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Requirements Management
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Requirements Management · Available now

Keep requirement revisions and delivery decisions connected.

Requirements Management connects a project and organization to the requirements the team must deliver. A business analyst records a requirement's owner, revision, dates and lifecycle status, then breaks it into assigned requirement items with priority, estimates and due dates.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewActive Projects
Requirements Management · Projects

Active Projects

Projects in one list

New project
Projects in view
6
Active
3
At risk
3
End date within 14 days
2
Active3
HC-PORTAL-26Harbor clinic intake redesign
22 Oct
CR-BEN-26Cedar benefits portal
14 Oct
BV-ONB-26Vendor onboarding workflow
04 Nov
Add
At risk3
NL-INV-26Northline inventory integration
11 Oct
FS-MOB-26Field service mobile rollout
02 Nov
RP-REPORT-26Regional reporting refresh
11 Oct
Add
HC-PORTAL-26Projects · PRJ-63603
Active
Project nameHarbor clinic intake redesign
OrganizationWillowbend Finance Group
OwnerIris Chen
End date22 Oct
Requirement progress percent12%
Review baselinePRJ-63603 · HC-PORTAL-26

Project Manager reviews the submitted revision and records approval or rejection.

Waiting for Project Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
13
Saved views
14
Roles with set permissions
6
Reports and dashboards
8
Features

See requirement work in context

Every feature works on the same records. Pick one to see the screen your team works in.

Project context

Set the organization, owner and delivery dates around requirement work.

  • Organizations
  • Projects
  • Team
  • Organizations
  • Projects
  • Team members
  • Requirements
  • Baselines
  • Verification findings
Explore project context
OverviewMy Requirements
Requirements Management · Project context

My Requirements

Requirements

New
Requirement codeRequirement nameProjectOwnerStart dateEnd date
REQ-INT-014Capture complete intake addressClaims review automationZoya Petrov19 Oct21 Oct
REQ-INV-028Display warehouse stock ageField service mobile rolloutEvan Sato14 Oct21 Oct
REQ-CNS-011Record informed submission consentRegional reporting refreshAmara Okonkwo20 Oct26 Oct
REQ-MOB-033Support offline field notesBilling platform migrationSana Qureshi30 Oct01 Nov
REQ-VND-019Track vendor document gapsField service mobile rolloutNoah Keene19 Oct22 Oct
6 of 6 records
REQ-INT-014Requirements · RQR-71653
Not started
Requirement nameCapture complete intake address
ProjectClaims review automation
OwnerZoya Petrov
Start date19 Oct
End date21 Oct
Example screen with sample data
Process

From project scope to verified work

Requirement to accepted baseline ships ready to use. One step needs a named approval before the work moves on: Review baseline (Project Manager).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Set project context

    Name the project, organization, owner and delivery dates.

    HC-PORTAL-26PRJ-63603 · Project Manager
    Set project contextBy Project Manager

  2. Register requirements

    Record the requested outcome and current revision under the project.

    HC-PORTAL-26PRJ-63603 · Business Analyst
    Register requirementsBy Business Analyst

  3. Break down work

    Assign smaller items with priorities, estimates and due dates.

    HC-PORTAL-26PRJ-63603 · Business Analyst
    Break down workBy Business Analyst

  4. Submit baseline

    Put acceptance criteria and a known revision forward for review.

    HC-PORTAL-26PRJ-63603 · Business Analyst
    Submit baselineBy Business Analyst

  5. Review baseline

    The Project Manager decides on the submitted baseline.

    HC-PORTAL-26PRJ-63603 · Project Manager
    Review baselineBy Project Manager
    ApprovalProject Manager reviews the submitted revision and records approval or rejection.

  6. Verify delivery

    Track findings through investigation and checking.

    HC-PORTAL-26PRJ-63603 · QA Engineer
    Verify deliveryBy QA Engineer

Start with Project and requirement setup

Inside a record

Connect the records your team uses

Open any project to see its baselines, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Project name, Organization, Owner and End date.

