Describe roles and records
List the people who create, approve, view and export information. Describe the core records and their relationships in plain language. Include exceptions such as reassignment, cancellation and record merging. Identify the organization responsible for each dataset and what information should never appear in a broad operational list.
Map one complete workflow
Choose a valuable path from initial input to finished outcome. Show who acts at each stage, what evidence is required and what can go wrong. Define how the system handles a failed external call, a duplicate submission or two people editing together. A narrow complete workflow is a better first release than many disconnected administration screens.
Define nonfunctional requirements
Record access controls, backup and recovery needs, expected data volumes, accessibility goals and operational support. Distinguish a measured requirement from a preference. If a dashboard must update quickly, specify the source and acceptable delay rather than writing real-time everywhere. Identify external services and their account, cost and rate-limit constraints.
Make acceptance reviewable
Use observable checks: a revoked user cannot read a record, a repeated callback does not duplicate a payment state, and a backup restores the agreed data. Name the approver for each check. Specify repositories, accounts and documentation in the handover. Keep future ideas in a separate backlog and compare changes against the original first-release goal.