment that allows this, then it is, IMHO, the absolute best method for developing software. Now unfortunately, in much of the world, and especially at larger companies, very rigid software development practices are followed that make this sort of agile, iterative development difficult or impossible. I am lucky; I work at such a company,and work directly with a group of developers who use a very rigid, unflexible system; we don't see the product until it's been completed based on the spec - any iterative feedback I or my colleagues has is worthless, and would have to be done to fit into the next quarterly release cycle. Luckily, I also do my own development for some internal departments, and am given the freedom to work in a more agile manner.