What Are the Key Deliverables in a Database Development Project?

Database development projects live or die by the quality of their deliverables. These are the concrete outputs that mark progress, guide decision-making, and ultimately determine whether the system meets business goals.

If you’re sponsoring or overseeing a database initiative, you don’t need to know how to write SQL or normalize a schema. But you do need a clear picture of what documents and outputs should land on your desk at each phase — from project kickoff to go-live.

At Multishoring, we’ve delivered hundreds of database projects for businesses across the US and Europe. We know that strong, clearly defined deliverables reduce risk, build trust, and create systems that actually get used.

Core Deliverables by Database Development Phase

Each phase of a database development project produces a distinct set of deliverables. These outputs are not just technical artifacts – they’re checkpoints that align business needs with what’s being built.

Below is a breakdown of the most critical deliverables across five core phases: planning, requirements, design, implementation, and deployment.

1. Planning Phase Deliverables

This phase sets the direction. The goal is alignment on scope, goals, budget, and timelines.

Key deliverables:

• Project Charter or Statement of Work (SOW) – Defines objectives, success criteria, high-level scope, and stakeholders.
  
• Project Plan and Timeline – Includes milestones, deadlines, roles, and estimated effort.
  
• Initial Risk Register and Communication Plan – Outlines known risks and how updates will be shared.
  

What to watch for:
Vague scope or missing success criteria in the charter can cause scope creep later. Ask for clarity early.

2. Requirements Phase Deliverables

This phase defines what the system must do – functionally and technically.

Key deliverables:

• Requirements Specification Document – A formal list of all functional and non-functional requirements.
  
• Use Case or User Story Set – Describes how different users interact with the system.
  
• Conceptual Data Model (Early ERD) – High-level map of entities and relationships.
  
• Requirements Sign-Off Sheet – Confirms all stakeholders agree before design begins.
  

Tip:
Clear requirements reduce rework later. If a deliverable doesn’t trace back to a business goal, press pause.

3. Design Phase Deliverables

Design deliverables translate business logic into a database blueprint.

Key deliverables:

• Entity-Relationship Diagram (ERD) – Logical view of tables, keys, and relationships.
  
• Database Design Document (DDD) – Includes schema definitions, normalization decisions, and indexing plans.
  
• Data Dictionary – Definitions of all fields, data types, and allowable values.
  
• Integration or Architecture Diagram (if applicable) – Shows how the database connects to other systems.
  

Note:
The ERD and DDD are critical. They form the foundation of what gets built. Review them closely or bring in a technical consultant to help.

4. Implementation Phase Deliverables

This is where the system comes to life. Deliverables here are working assets.

Key deliverables:

• Database Schema and DDL Scripts – SQL code that builds the structure.
  
• Stored Procedures, Triggers, and Functions – Business logic inside the database.
  
• Test Environment Setup – Working instance of the database for QA and demos.
  
• Configuration and Security Documentation – Details on roles, permissions, and backup settings.
  

Watch for:
Incomplete or undocumented SQL scripts can cause deployment issues. Request version-controlled, annotated scripts.

5. Deployment and Handover Deliverables

This phase puts the system into production and ensures long-term usability.

Key deliverables:

• Deployment Plan and Rollback Plan – Steps to go live and recover if needed.
  
• Production Environment Setup – The final working database system.
  
• User Documentation or Training Guide – How business users interact with the system.
  
• Administrator Guide – Covers maintenance, security, and backup tasks.
  
• Support and Maintenance Plan – Who owns the system after go-live and what the process is for future changes.
  
• Project Closure or Sign-Off Document – Confirms all deliverables are accepted.
  

Pro tip:
Don’t skip documentation. It’s not “extra” – it’s what ensures your investment is sustainable.

How Deliverables Change: Agile vs Waterfall, SQL vs NoSQL, Cloud vs On-Premise

Database deliverables aren’t one-size-fits-all. Your development approach and infrastructure decisions shape what gets produced, when, and in what format.

Understanding how these variables affect deliverables helps you ask smarter questions and avoid blind spots.

Agile vs Waterfall: Iterative vs Structured Deliverables

• Waterfall:
  Deliverables are sequential and often gated by formal reviews. You’ll see fully documented phases: a signed-off requirements document, followed by a full design package, then implementation. Everything is locked in early.
  
  Best for: Regulated industries, long planning cycles, or systems with fixed specs.
  
• Agile:
  Deliverables are smaller, iterative, and reviewed frequently. Instead of a massive design document, you’ll get incremental schema changes, working builds, and backlog grooming notes. Documentation is lean but continuous.
  
  Best for: Fast-moving teams, evolving requirements, SaaS, or when speed and flexibility matter.
  

What to ask:

• How will deliverables be reviewed and approved in your chosen model?
  
• Will documentation be updated after each sprint or milestone?
  

SQL vs NoSQL: Structured vs Schema-Less Deliverables

• SQL (Relational Databases):
  Deliverables are well-defined – DDL scripts, ER diagrams, normalized schema designs, stored procedures, and indexes.
  
