Definition: What is a specification sheet?

The requirements specification describes in detail the requirements, functions and specifications that a product or service to be developed must fulfill. It is used for more complex projects, for example in software or machine development.

The specifications are drawn up by the (potential) client, usually in combination with an offer. If the order is placed, the specifications become part of the contract and serve as a binding working basis for the implementation and acceptance of the project.

The detailed descriptions are intended to avoid misunderstandings between the client and contractor and create a uniform understanding of the project objectives.

For what type of projects are specifications drawn up?

Specifications are created for larger or complex projects, mainly in the technical field. Here, general product descriptions or agreements are not sufficient. Some examples:

  • Software and hardware development
  • Introduction of IT systems in organizations
  • Design and manufacture of systems and machines
  • Architecture and construction projects
  • Large marketing and advertising campaigns
  • Development of new products in the manufacturing industry

The benefits: Why do you need a specification sheet?

Can you do without a specification sheet? That would not be wise, because they fulfill important purposes:

Clear communication

Misunderstandings can easily arise when discussing functions or technical details; everyone has a different idea of what they mean. The precise definitions and descriptions in the specifications serve as a reference for all parties involved. Everyone clearly understands what is meant, which makes communication much easier.

Resource planning

The specifications define delivery schedules and important milestones. Responsibilities for the contractor and client are also defined. The implementation costs are estimated based on the specifications. With this information, the two project partners can plan their personnel and other resources.

Cost control

The specifications define exactly what is to be implemented and how. This allows the costs to be estimated as accurately as possible. Unexpected additional costs are avoided.

Quality assurance and acceptance

When the project is delivered, the client must check whether the product meets the required quality standards. The criteria and specifications described in the requirements specification are used as a benchmark. The client can be sure that the result meets his expectations. The contractor can prove that he has delivered as agreed.

Who draws up the specifications?

The specifications are usually drawn up by the contractor, i.e. the person who is commissioned to carry out the project.

How are the specifications drawn up?

  1. Analysis of the specifications: First, the contractor analyzes the client’s requirements and wishes as described in the specifications.
  2. Development of the requirements specification: Based on this information, the contractor writes the requirements specification. Here, the requirements from the specifications are translated into concrete technical specifications and work plans.
  3. Coordination with the client: The individual topics are coordinated between the contractor and client during the creation process. This ensures that all requirements are correctly understood.

What is the difference between specifications and functional specifications?

Specifications and functional specifications differ on three levels: Author, content and purpose.

Specifications

  • Author: Is created by the client. It contains his wishes and requirements for the project or product.
  • Content: Generally describes the desired services and objectives of the project. It often remains at a higher, less technical level.
  • Purpose: Serves as a basis for the preparation of offers by potential contractors and as a basis for the subsequent specifications.

Specifications

  • Author: Is created by the contractor, usually in response to the specifications.
  • Content: Defines exactly how the requirements of the specifications will be met; detailed and technical, with specifications and procedures.
  • Purpose: Serves as a basis for the offer and the project contract as well as a guideline for the realization and acceptance of the project.

Find out more: The difference between specifications and functional specifications in detail

The structure: What belongs in a specification sheet?

Of course, every specification is individual: software has different requirements than a building. Nevertheless, the documents usually have a standardized structure with specific chapters.

  • Version control: Chronological recording of which person changes which part of the document and when.
  • Introduction and overview: Description of the project, the initial situation, framework conditions and set objectives.
  • Time frame: Definition of the individual project phases and milestones as well as scheduling of the specific work steps and deliveries.
  • Responsibilities: Documentation of all roles and areas of responsibility in the project, from project management to the people responsible for development and quality assurance.
  • Functional requirements: Detailed description of the functional and technical requirements for the project or product (main part of the functional specification).
  • Non-functional requirements: Overarching requirements for the product, including performance, user-friendliness, safety, appearance and durability.
  • Scope of delivery and acceptance criteria: Precise description of the scope of delivery and the required quality requirements (when the project is considered successfully completed), as well as the methods used to check quality.
  • Budgets and resource planning: Overview of planned costs and required resources.
  • Risk management: Analysis and assessment of potential project risks and description of preventive measures.
  • Appendices: Additional documents, diagrams, glossaries and other further information material.

Requirements for a good specification sheet

A specification only fulfills its purpose if it has been prepared conscientiously. It should fulfill these criteria:

Clear and understandable: The specifications should be formulated in a language that all project participants can understand, regardless of their level of knowledge. Technical jargon that not everyone is familiar with should be avoided. Technical terms can be explained in a glossary.

