What Is Technical Specification In Procurement?
Attention all procurement professionals! Are you familiar with technical specifications? As a vital component of the procurement process, understanding technical specification can make or break your project success. In this blog post, we’ll unpack what technical specification is and its importance in procurement. So grab a cup of coffee and let’s dive into the world of procurement!
What is Technical Specification In Procurement?
Technical specification (TS) is a document that provides a high-level description of the features and functions of a product or service. TS should be written in a clear and concise language, so that all stakeholders, including purchase decision makers and engineering team members, can understand it.
A TS will typically include such topics as:
• The product’s purpose or function
• Specifications for inputs and outputs
• Specifications for performance requirements
• Interface requirements
• Hardware and software requirements
• System security requirements
Formally written technical specifications can take many different forms. For example, they might be written as drawings, diagrams, text files with embedded images or links, or even computer programs. However, the essential elements are always the same: A TS describes the required features of a product or service in sufficient detail to allow qualified personnel to build it.
Types of Technical Specifications
Technical specifications (or just specifications) are a type of document that outline the required functionality, performance, quality, and other requirements of a product or service. They can be used to help procurement officials determine which suppliers should be considered for potential contracts.
Specifications can be written in many different formats, but generally follow either an objective or subjective model. Objective specifications describe what the product or service should do without giving any specific information about how it should be done. Subjective specifications, on the other hand, include instructions on how to do the product or service and often include details about the desired performance and features.
There are several types of technical specifications that procurement officials may encounter: functional, performance, environmental, health and safety (EHS), compatibility with existing systems and equipment, branding/look & feel/interface requirements, etc. Each type has its own specific set of requirements that must be addressed in order for a satisfactory contract to be created.
It is important for procurement personnel to understand the difference between a specification and an agreement template. A specification is not a binding contract; it’s simply a guide for procurement officials who are looking to create a contract with a particular supplier. An agreement template is an electronic document that outlines the terms and conditions of a potential contract between two parties. It is typically used when one party doesn’t have all the required information to create a formal specification.
How to write a Technical Specification
Technical specifications are often required in the procurement process to ensure that products and services meet the needs of the buyer. They can help buyers choose a product that fits their specific needs and allow them to compare similar products. Technical specifications also protect the rights of both the buyer and seller.
When writing a technical specification, it is important to take into account all of the aspects that buyers may need in order to make a purchasing decision. This includes specifying the features, performance requirements, material and finish requirements, as well as any necessary installation or usage instructions.
It is also important to be clear about what is not included in the specification. For example, if a product will only be used in certain conditions, it would not be appropriate to include detailed temperature ratings in the technical specification. Instead, this information might be included in an accompanying instruction sheet.
Once all of these details have been determined, it is time to create a document that is easy for buyers to understand and use. Multiple versions of the specification can be created – one for internal use within your company, one for distribution to potential buyers, and one for actual printing or electronic submission to vendors.
Sharing your technical specifications with vendors ahead of time will help ensure that they are aware of your expectations and can begin working on products that meet those criteria. It will also reduce any surprises during negotiations later on down the line.
What to include in a Technical Specifications
When you are specifying products or services for purchase, it is important to include information about what you need and what is included in the contract. The technical specifications document gives buyers a clear understanding of what they are purchasing, as well as defining any specific requirements that must be met.
Technical specifications can cover everything from the hardware and software needed to run a system, to the colors and fonts used on the website. In order to create a comprehensive technical specification, it is important to have accurate information about the project. This includes knowing the target market, what features are required, and what functionality is desired.
Once you have created your technical specifications document, it is important to get feedback from potential buyers. This will help you ensure that your specifications are clear and concise, while also meeting buyer needs. Once all stakeholders have agreed on your specifications, it is time to start preparing your contract!
Action items after writing a Technical Specifications
1. Draft and publish the technical specifications document.
2. Run a proof of concept to ensure the specification is accurate.
3. Hire an engineer to help develop the product based on the specification.
4. Verify that the product meets the requirements of the customer and published specification.
5. Train employees on how to use the product and how to comply with published specifications.