In project planning and software development, the requirements specification and the specifications are two central documents that help to clearly define the requirements and expectations for a project. In this article, we will go into detail about the requirements specification and the specifications, explain their differences, and provide tips for creating these documents.

What is a specification sheet?

The specification sheet, often referred to as a requirements specification, is a document that contains the customer’s wishes and requirements for a particular project or product. It is usually prepared by the client and serves as a basis for the preparation of the offer by the contractor.

Contents of the specifications

A typical specification contains:

• Project description: A brief description of the project or product and its objectives.
• Target group analysis: information about the target group of the project or product.
• Functional Requirements: A list of the functions that the product or project should have.
• Non-functional requirements: Requirements that are not directly related to the functionality of the product, such as safety, performance, usability.
• Framework: Information on budget, schedule, legal requirements, and other constraints.

What is a specification?

The requirements specification is a document that describes in detail how the requirements defined in the specifications are to be implemented. It is usually prepared by the contractor and serves as a technical specification for the implementation of the project.

Contents of the specification

A typical specification contains:

• Technical design: A detailed description of the technical architecture and technologies to be used.
• Functional description: A detailed description of the functionalities to be implemented, often in the form of use cases.
• Interface description: information about the interfaces that the product or project will have.
• Test criteria: Criteria that apply to the acceptance of the project or product.
• Project planning: information about the schedule, milestones and resource planning.

Differences between requirement specification and specification sheet

• Perspective: The requirements specification describes what the client wants, while the functional specification describes how the contractor will implement these wishes.
• Level of detail: The requirements specification is usually more detailed and technical than the specifications.
• Preparation: The specifications are prepared by the client, the requirements specification by the contractor.

Tips for the creation

1. Clarity and precision: Both the specifications and the functional specifications should be formulated clearly and precisely in order to avoid misunderstandings.
2. Communication: It is important that the client and contractor work and communicate closely during the preparation of these documents.
3. Flexibility: Although these documents serve as the foundation for the project, there should be room for flexibility to respond to unforeseen challenges.
4. Review and acceptance: Both documents should be reviewed regularly and updated as necessary. It is also important that the specifications are accepted by the client.
5. Legal aspects: Ensure that both documents meet all relevant legal requirements.

Application areas

Requirements specifications and specifications are used in various industries and for various types of projects, including but not limited to:

• Software development
• Mechanical Engineering
• Construction
• Product development
• Marketing projects

Conclusion

The requirements specification and the specifications are crucial for the success of a project. While the requirements specification defines the requirements from the customer’s point of view, the functional specification defines how these requirements are to be implemented by the contractor. Through clear communication, careful planning, and flexibility, these documents can help ensure that projects are completed efficiently and successfully.