  2. 2
    Baselines

    Each line is linked to this project.

  3. 3
    Who works on it

    Admin, Delivery Lead and Project Manager, each with their own permissions.

  4. 4
    Process stages

    Set project context and Register requirements, with the role that acts.

  5. 5
    Approvals

    Review baseline, with who decides.

Active ProjectsHC-PORTAL-26
Requirements Management · Projects

HC-PORTAL-26

Harbor clinic intake redesign · Active

Log activity
1
Record details
Project nameHarbor clinic intake redesign
OrganizationWillowbend Finance Group
OwnerIris Chen
End date22 Oct
2
Baselines

HC-PORTAL-26

Baseline nameProjectOwner
Portal launch acceptance baselineField service mobile rolloutZoya Petrov
Inventory sync release baselineClaims review automationAmara Okonkwo
Claims intake sign-off baselineField service mobile rolloutNoah Keene
Baselines
6
Total revision
3,500
3

Who works on it

  • AdminManage Users, Organizations, team members
  • Delivery LeadManage Projects, Baselines, change impacts
  • Project ManagerManage Projects, Requirements, Baselines, verification…
4

Process stages

  • Set project contextProject Manager
  • Register requirementsBusiness Analyst
5

Approvals

  • Review baselineProject Manager
    Approved
Example screen with sample data
Approvals

Review the submitted revision

Delivery Lead and Admin need access to failed operation receipts so a rejected action can be investigated.

OverviewApprovals
Requirements Management · Overview

Approvals

Signed in as Project Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • BSL-92677Portal launch acceptance baseline
    Field service mobile rolloutRequested by Zoya Petrov
    Submitted0dActions
  • BSL-18664Inventory sync release baseline
    Claims review automationRequested by Amara Okonkwo
    Submitted1dActions
  • BSL-57299Claims intake sign-off baseline
    Field service mobile rolloutRequested by Noah Keene
    Submitted5dActions
  • BSL-39514Mobile access review baseline
    Northline inventory integrationRequested by Noah Keene
    Submitted4dActions

Who approves what

DecisionApprover
Review baselineThe Project Manager decides on the submitted baseline.Project Manager
Approve BaselinesDelivery Lead
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Requirements Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains user access, reference records and the operating setup.

  • Manage Users, Organizations, team members
  • View Projects, Requirements, requirement items, Baselines, verification findings, change impacts, time entries, operation receipts, review decisions, record attachments

Roles and permissions

Reports

Answer delivery questions from records

Review requirement progress, baseline timing, verification and delivery effort.

Overview
Requirements Management · Overview

Requirements Management dashboard

This quarter

Baselines in view
6
Submitted
6
Reviewed at within 14 days
3

Projects by status

How far records got this quarter

StageReachedStep
Planned49
Active1224%
On hold217%
At risk150%

Number of projects by status

Sample counts per stage

0
-30Planned
-10Active
-40On hold
-10At risk
0Completed
Example screen with sample data
  1. 01Requirement progress by project

    Which project has blocked or unfinished requirement work?

  2. 02Requirement item workload

    How do assigned estimates and actual hours compare by team member and project?

  3. 03Baseline due-date review

    Which baselines are pending or have missed their target?

  4. 04Verification finding severity

    Which projects carry the most serious unresolved findings?

  5. 05Change impact exposure

    Where is mitigation still needed, and who owns it?

  6. 06Time entry approval results

    Which recorded hours have a completed outcome?

  7. 07Operation failure review

    Which attempted actions need investigation?

  8. 08Project hours variance

    How do estimated, actual and logged hours compare across projects?

All reports and dashboards

Who it's for

Fit your delivery setting

See how Requirements Management fits your kind of team.

Product teams

Coordinate changing product requirements with reviewable acceptance baselines.

Client delivery teams

Connect client project scope, delivery work, changes and recorded effort.

Internal programs

Track internal project requirements, verification and capacity in one operating view.

Controls

Trace the action and its outcome

Each stage of requirement to accepted baseline names the role that acts and the status it records, so a change is never anonymous.

