Templates and Formats

# Templates and Formats

## Purpose

Provide standardized templates and formatting guidelines to ensure consistent, professional presentation across all PRD sections and deliverables.

## Document Structure Standards

### 1. Overall Document Format

**File Structure:**

# [Product Name] - Product Requirements Document

Version: [X.X]
Date: [YYYY-MM-DD]
Author: [Name]
Stakeholders: [List of key stakeholders]

## Document Control

- **Version History**: [Track changes and versions]
- **Review Status**: [Draft/Review/Approved]
- **Next Review Date**: [When document should be reviewed]
- **Distribution List**: [Who receives this document]

## Table of Contents

[Auto-generated table of contents with page numbers]

[Document sections follow...]

### 2. Section Header Standards

**Primary Headers (H1):**

# 1. Executive Summary

# 2. Problem Statement & Market Analysis

# 3. User Personas & Research

[etc.]

**Secondary Headers (H2):**

## 1.1 Product Overview

## 1.2 Business Case

## 1.3 Key Success Factors

[etc.]

**Tertiary Headers (H3):**

### Market Size and Opportunity

### User Adoption Drivers

### Technical Architecture Overview

[etc.]

### 3. Content Formatting Standards

**Requirement Format:**

### REQ-001: User Authentication

**User Story**: As a [user type], I want [functionality] so that [benefit].

**Acceptance Criteria**:

- [ ] Criterion 1 with specific, measurable outcome
- [ ] Criterion 2 with specific, measurable outcome
- [ ] Criterion 3 with specific, measurable outcome

**Priority**: Must Have
**User Persona**: Primary User
**Business Value**: [Specific business value]
**Dependencies**: REQ-002, REQ-005
**Assumptions**: [Any underlying assumptions]
**Effort Estimate**: [T-shirt size or story points]

**Risk Format:**

### RISK-001: Technical Integration Complexity

**Description**: [Clear description of the risk]
**Probability**: Medium (40-60% chance)
**Impact**: High (Significant delay or cost increase)
**Timing**: Development Phase 2

**Triggers**:

- [Specific condition that indicates risk is materializing]
- [Another trigger condition]

**Mitigation**:

- [Specific action to prevent or reduce risk]
- [Another mitigation action]

**Contingency**:

- [What to do if risk occurs despite mitigation]

**Owner**: [Person responsible]
**Review Date**: [Next review date]

**Metric Format:**

### Metric: Monthly Active Users (MAU)

**Definition**: Unique users who perform at least one key action per month
**Target**: 10,000 MAU by end of Year 1
**Measurement**: Google Analytics + internal user tracking
**Frequency**: Monthly review, weekly monitoring
**Owner**: Product Manager
**Baseline**: 0 (new product)
**Benchmark**: Industry average 5,000 MAU for similar products

**SLI/SLO Format:**

### SLI: API Availability

**Definition**: Percentage of successful HTTP requests (status codes 200-299)
**Measurement**: (Successful requests / Total requests) \* 100
**Data Source**: Load balancer logs and application metrics
**Measurement Window**: 30-day rolling window

### SLO: API Availability Target

**Target**: 99.9% availability over 30-day rolling window
**Error Budget**: 0.1% (43.2 minutes of downtime per month)
**Alerting Threshold**: 99.5% (when error budget is 50% consumed)
**Owner**: SRE Team
**Review Frequency**: Weekly SLO review, monthly SLO adjustment review

**Error Budget Tracking Format:**

### Error Budget: API Service

**Service**: User API
**SLO**: 99.9% availability
**Time Window**: 30 days
**Error Budget**: 0.1% (43.2 minutes)
**Current Consumption**: 25% (10.8 minutes used)
**Remaining Budget**: 75% (32.4 minutes remaining)
**Burn Rate**: 0.5% per day
**Status**: Healthy
**Last Updated**: 2024-01-15 14:30 UTC

**Incident Post-Mortem Format:**

### Incident Post-Mortem: [Incident ID] - [Brief Description]

**Date**: [YYYY-MM-DD]
**Duration**: [Start time] - [End time] ([Total duration])
**Severity**: [P0/P1/P2/P3]
**Services Affected**: [List of affected services]
**Impact**: [User impact and business impact]

