How to build an effective specification
The building an effective specification is fundamental to the success of any project. This key document serves as a guide and reference at every stage of the project, from start to finish. To help you navigate this complex process, we're going to explore how to draw up a complete and accurate specification.
Who are you specifications?
The reference document for any project design, the specifications follow a precise and meticulous architecture, which must be respected to ensure that the request is properly understood and the project runs smoothly.
The specification (also known as the CSFT for Cahier des Spécificités Fonctionnelles et Techniques) is a contractual document that precisely describes the client's request to the project manager. A summary of the information essential to the project, it provides a framework for the project as a whole, ensuring that all the parties involved have a clear understanding of the project, and thus guaranteeing the success of the final project.
To ensure the success of the final project, the specifications spell out, formalize and precisely define the expectations and requirements in terms of cost, deadlines and human resources. It also guarantees the project owner that the deliverable(s) will be handed over in accordance with what has been written in the specifications.
Protection for both parties
Specifications function as a contract between customer and supplier. It clearly establishes terms and conditions, reducing the risk of ambiguity and ensuring that the delivered project corresponds exactly to expectations.
In the event of non-compliance with established terms, penalties may be applied. This document protects the interests of both parties and allows for adjustments by means of avenants, if necessary, throughout the project.
The aims and formalities of the specifications
The specifications must be adaptable to the company's sector of activity and ideology. It requires formalism to be rigorous so that it can be understood by all the players involved. Objectives must be clearly defined to optimize management of the project's time and resources.
The precision and clarity of the specifications facilitate better management of the costs, deadlines, and human resources required to complete the project.
In short, a well-designed specification is the cornerstone of any successful project. It ensures a clear, shared understanding of objectives, protects the interests of the parties involved, and is a fundamental tool for effective project management.
It is essential to devote the necessary time and resources to drawing up an accurate, detailed specification, as it is an investment that will result in smoother, more successful project execution.
The risks of a faulty or non-existent specification
Writing a specification is a delicate exercise. A deficient draft can lead to serious consequences, such as "scope creep", i.e. an uncontrolled increase in the project's scope. This situation often leads to team frustration, financial waste, and general stakeholder dissatisfaction. It is therefore imperative to pay particular attention to the structuring and clarity of the specifications.
The different types of specifications
The specifications are said to be technical or functional: functional because they focus on functional requirements and how the solution will meet them. It is often requested prior to any technical analysis. In this type of guide, once the general requirements have been defined, we look to see if they are in line with those of the project owner.
Functional specifications (CDCF)
The CDCF focuses on functional requirements and how the envisaged solution meets them. It is generally drawn up upstream of any technical analysis. This type of specification structures the services provided and specifies the constraints. It often follows the NF EN 16271 standard, in force since February 2013, which replaced the AFNOR NF X50-151 standard. The CDCF is essential to ensure that the project's general needs are in line with the client's expectations.
The technical specifications document (CDCT)
The CDCT addresses the project's technical, environmental and economic requirements and constraints. This type of document details all the technical recommendations, demands and constraints of a project. Clarity and precision are paramount when drafting the CDCT, to avoid any approximations. It describes the technical environment, the tools to be used, feasibility and safety constraints. The CDCT serves as a reference for all those involved, whether the customer (project owner) or the service provider (prime contractor).
The ideal is to mix the two types (CDCF & CDCT): set out your requirements while giving as many technical specifications as possible. This way, you'll end up with a complete and exhaustive guide.
The security specifications document (CDCS)
The CDCS is an often underestimated but essential element. This document sets out specific safety requirements. It is crucial for projects involving sensitive data, critical infrastructures or regulated environments. Drafting the CDCS requires special expertise to ensure that all security standards are taken into account and complied with.
Essential steps in drawing up the specifications
- Project presentation and context:The first step is to define the context and objectives of the project. Use the SMART method (Specific, Measurable, Acceptable, Realistic, and Temporally Defined) to formulate clear, achievable objectives. This method, created by economist George T. Doran, is essential for establishing specific, measurable project goals.
- Needs and constraints : list exhaustively the project's needs and constraints, including standards, stakeholders, processes and graphic charter or tone, depending on the nature of the project. It's crucial to clearly identify the expected deliverables, the time restrictions, budget, planning, and jurisdiction.
- Expected deliverables:define expected outcomes, functions, end products, and sponsor requirements. It's important to clearly explain the goal sought and estimate the level of expectation to place the prime contractor in the best conditions for achievement.
- Budget: the importance of an accurate and realistic estimation of the budget is crucial in guiding providers' quotations. Announce the total resources you will mobilize for the project, this will serve as a benchmark value for the prime contractor.
- Timelines: set precise dates for completion while remaining realistic to avoid delays and unfinished results. A clear and structured retroplanning is essential to keep an eye on the project's progress.
Our 3 tips for a flawless project
- Management: structure the work by dividing up the tasks and missions of each contributor. Work in stages for a progressive and efficient evolution of your project. Plan everyone's interventions for better synchronization of schedules and meeting forecasts.
- Vocabulary: employ terms generic that everyone can understand, and avoid technical jargon to facilitate communication between stakeholders.
- The scope: define your project clearly, specifying the number of people involved or the number of resources to be exploited.
Some downloadable templates for specifications
When writing a specification, it can be useful to consult existing templates to ensure that all essential aspects are covered. Here are some useful resources where you can find downloadable specification templates.
France Num, the portal for the digital transformation of French businesses, offers an excellent starting point. On their site, you can find no fewer than18 frames of specifications for creating a website.
These 18 templates are designed to meet the specific needs of different types of web projects and can be adapted to suit your requirements. You can view and download them here: France Num - Cahiers des Charges.
On a more diverse note, for those looking for templates suitable for a wider range of projects, another site to consider is Cahiersdescharges.com.
Whether you're working on software development, an e-commerce site, a redesign, SEO, graphic design, emailing, intranet, or a CRM, you'll find a multitude of free specifications suitable for all types of project.
These templates are an excellent basis for building a solid and complete specification.
In conclusion, thespecification is an essential roadmap to ensure that your project as you have conceived it gives you complete satisfaction. To do this, make sure you give all the keys to each stakeholder so that everyone is pulling in the same direction and ensuring delivery of the requested product. Another document not to be overlooked? your agency brief! We talk about it here: Agency brief rules