Functional Specification Document (FSD)

Table of Contents

  1. Introduction
  2. Purpose
  3. Scope
  4. Definitions, Acronyms, and Abbreviations
  5. References
  6. Overview
  7. Functional Requirements
  8. Data Requirements
  9. User Interface Requirements
  10. Non-Functional Requirements
  11. Assumptions
  12. Constraints
  13. Acceptance Criteria
  14. Appendix
  15. Approval

Introduction

This document provides the functional specifications for Project Genesis, aimed at generating personalized follow-up emails rather than canned or templated responses.

Purpose

The purpose of this FSD is to detail the functional requirements for Project Genesis, ensuring the solution effectively personalizes follow-up emails based on specific criteria.

Scope

The scope of Project Genesis includes the development of a system that can:

  • Personalize follow-up emails using recipient’s name and contact information.
  • Incorporate details about what the recipient's company does.
  • Utilize historical data regarding prior interactions with the recipient's company.
  • Apply a consultative approach to the sales process.

Definitions, Acronyms, and Abbreviations

  • FSD: Functional Specification Document
  • Recipient: The individual receiving the follow-up email
  • Company: The organization the recipient is associated with
  • Consultative Approach: A sales approach that focuses on understanding customer needs and offering solutions accordingly

References

  • None

Overview

Project Genesis aims to create a system that personalizes follow-up emails by leveraging recipient information, company details, and prior interaction history, while adhering to a consultative sales approach.

Functional Requirements

Requirement 1: Recipient's Information

  • ID: FR-001
  • Description: The system must retrieve and utilize the recipient's name and contact information to personalize follow-up emails.
  • Priority: High
  • Source: Sales Team
  • Rationale: Personalizing emails with the recipient’s name and contact info increases engagement.
  • Acceptance Criteria: The recipient's name and contact details are accurately used in the follow-up emails.
  • Dependencies: Availability of recipient data in the CRM.

Requirement 2: Company Information

  • ID: FR-002
  • Description: The system must retrieve and incorporate details about what the recipient's company does.
  • Priority: High
  • Source: Sales Team
  • Rationale: Including company-specific details makes the email relevant and personalized.
  • Acceptance Criteria: Follow-up emails include accurate and relevant information about the recipient’s company.
  • Dependencies: Availability of company data in the CRM.

Requirement 3: Prior Interactions

  • ID: FR-003
  • Description: The system must be able to retrieve and use data on any prior interactions with the recipient's company.
  • Priority: High
  • Source: Sales Team
  • Rationale: Awareness of prior interactions helps tailor the follow-up email to the current context.
  • Acceptance Criteria: Follow-up emails reflect an understanding of prior interactions.
  • Dependencies: Historical interaction data in the CRM.

Requirement 4: Consultative Approach

  • ID: FR-004
  • Description: The system must adopt a consultative approach to the sales process in the follow-up emails.
  • Priority: Medium
  • Source: Sales Team
  • Rationale: A consultative approach builds trust and better addresses the recipient’s needs.
  • Acceptance Criteria: Follow-up emails demonstrate a consultative approach.
  • Dependencies: None.

Data Requirements

The system must store and retrieve data related to:

  • Recipient’s name and contact information
  • Company details
  • Prior interactions with the company

User Interface Requirements

The user interface should:

  • Allow sales representatives to input and update recipient and company information.
  • Provide an intuitive interface for viewing and managing prior interactions.
  • Facilitate the generation and review of personalized follow-up emails.

Non-Functional Requirements

  • Performance: The system must generate personalized emails within 2 seconds.
  • Security: Data must be securely stored and transmitted.
  • Usability: The interface should be user-friendly and accessible.
  • Scalability: The system should handle an increasing number of users and data.

Assumptions

  • The CRM system already contains accurate and up-to-date recipient and company data.
  • Sales representatives are trained to use the consultative approach.

Constraints

  • The system must integrate with the existing CRM.
  • Data privacy and compliance regulations must be adhered to.

Acceptance Criteria

  • Personalized follow-up emails are generated accurately and promptly.
  • The system successfully integrates with the CRM.
  • Users can easily input, update, and retrieve necessary data.

Appendix

  • None

Approval