### Timeline

- **[Time]**: [Event description]
- **[Time]**: [Event description]
- **[Time]**: [Event description]

### Root Cause

[Detailed description of the root cause]

### Contributing Factors

- [Factor 1]
- [Factor 2]

### Resolution

[How the incident was resolved]

### Action Items

| Action     | Owner   | Due Date | Status   |
| ---------- | ------- | -------- | -------- |
| [Action 1] | [Owner] | [Date]   | [Status] |
| [Action 2] | [Owner] | [Date]   | [Status] |

### Lessons Learned

[Key lessons and improvements identified]

**Performance Budget Format:**

### Performance Budget: [Component/Page Name]

**Budget Owner**: [Team/Person responsible]
**Last Updated**: [Date]

### Response Time Budget

- **Target**: < 200ms (95th percentile)
- **Current**: 150ms (95th percentile)
- **Budget Remaining**: 50ms
- **Status**: ✅ Within budget

### Resource Budget

- **JavaScript Bundle**: 150KB (Target: 200KB) ✅
- **CSS Bundle**: 50KB (Target: 75KB) ✅
- **Images**: 500KB (Target: 1MB) ✅
- **Total Page Weight**: 700KB (Target: 1.5MB) ✅

### Performance Metrics

- **First Contentful Paint**: 1.2s (Target: < 1.5s) ✅
- **Largest Contentful Paint**: 2.1s (Target: < 2.5s) ✅
- **Cumulative Layout Shift**: 0.05 (Target: < 0.1) ✅

## Visual Elements Standards

### 1. Tables

**Standard Table Format:**

| Column 1 | Column 2 | Column 3 |
| -------- | -------- | -------- |
| Data 1   | Data 2   | Data 3   |
| Data 4   | Data 5   | Data 6   |

**Requirements Traceability Matrix:**
| Requirement ID | User Need | Business Objective | Success Metric | Priority |
| -------------- | --------- | ------------------ | -------------- | -------- |
| REQ-001 | Login | User retention | Login success | Must |
| REQ-002 | Search | User engagement | Search usage | Should |

**Risk Assessment Matrix:**

| Risk ID  | Risk Name | Probability | Impact | Priority | Owner |
| -------- | --------- | ----------- | ------ | -------- | ----- |
| RISK-001 | Tech Debt | High        | Medium | High     | CTO   |
| RISK-002 | Market    | Medium      | High   | High     | PM    |

### 2. Lists and Bullets

**Prioritized Lists:**

**Must Have (P0)**:

- Feature 1: [Description and rationale]
- Feature 2: [Description and rationale]

**Should Have (P1)**:

- Feature 3: [Description and rationale]
- Feature 4: [Description and rationale]

**Could Have (P2)**:

- Feature 5: [Description and rationale]
- Feature 6: [Description and rationale]

**Won't Have (P3)**:

- Feature 7: [Description and why excluded]
- Feature 8: [Description and why excluded]

**Process Steps:**

1. **Step Name**: [Description of what happens]

   - Sub-step A: [Detailed action]
   - Sub-step B: [Detailed action]

2. **Step Name**: [Description of what happens]
   - Sub-step A: [Detailed action]
   - Sub-step B: [Detailed action]

### 3. Callout Boxes

**Important Information:**

> **⚠️ CRITICAL**: This is critical information that must not be overlooked.
> **💡 TIP**: This is helpful information or best practice.
> **⚠️ ASSUMPTION**: This is an assumption that needs validation.
> **🔍 VALIDATION NEEDED**: This requires stakeholder validation.

