ve a definition and reveal all the secrets of designing a specification.
What is a specification?
A specification is a document designed during the scoping stage of a project. This document, assimilated to a guide, makes it possible to define with precision all the stages which relate to the success of a project. In particular: the identified needs, the expected objectives, the constraints encountered, the expected functionalities as well as the planned deadlines and the estimated budget.
Basically, this content allows for detailed planning and effective project management.
For a clearer view, a Specifications provides the following features:
- Determine the desired objectives.
- Define the priority needs of the project.
- Estimate the budget to be allocated and the expected deadlines to guarantee the success of the project.
- Develop a load plan that will pilot the management of its resources
- Encourage all stakeholders to issue effective advice.
Moreover, considered as a reference of the contract, the specifications prove to be an essential model which protects the two essential parts of any project. Namely: the contracting authority and the project manager.
On the one hand, the Specifications allows the contracting authority to ensure that the delivery will indeed meet its explained expectations. On the other hand, this document allows the project manager to properly manage the project and to fully meet the service provider’s expectations.
Who is a specification for?
A set of specifications is addressed, initially, to the various internal collaborators of the company. This document allows the entire project team to‘ assimilate the project specificationsto clearly grasp the expected objectives, which leads them to carry out their missions well, going straight towards the expected goal.
It should be noted that the involvement of the latter could be fruitful, in terms of ideas and additions, since they could mention elements that have been forgotten. Along the same lines, when communicating during these meetings, team members could suggest innovative ideas.
Furthermore, the Specifications is also addressed to an external perimeter. In other words, this solution is also designed to be shared with different recipients, including: partners, service providers, suppliers and customers.
In the same sense, we can cite, by way of example, agencies specializing in the field of the web, communication agencies, digital service companies (ESN), as well as solution publishers.
Indeed, this document could serve as a basis, likely to experience improvements that must be validated by all members of the project team, for the success of this project.
In addition, this guide model can also represent contractual support, when it is used to define the various selection criteria during a call for tenders.
As a conclusion to this part, the way of presenting the specifications and writing it depends strongly on the recipient who will receive it.
Who should produce a specification?
Generally, the task of drafting the specifications is assigned to project manager.
However, it should be noted that the project owner is called upon to specify the expected needs. As well as the objectives that must be achieved to carry out the project and make it a success.
The different types of specifications
Functional specifications
This type of specification aims to specify the main contours of a project. Indeed, the functional specifications makes it possible to specify the needs on which the future product will have to be based, in terms of functionalities, while meeting the expectations of the client.
In other words, it is a kind of structure of the project which highlights the essential information. In particular: the technical constraints, the standards to be respected, the deadlines not to be exceeded, the service to be provided, etc.
This type of specifications can be used as a basis, when designing the technical specifications to the technical specifications, given that it includes all the necessary information, that this evening in terms of functional needs or technical requirements.
Technical specifications
As its name suggests, the technical specifications is interested in all the technical facets of the project.
It is mainly based on the technical scope, the tools to be used as well as their versions, without forgetting to also take an interest in the feasibility of the project in terms of the duration granted and the security constraints.
Indeed, it is a question of setting up the various constraints and requirements of the project, from the technical point of view, by focusing essentially on the following elements:
- The technical environment.
- The feasibility of the project.
- Material, environmental, economic, industrial constraints, etc.
Presentation of the project and context
As with any project undertaken, a presentation of the project and the context is essential.
Indeed, it is a question of describing the company that requested the service, in order to have a detailed idea about the customer, especially during the intervention of external parties, in order to lead them to better identify the expectations of the latter.
As for the project displayhere are the essential elements to mention:
- The area of the activity.
- The services / flagship products provided.
- Its short / medium and long term vision.
In addition, with regard to the context, it is imperative to take an interest in the following elements:
- The needs that must be met.
- The issues encountered.
Project needs and constraints
A clear expression of expectations is the guarantee of better collaboration within the whole team. The identification of project constraints and needs are essential steps in project management. Including in terms of support and involvement of the various stakeholders.
In this same sense, you can refer to the following examples which express needs:
- After-sales service support.
- Realization of the meter.
- Design of a final tool.
Like any project, the one you are working on is likely to encounter problems, which must be shared with stakeholders as soon as possible, in order to solve these problems, by making the right decisions.
Below are examples that you may encounter, depending on your field:
- Compliance with the graphic charter.
- Blockage by the operating system.
- The need to research new features.
Resources
Whether material or human, the mobilization of appropriate resources is a key and decisive element in the success of any project.
Thus, it is imperative to mention in the Specifications all the human and material resources essential to the successful creation of the project.
Time limit
It is a question of specifying the deadlines for the realization of each stage of the project. Thus, it is a question of being realistic as much as possible, in order to avoid exposing oneself to two cases:
- Submitting a last minute job.
- Submitting late work.
If you are dealing with a complex project, do not hesitate to propose milestones, which include deliverables as the work progresses, by mobilizing a schedule as a Gantt chart.
Planning software can help you plan these steps and track them over time.
Financial needs & budget
Please do not underestimate this essential step!
Setting a budget at the outset is essential, given that it offers a vision of the potential service providers to be called upon for the creation of their quotes and therefore the performance of the tasks.
Also, don’t forget tocover all the steps that will contribute to the long-term success of the project, such as: the scalability of a website or the cost of online project management software.
Desired results
This involves mentioning the different expectations expressed by the service provider when making his request. Thus, the results of the expected service / product must be clearly explained and detailed, for a good understanding of the deliverable by all the members of the project team.
FAQ – Specifications
What qualities are required in a specification?
To meet its ultimate objective, which is to provide clear vision of all the specificitiesobjectives and constraints of a project, we will present the main qualities required in a specification.
The determination of the various constraints of the project implementation :
It is a question of specifying the duration necessary for the creation of the project, the planned budget, the progress of the schedule, as well as a contract from a legal point of view.
The description of the exact request of the customer:
First of all, it is good understand the customer’s requestin order to describe it exactly in the Specifications. This step is very important because it helps to guide all the stakeholders towards the goal of the project.
Identify the employees concerned:
It is a question of designating the personnel capable of implementing the project and creating it. Furthermore, it should be noted that the need for a service provider can be detected.
Which companies must have specifications?
In order to achieve its intended objectives, any company or agency must have a Specifications. Despite its sector of activity, its size, its customers, it is a key element of project management.
This observation is not due to a simple coincidence. Since the functional or technical specifications offers a panoply of essential functionalities for the successful completion of the project, by supervising the latter from the beginning until its delivery.
By way of conclusion, whatever the type of company, whether it works internally or externally, for calls for tenders or public contracts, the specifications represent a key, decisive and essential element which contributes to its success as well as its success.