• NoSQL (e.g., MongoDB, Cassandra):
  Deliverables often include data model guidelines, JSON schema examples, access patterns, and sharding or replication configurations. ER diagrams may be replaced by design docs focused on collections and document structure.
  

Key difference:
NoSQL projects require deliverables that clarify data access patterns, not just structure. The focus shifts from normalization to performance and flexibility.

What to ask:

• Will the data model be versioned as requirements evolve?
  
• How are consistency and validation handled if there’s no strict schema?
  

On-Premise vs Cloud Deployment: Infrastructure-Driven Deliverables

• On-Premise:
  You’ll need deliverables related to hardware specs, local backups, firewall rules, and DBMS installation scripts. Security documentation is heavier due to internal IT requirements.
  
• Cloud (e.g., AWS, Azure, GCP):
  Deliverables include infrastructure-as-code templates (e.g., Terraform), cloud security policies, IAM roles, and disaster recovery configurations. A cloud readiness checklist is often part of the handover.
  

Important tip:
Ask for a Deployment Diagram showing how the database integrates with other cloud services like storage, compute, or APIs.

Practical Checklist: What Should a Client Expect to Receive?

If you’re funding or managing a database project, you should have a clear checklist of what you’ll get at the end of each phase. This is your proof of progress, your audit trail, and your insurance policy if priorities shift later.

Below is a high-level deliverables checklist you can use to track what to expect – and when.

✅ Planning Phase

• Signed project charter or scope of work
  
• Detailed project timeline with milestones
  
• Risk assessment and communication framework
  

✅ Requirements Phase

• Functional and non-functional requirements document
  
• Use case matrix or user stories
  
• Initial conceptual data model
  
• Requirements sign-off sheet
  

✅ Design Phase

• Entity-Relationship Diagram (ERD)
  
• Database Design Document (DDD)
  
• Full data dictionary
  
• Technical architecture diagram (if applicable)
  

✅ Implementation Phase

• Executable SQL/DDL scripts
  
• Stored procedures and triggers (if applicable)
  
• Configured test or staging database
  
• Security roles and user access policies
  
• Backup and recovery plan documentation
  

✅ Testing and QA

• Test plan and test cases
  
• QA test summary report
  
• Defect log and resolution notes
  
• User Acceptance Testing (UAT) checklist or sign-off
  

✅ Deployment and Go-Live

• Production deployment plan with rollback steps
  
• Cloud configuration or on-prem installation details
  
• End-user guide or training materials
  
• Administrator documentation
  
• Post-deployment support and maintenance plan
  
• Final sign-off or project closure report
  

How to use this checklist:
You don’t need to micromanage the technical team. Just request a copy of each document as the project progresses. If anything is missing or unclear, it’s your signal to pause and ask for clarification.

At Multishoring, we provide every client with a tailored deliverables checklist at the outset of the project. It keeps both sides aligned and removes surprises at handover.

Common Gaps, Risks, and What to Watch For

When database projects go sideways, it’s often because key deliverables are skipped, rushed, or misunderstood. Use the table below to anticipate the most common issues – and how to head them off before they create problems.

Risk Area	What Often Goes Wrong	What You Should Ask For
Requirements	Vague, incomplete, or overly technical specs that don’t map to business needs	A structured requirements document with traceability to user stories and business processes
Design Documentation	Missing ERDs, inconsistent schemas, or no data dictionary	Full ERD, schema diagrams, and a data dictionary with definitions for every data element
Security and Compliance	No formal assessment, unclear access controls, late-stage patching	A documented Security Assessment Report covering access, encryption, roles, and auditing
Deployment Planning	No clear deployment or rollback steps, risky last-minute changes	A step-by-step deployment and rollback plan with roles, timing, and validation checklists
Handover and Support	No admin guide, lack of user training, unclear post-launch support responsibilities	End-user guide, admin manual, training materials, and a support contact for transition

Pro tip:
Use this table as part of your internal review process or when evaluating vendor proposals. If one or more of these areas are fuzzy or missing, it’s a red flag.

Here’s what to remember:

• Deliverables are milestones. They help track progress, catch problems early, and align expectations across teams.
  
• Every phase matters. From project charter to deployment and training docs, skipping steps often leads to hidden risks and costly rework.
  
• Methodology affects deliverables. Agile, Waterfall, SQL, NoSQL, cloud, and on-premise all change what’s delivered — and when. Know the tradeoffs.
  
• Documentation is not optional. ER diagrams, data dictionaries, deployment plans, and admin guides aren’t extras. They’re essential.
  
• Clarity reduces risk. Use checklists and sign-offs to make sure each deliverable is received, reviewed, and understood.
  

At Multishoring, we specialize in delivering end-to-end database solutions backed by complete documentation, proactive communication, and structured handover. If you’re planning a database project – or cleaning up one that didn’t go as expected – contact us! We can help you move forward with clarity and control.

FAQ – Key Deliverables in a Database Development Project

What is the list of essential deliverables for a database project?

Key deliverables include the project charter, requirements specification, ER diagram, database design document, schema scripts, test plans, deployment procedures, user and admin documentation, and a post-launch support plan.

What documents are produced during the database development lifecycle?

