Example specification sheets: Simple introduction of software in sustainability management (ISO 50001)

A requirements specification for sustainability software defines all functional and legal requirements that a software for carbon accounting, emissions reduction and ISO 50001 must meet. It serves as a binding basis for selection and implementation and prevents essential requirements such as Scope-3 accounting or GDPR compliance from being overlooked in the selection process. The following free requirements specification template in Excel will guide you step by step through the relevant areas of requirements.

What is a requirements specification and why do companies need one?

A requirements specification is a structured requirements document that describes what a software must achieve. In the context of sustainability software, it defines which functions are needed for carbon accounting, emissions reduction, and regulatory reporting. The methodological foundation is provided by the GHG Protocol, which standardizes the calculation of Scope-1, Scope-2, and Scope-3 emissions. Regulatory reporting obligations such as the European Sustainability Reporting Standards (ESRS) further tighten the requirements for data quality and traceability. A precise requirements specification ensures that the selected software fully covers these regulatory requirements.

What are the components of a requirements specification for sustainability software?

A requirements specification for sustainability software is divided into five core areas. The objective definition specifies which corporate goals the software should support, such as decarbonization or regulatory compliance. The context frame describes the specific company environment and delineates the project scope. Functional requirements specify concrete features such as Scope-1-3 accounting or SBTi-compliant target setting. Non-functional requirements include criteria such as usability, performance, and auditability. The data protection section finally regulates the GDPR-compliant processing of sensitive environmental data. All five areas together form the binding decision basis for software selection.

What software-specific requirements should be included in the requirements specification?

The technical requirements in the requirements specification determine whether a sustainability software can function effectively in the company over the long term. The system architecture must be cloud or hybrid capable and ensure ISO-27001-compliant data security. Interfaces to ERP systems such as SAP or Microsoft Dynamics allow automated import of activity data. Data management includes the import, processing, and export of emissions data, ideally with AI-supported matching of emission factors. Scalability is also crucial: the software must be able to scale with growing locations, user numbers, and product portfolios. Additionally, clear guidelines regarding documentation, onboarding support, and training offerings should be included in every requirements specification.

What does the free requirements specification template in Excel cover?

The requirements specification template in Excel is specifically designed for selecting sustainability software. It contains 89 structured requirement questions in six categories: General Information, Corporate Carbon Footprint (CCF), Reduction and Planning, Product Carbon Footprint (PCF) and Lifecycle Assessment (LCA), IT Security and Interfaces, and License Model and Costs. Each question is formulated as a concrete evaluation criterion that you can send directly to potential providers. The Excel format allows for the comparison of up to three providers side by side, including a column for company information and USPs. The template is available as a free download at the end of this article.

Overview: The six requirement categories of the requirements specification template

Requirements Specification Example: How is a requirements specification used in mechanical engineering?

A medium-sized machine manufacturer with 15 production sites faces the challenge of capturing Scope-1 and Scope-2 emissions across locations and additionally integrating Scope-3 data from a complex supply chain. In this case, the requirements specification defines that the software must automatically import energy consumption data from heterogeneous ERP systems. For Scope-3 category 3.1 (purchased goods and services), an AI-supported matching of purchasing data to emission factors is required. The OEM customer also requires Product Carbon Footprints according to ISO 14067 for over 200 assemblies. The requirements specification also includes demands for a VALERI-compliant profitability calculator (DIN EN 17463) for reduction measures such as compressed air optimization or converting to process heat from biomass.

Which stakeholders need to be involved in the implementation of sustainability software?

The implementation of sustainability software affects several company areas simultaneously, which is why early stakeholder identification is crucial for success. In energy management, facility managers and energy officers are key persons since they are responsible for capturing and analyzing Scope-1 and Scope-2 data. Procurement must incorporate ecological criteria into purchasing processes, especially for Scope-3 accounting according to the GHG Protocol. The IT department and data protection officers ensure GDPR-compliant integration into existing systems. The board and management define the strategic sustainability goals and allocate the budget. Optionally, the works council should be involved if the software introduces new work processes or data collection obligations.

What happens during the implementation phase of sustainability software?