OverviewRequirement to accepted baseline
Requirements Management · Process

Requirement to accepted baseline

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
4
Tables touched
11
Set project context
Project Manager
StatusPlanned → Active
RecordsOrganizations, Team members, Projects
Work the items
Team Member
StatusBacklog → in progress → in review
RecordsRequirement items, Team members
Review baselineApproval
Project Manager
StatusSubmitted → Approved
RecordsBaselines, Projects
Requirement to accepted baseline
  1. Start
    Set project contextPlanned → Active
    Organizations
  2. Step
    Work the itemsBacklog → in progress → in review
    Requirement items
  3. Approval
    Review baselineSubmitted → Approved
    Baselines
  4. Step
    Verify deliveryOpen → Triaged → in progress → Fixed → Verified
    Verification findings
  5. Step
    Assess changeOpen → Monitoring → Mitigated
    Change impacts
Example screen with sample data

See each stage in detail

AI agent

Ask about the work in progress

Help each role find the right requirement, review and evidence records.

It can

  • Project Manager: Summarize active projects, submitted baselines and unresolved change impacts before a review.
  • Business Analyst: Find requirements by project and revision, then show their child items and baseline criteria.
  • QA Engineer: List open verification findings with severity, owner and project for a checking session.
  • Team Member: Show assigned items and the status of submitted time entries.

Stays with a person

  • An assistant can retrieve and organize records, but the Project Manager makes the baseline acceptance decision.
  • The QA Engineer verifies a fix, and the Team Member confirms hours before submission.
  • Check the current requirement revision and project link before acting on a summary.
  • Usage depends on the actions, records and connected services the team chooses to run.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Requirements Management
  • Project import
  • Testing evidence
  • Work tracking
  • Time source
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 13 tables
13tables
  • Project context8
  • Requirement register6
  • Requirement items5
  • Baselines and acceptance7
  • Verification and change7
  • Time and evidence7
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Prepare context

    Enter organizations, team members and an active project with owner and dates. Agree the meaning of project status and delivery method.

  2. Build the register

    Import current requirements with project links, owners and revisions. Add assignable requirement items and check the board.

  3. Rehearse acceptance

    Create a baseline with acceptance criteria, submit it and inspect the stamped review time and receipt. Have the Project Manager record the decision.

  4. Check exceptions

    Record a verification finding and change impact, assign owners and test how they appear in project reviews.

  5. Check effort and evidence

    Submit valid and invalid time entries and inspect decisions, receipts and attachment visibility.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Requirements Management.

All questions
How do I get started?

Click Get started, then use Proto to configure Requirements Management for your business. Begin with one project, its current requirements and a baseline review so the team can check ownership, revisions and decisions together.

What is the main requirement record?

A requirement holds the requested outcome, project, owner, revision, dates and lifecycle status. Requirement items break it into assignable work.

How do I organize the work beneath a requirement?

Create requirement items with a title, priority, assignee and due date. Use the status board to review work in backlog, progress, review, blocked and done states.

How does a baseline review start?

The Business Analyst adds acceptance criteria and a revision to a baseline, then submits it. Submission stamps the review time and writes an operation receipt tied to the expected revision.

Who records the baseline decision?

The Project Manager reviews the submitted version and criteria, then records approval or rejection on the baseline with a decision date and notes.

Where do verification issues go?

QA Engineer records verification findings against a project with severity and owner. The finding remains visible while it is open, triaged or in progress.

How are project changes assessed?

Use a change impact record for the category, probability, impact, mitigation and owner. Review the related requirement and baseline when acceptance scope changes.

What happens when time is submitted?

The approval action checks positive hours and submitted status. Eligible entries become approved with a review decision and operation receipt; failed checks leave a receipt with the reason.

Can a time entry point to requirement work?

Yes. It requires a team member and project, and can also reference a requirement item. Check that the item belongs to the intended project before submitting.

How do we review failures?

Open the failed operation receipts and inspect the operation, reference and failure reason. Correct the source record before another attempt.

Set up Requirements Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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