## Data Presentation Standards

### 1. Financial Information

**Budget Summary Format:**

## Budget Summary (Annual)

| Category   | Year 1 | Year 2 | Year 3 | Total   |
| ---------- | ------ | ------ | ------ | ------- |
| Personnel  | $500K  | $750K  | $1M    | $2.25M  |
| Technology | $50K   | $75K   | $100K  | $225K   |
| Marketing  | $100K  | $150K  | $200K  | $450K   |
| **Total**  | $650K  | $975K  | $1.3M  | $2.925M |

**ROI Calculation Format:**

## Return on Investment Analysis

**Investment**: $2.925M over 3 years
**Revenue**: $5.2M over 3 years
**Net Benefit**: $2.275M
**ROI**: 78% over 3 years
**Payback Period**: 18 months

### 2. Timeline Information

**Milestone Timeline Format:**

## Key Milestones

| Milestone    | Date    | Dependencies  | Success Criteria         |
| ------------ | ------- | ------------- | ------------------------ |
| MVP Complete | Q2 2024 | Team hired    | All P0 features working  |
| Beta Launch  | Q3 2024 | MVP Complete  | 100 beta users onboarded |
| GA Launch    | Q4 2024 | Beta feedback | Ready for public launch  |

**Gantt Chart Alternative:**

## Development Timeline

**Q1 2024**:

- Weeks 1-4: Team hiring and onboarding
- Weeks 5-8: Architecture and design
- Weeks 9-12: Core development begins

**Q2 2024**:

- Weeks 1-8: Feature development
- Weeks 9-12: Integration and testing

### 3. User Research Data

**Persona Summary Format:**

## Persona: Sarah the Sales Manager

**Demographics**: 32 years old, MBA, $85K salary, works remotely
**Goals**: Increase team productivity, hit quarterly targets
**Pain Points**: Manual reporting, lack of real-time data
**Behaviors**: Checks metrics daily, prefers mobile access
**Quote**: "I need to see how my team is performing without waiting for reports"

**User Journey Format:**

## User Journey: New User Onboarding

| Stage      | User Actions          | Emotions   | Pain Points      | Opportunities         |
| ---------- | --------------------- | ---------- | ---------------- | --------------------- |
| Discovery  | Searches for solution | Hopeful    | Too many options | Clear differentiation |
| Evaluation | Compares features     | Analytical | Complex pricing  | Simple comparison     |
| Trial      | Signs up for trial    | Excited    | Confusing setup  | Guided onboarding     |

## Quality Assurance Checklist

### Document Quality:

- [ ] Consistent formatting throughout
- [ ] All headers properly numbered
- [ ] Tables properly formatted
- [ ] Lists use consistent bullet styles
- [ ] Callouts used appropriately

### Content Quality:

- [ ] All requirements follow standard format
- [ ] All risks properly documented
- [ ] All metrics clearly defined
- [ ] All assumptions clearly marked
- [ ] All cross-references accurate

### Professional Standards:

- [ ] Grammar and spelling checked
- [ ] Technical terms defined
- [ ] Acronyms spelled out on first use
- [ ] Consistent terminology throughout
- [ ] Executive summary appropriate for audience

## Version Control Standards

### Version Numbering:

- **Major versions** (1.0, 2.0): Significant changes or complete rewrites
- **Minor versions** (1.1, 1.2): New sections or substantial additions
- **Patch versions** (1.1.1, 1.1.2): Small corrections or clarifications

### Change Tracking:

## Version History

| Version | Date       | Author   | Changes                      |
| ------- | ---------- | -------- | ---------------------------- |
| 1.0     | 2024-01-15 | J. Smith | Initial draft                |
| 1.1     | 2024-01-22 | J. Smith | Added technical requirements |
| 1.1.1   | 2024-01-25 | J. Smith | Fixed formatting issues      |

### Review Status:

- **Draft**: Work in progress, not ready for review
- **Review**: Ready for stakeholder review
- **Approved**: Approved by stakeholders
- **Final**: Final version for implementation

## Export and Distribution Standards

### File Formats:

- **Working Document**: Markdown or Google Docs for collaboration
- **Review Document**: PDF for formal review and approval
- **Reference Document**: HTML or wiki for ongoing reference

### Distribution:

- **Stakeholder Review**: PDF with change tracking
- **Team Reference**: HTML or wiki with search capability
- **Archive**: PDF for permanent record