Typical documents include the project plan, requirements document, data models, test cases, security policies, deployment plan, user training guides, and closure reports. The exact set depends on the project’s size and methodology.

What are the main phases of a database development project and their outputs?

Phases include planning (charter, schedule), requirements (specification, use cases), design (ERD, schema), implementation (scripts, environment), testing (QA reports, UAT), and deployment (live system, documentation).

What are common challenges in producing database project deliverables?

Challenges include vague requirements, lack of stakeholder input, insufficient documentation, skipped testing artifacts, and unclear handover responsibilities. These often result from compressed timelines or lack of process.

What is the purpose of an Entity-Relationship Diagram (ERD)?

An ERD visually maps entities, attributes, and relationships in a database. It helps both technical and non-technical stakeholders understand data structure and how systems interact with it.

What is a data dictionary and why is it important?

A data dictionary defines each field in the database, including data type, allowed values, and descriptions. It’s critical for consistency, future maintenance, and onboarding new team members.

How do you create a data migration plan?

A strong plan includes source and target mapping, transformation rules, data validation steps, rollback procedures, and test cases. Include timeline, tools, and ownership for each task.

What’s the difference between Agile and Waterfall deliverables in database projects?

Waterfall delivers comprehensive documentation upfront, while Agile focuses on incremental outputs, shorter documentation cycles, and continuous integration. Agile favors working systems over formal docs but still requires clear artifacts.

How do SQL and NoSQL database project deliverables differ?

SQL projects include schema designs, DDL scripts, and relational mappings. NoSQL projects often provide document or collection structures, access patterns, and eventual consistency models.

What changes in a deployment plan for on-premise vs cloud databases?

Cloud deployments require infrastructure-as-code, IAM policies, and scaling configurations. On-premise plans include hardware specs, network settings, and localized backup routines.

What is included in a Database Design Document (DDD)?

A DDD typically includes ERDs, table structures, normalization logic, indexing strategy, security architecture, data types, and rationale behind key design decisions.

Can you provide an example of DDL scripts for a new database?

A basic DDL script includes CREATE TABLE statements with fields, types, primary keys, foreign keys, and indexes. For example:

CREATE TABLE customers (

  id INT PRIMARY KEY,

  name VARCHAR(100),

  email VARCHAR(100) UNIQUE

);

What’s in a User Acceptance Testing (UAT) plan template for databases?

A UAT plan includes test scenarios, expected outcomes, user roles, test data, sign-off criteria, and issue resolution processes. It ensures the database meets business needs before go-live.

How do you write a backup and recovery plan for a database?

Outline backup frequency, retention policy, storage locations, encryption, testing schedules, and recovery time objectives (RTOs). Include contact protocols and responsibilities.

What are the key database deliverables a project manager should track?

Project managers should track deliverables like the charter, requirements spec, ERD, test plans, migration scripts, documentation, and UAT approval. Each marks a milestone toward launch readiness.

Is there a database deliverables checklist for small businesses?

Yes. A simplified list includes project goals, basic ERD, requirements summary, schema scripts, test logs, and admin instructions. Even small projects benefit from structure and traceability.

What deliverables should a client expect from a database development vendor?

Clients should expect planning docs, a documented schema, data migration plan, test results, deployment scripts, user guides, and ongoing support documentation.

What documentation is required for compliance and audit readiness?

Deliverables include change logs, access control matrices, encryption policies, backup reports, and audit trail configurations. These ensure traceability and regulatory alignment.

What are the main deliverables in the database design phase?

The core deliverables are the ER diagram, logical and physical schema, data dictionary, and performance considerations such as indexing and partitioning strategies.

What should be included in deliverables for deployment and go-live?

A deployment checklist, rollback plan, live database instance, access credentials, configuration details, and final sign-off document should all be delivered.

What are the best tools for creating and managing database documentation?

Popular tools include dbt Docs, Dataedo, Redgate SQL Doc, Lucidchart (for ERDs), and Confluence or Notion for central documentation hubs.

What is a sample project sign-off sheet for a database project?

A sign-off sheet should list all key deliverables, their version, acceptance status, and signatures from stakeholders confirming project completion and readiness.

What is a security assessment report in database development?

It outlines current and planned access controls, authentication methods, encryption, audit trails, and known vulnerabilities — along with remediation plans.

What’s the difference between logical and physical data models?

Logical models define entities, relationships, and attributes without technology constraints. Physical models map those elements to actual tables, data types, and indexes in the DBMS.

Are there database development case studies showing full deliverables?

Yes. Reputable vendors often publish anonymized case studies showing deliverables from kickoff through post-launch, especially in regulated industries like finance or healthcare.

How do you present database deliverables to non-technical stakeholders?

Use visual formats (like ERDs, dashboards, and checklists), avoid jargon, and map deliverables back to business goals and user outcomes.

What does a performance tuning report deliverable include?

It should detail baseline benchmarks, slow-running queries, index usage, query plans, tuning actions taken, and post-optimization metrics.

What is a project charter for a database development initiative?

A project charter defines the purpose, scope, timeline, budget, stakeholders, and success metrics. It’s the contract that aligns the technical team with business objectives.