Hi Lisa and welcome to the community!

Given that you are gathering requirements for reports that already exist, I would suggest the easiest method would be to get hold of (or mock up) the reports and for each individual item of information on the report get a definition from the report users of what that item should contain.

Made up examples:

Report field "Date": the date in format dd/mm/yy that the report relates to. It will be the last day of the week that the report accumulates figures for and is always a Friday.

Report field "Sales": a currency value format $99,999.99 of total sales that week per salesperson. Calculated by adding all sales for each salesperson where that salesperson is recorded as the salesperson for an order. Will always be a positive number.

This means that on the report mock-ups you have labels for each item of data you are defining and then separately you define what that item is defined as.

The key point here is -in the first instance - to only record what the users need from the report. Once that has been agreed, if you need to define sources for the data then only do so when the users have signed off on what they need the report to contain.

I would strongly recommend that you agree this approach with technical team before embarking on it: you need them to be telling you that if you produce requirements for reports in this fashion that they can develop the reports from them.

There are more formal ways of documenting data requirements (I am thinking of data models here) but from the scenario you have given it does not sound as if you need to go to that level of abstraction?

How does that sound?

Guy