The implementation phase begins with configuring the software according to the organizational structure. This includes mapping locations, subsidiaries, and user roles. In the next step, historical climate data from previous systems such as Excel balance sheets or consulting projects is migrated. Then, existing data sources, such as ERP systems or data warehouses, are connected. A structured onboarding ensures that even employees without prior knowledge in carbon accounting, such as from purchasing, HR, or controlling, can independently input data. After going live, continuous support, regular updates, and the possibility of modular expansion are crucial for long-term success.

How does carbon accounting work in practice?

Carbon accounting is the systematic capture of all greenhouse gas emissions of a company according to the GHG Protocol. Scope 1 includes direct emissions from own facilities and vehicles. Scope 2 refers to indirect emissions from purchased energy such as electricity, heat, and cold. Scope 3 covers all other indirect emissions along the value chain, including purchased goods, business travel, and upstream transport. In practice, sustainability software automatically imports consumption data, assigns emission factors from databases like ecoinvent or AGRIBALYSE, and calculates the Corporate Carbon Footprint (CCF). These results form the basis for SBTi-compliant reduction targets and sustainability reporting according to ESRS E1.

How do you evaluate providers of sustainability management software?

Market evaluation begins with a pre-selection of three to five providers that meet the core requirements defined in the requirements specification. The requirements specification template in Excel supports this process by enabling direct comparison of up to three providers in a structured manner. Crucial evaluation criteria include methodological conformity with GHG Protocol, ISO 14067, and SBTi, data security (ISO 27001, GDPR, server location), and solution scalability. A demo phase or pilot project with real company data provides reliable insights that go beyond manufacturer claims.

Download free requirements specification template in Excel

The requirements specification template in Excel contains 89 requirement questions in six categories, from carbon accounting and PCF calculations according to ISO 14067 to IT security and license models. The Excel format allows for structured provider comparison: You send the template to potential software providers and evaluate their responses in the integrated comparison matrix. The template is available as a free download on this page.

The response fields in the template are deliberately left blank so that you can independently compare the providers' information. If you want to know how Global Changer's software meets each requirement, you can schedule a personal conversation and a demo.

Frequently Asked Questions about the requirements specification for sustainability software

What is the difference between a requirements specification and a functional specification?

The requirements specification describes from the perspective of the client what a software must achieve. It defines requirements, goals, and framework conditions. The functional specification is created by the contractor and describes how these requirements will be technically implemented. In the software selection process, the requirements specification serves as the basis for the request for proposal, while the functional specification forms the basis for the implementation contract.

How long does it take to create a requirements specification for sustainability software?

The duration depends on the complexity of the company structure and the number of stakeholders involved. With a structured template, companies typically need two to four weeks. This period includes the needs analysis, coordination between departments such as sustainability, IT, and purchasing, and prioritization of requirements.

What mistakes occur most often when creating a requirements specification?

The most common mistakes are incomplete requirement definitions, lack of involvement of relevant stakeholders, and unclear prioritization. Many companies also forget non-functional requirements such as data security, scalability, or interface compatibility. Another typical mistake is mixing up requirements (What) and solution specifications (How), which makes provider comparison difficult.

Can I also use the requirements specification template for other software projects?

The template is specifically tailored to sustainability software and contains subject-specific requirements for carbon accounting, PCF calculation, and reduction planning. However, the basic structure with categories such as IT security, license model, and usability can also be applied to other B2B software projects. For general projects, DIN 69901-5 is additionally recommended as a structural framework.

Which standards should sustainability software at least support?

Sustainability software should at least support the GHG Protocol for calculating Scope-1, Scope-2, and Scope-3 emissions. For Product Carbon Footprints, compliance with ISO 14067 and ISO 14040/44 is relevant. In the area of data security, ISO 27001 and GDPR are considered minimum requirements. Depending on the industry, additional standards such as SBTi or ESRS may also apply.

How many providers should be included in market evaluation?

A pre-selection of three to five providers is adequate for most companies. Fewer than three providers limit comparability, while more than five disproportionately increase evaluation efforts. The requirements specification template in Excel supports comparison of up to three providers in a structured manner. It is crucial that all involved providers fundamentally meet the core requirements defined in the requirements specification.

What does sustainability software cost for companies?

Costs vary depending on the functional scope, number of modules, and company size. Common license models are user-based, module-based, or tiered according to revenue or number of locations. The requirements specification template includes a separate category for license models and costs, where you can systematically inquire about setup fees, annual costs, and testing options for each provider.