The problem when you are introducing a new system is how can you be sure that what you specified will be what will be delivered? Or even what you specified will actually do the job? Mistakes at this level can be expensive and time consuming.
Why not minimise the risk by using Protos Activate to prototype your new application? Within a couple of hours you can have the screens built, document templates written and workflow organized. You can then run through the prototype application in real time with the people who are going to use or develop your new system and find out if it will really work.