Qu’est ce qu’un cahier des charges
It is a structured, formal document that lists all the data required for the completion of a project, whatever the field concerned.
It is the reference document for all those involved in developing the project, whether it is used internally by the company’s teams or externally by the chosen service provider.
Particularly in the context of a call for tenders, the specifications document is a contractual document. It allows the client to define the selection criteria for the project manager.
Functional specifications and technical specifications: what is the difference?
It is necessary to distinguish between 2 types of specifications document:
The functional specifications document. It defines the broad outlines of the project. It specifies the company’s needs (in terms of functionalities) that the proposed solution must meet.
The technical specifications document. It details the constraints and technical specificities required to meet the functional needs. It also specifies the various constraints surrounding the project.
In practice, the technical specifications and the functional specifications are often combined into a single document.
Good to know :
since February 2013, the European standard EN 16 271 has defined the structure to adopt and the sections to include when drafting functional specifications.
Why write a specifications document?
For a project manager, the specifications document is the first step that must not be overlooked in order to ensure success. But it is also a valuable document for every stakeholder.
Indeed, the specifications document makes it possible to:
Facilitate the internal and external management of the project and save time for all the parties involved.
Guarantee the project promoter/owner that their expectations will be met.
Provide the client/supplier/service provider with a means of understanding the needs.
Limit financial risks since it sets a budgetary framework.
Writing a specifications document: the information to provide
A technical specifications document may be only one part of the overall specifications.
Content of a specifications document
Depending on the nature of the project, the precise content of the specifications document will differ. However, the structure and sections are common to all. Here are the main elements to include when drafting a specifications document:
Present the company and the context: internal teams involved, targets. . .
Detail the objectives (financial, commercial. . . ) and the expected results.
Determine the needs to be met, the expected functionalities and the technical constraints of the project.
Specify the planned budget.
Set deadlines (completion, delivery. . . ) to allow the various stakeholders to plan their work accordingly.
Focusing on drafting a technical specifications document
Whatever the type of project, a technical specifications document must:
- Contain information on the technical environment.
- List the tools to be used to guarantee the feasibility of the project.
- List all the constraints: technical, economic, environmental, safety-related, material. . .
- Indicate the characteristics the product must meet
This document (or part of a specifications document) provides technical details. It uses precise jargon that only an expert in the field masters, but it must be understandable by all stakeholders, and therefore provided in their language.
Advantage of a specifications document
Drafting a technical and/or functional specifications document is not a waste of time — quite the opposite! It guarantees that your company provides the various stakeholders with the information essential to the success of your project. By following the proposed structure, you can be sure of producing a complete specifications document, making internal and external project management easier.
Xavier Schuster
Consultant at SXE Consulting. Industrial consulting firm based in Luxembourg, 25 years of experience in operational excellence.
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