Unambiguous: Every requirement and specification in the requirements specification should be formulated clearly and unambiguously. If there is room for interpretation, misunderstandings and conflicts can easily arise later, with serious consequences for the project.

Consistent: Statements and requirements in the specifications must not contradict each other. This can be a challenge if several people are writing it. The document should therefore be checked for consistency and plausibility at the end.

Complete: All relevant aspects of the project must be covered in the specifications. Otherwise the result will not meet the customer’s requirements later on. Certain tasks would have to be carried out retrospectively, which costs additional money and delays delivery.

Realistic: Ideal ideas have no place in a specification sheet. After all, the contractor must deliver everything he describes in it. Therefore, only realistic, realizable requirements and goals should be defined. For complex technical projects, this must be checked in advance.

Flexible: Despite all due care, no specification is perfect. Things can be forgotten or requirements can change during the course of the project. Therefore, there should be room for adjustments. Both parties should agree from the outset how changes will be handled.

Is a specification an offer?

No, a specification sheet is not an offer. It does not describe specific delivery prices and conditions. However, it is often part of the offer or an appendix to it. The quotation only contains a compact description of the scope of delivery, while the specifications contain the full details.

If the contractor accepts an offer, the final version of the specifications is drawn up together with the client and a contract is concluded.

What does a specification sheet cost?

The costs for a specification vary greatly, depending on various factors such as project size, complexity and industry. For small projects, the client may not charge anything at all and include the costs in their offer. For manageable technical projects (IT, mechanical engineering), the costs are often in the region of a few thousand euros. In the case of large projects, the cost of the specifications is also significantly higher, for example in the case of software systems for corporations, production facilities or buildings. The costs here can range from tens of thousands of euros to over a hundred thousand euros.

What causes the costs? The requirements have to be analyzed and possible solutions technically tested for the specifications. Communication and project management also require time and resources. Additional external consultants often have to be commissioned for technical or legal issues.

Interesting facts from the blog

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How an ERP implementation works

FAQ zu Pflichtenheft

Was versteht man unter einem Pflichtenheft?

Ein Pflichtenheft ist ein detailliertes Dokument, in dem festgelegt wird, wie ein Auftragnehmer die Anforderungen eines Auftraggebers technisch und organisatorisch umsetzen wird. Es beschreibt „wie“ und „womit“ das zu fertigstellende Produkt oder System realisiert wird.

Wer erstellt das Pflichtenheft und wann?

Meist erstellt der Auftragnehmer das Pflichtenheft – auf Basis eines vom Auftraggeber vorgelegten Lastenhefts – und legt darin die Realisierungsvorgaben dar. Erst wenn das Pflichtenheft vom Auftraggeber bestätigt wurde, beginnt häufig die eigentliche Umsetzung.

Welche Inhalte enthält ein Pflichtenheft typischerweise?

Im Pflichtenheft werden technische Spezifikationen, funktionale Anforderungen, Systemarchitekturen, Schnittstellen, Leistungsdaten, Qualitätskriterien, Zeitpläne und Verantwortlichkeiten detailliert beschrieben. So entsteht eine verbindliche Arbeitsgrundlage für Umsetzung und Abnahme.

Warum ist ein Pflichtenheft im Projektmanagement wichtig?

Das Pflichtenheft stellt sicher, dass alle Projektbeteiligten ein gemeinsames Verständnis darüber haben, was umgesetzt wird und wie. Es reduziert Missverständnisse, legt Verantwortlichkeiten und Meilensteine fest und dient bei der Abnahme als Maßstab für das Ergebnis.

Wie unterscheidet sich ein Pflichtenheft vom Lastenheft?

Das Lastenheft beschreibt aus Sicht des Auftraggebers was erreicht werden soll, während das Pflichtenheft vom Auftragnehmer ausführt wie diese Anforderungen umgesetzt werden. Mit anderen Worten: Das Pflichtenheft ist die Antwort auf das Lastenheft.

Wie hängt ein Pflichtenheft mit einem ERP-Projekt zusammen?

Bei der Einführung eines ERP-Systems dient das Pflichtenheft dazu, die funktionalen und technischen Anforderungen an das System klar und verbindlich festzuhalten. Es definiert, wie das ERP-System in die Prozesse des Unternehmens integriert wird, welche Module wie eingesetzt werden und welche Schnittstellen erforderlich sind. Diese Klarheit ist zentral, damit das Implementierungsprojekt zielgerichtet und effizient läuft.