Func­tion­al spec­i­fi­ca­tion: All project re­quire­ments at a glance

Just like a spec­i­fi­ca­tion sheet, the func­tion­al spec­i­fi­ca­tion is also a great help for extensive projects involving a con­trac­tor and client. Once a con­trac­tor receives an order, they have to fulfill the client’s re­quire­ments as precisely as possible. Ideally, the con­trac­tor should also check be­fore­hand the extent to which the client’s re­quire­ments are feasible. This is where a spec­i­fi­ca­tion sheet and func­tion­al spec­i­fi­ca­tion can prove useful. But what exactly is a func­tion­al spec­i­fi­ca­tion? And what’s the right way to create one?

The func­tion­al spec­i­fi­ca­tion document helps in the smooth im­ple­men­ta­tion of a project. Unlike the spec­i­fi­ca­tion sheet, it is prepared by the con­trac­tor. The func­tion­al spec­i­fi­ca­tion can be defined as follows:

Func­tion­al spec­i­fi­ca­tions are often used es­pe­cial­ly in the software sector: However, many media designers have also come to ap­pre­ci­ate their ad­van­tages. All project re­quire­ments are listed in detail in the func­tion­al spec­i­fi­ca­tion. As a result, it can often be long and requires a lot of time to prepare.

The spec­i­fi­ca­tion sheet is created by the client to explain to a potential con­trac­tor what the project entails. It describes exactly what the client expects from the con­trac­tor. This allows the con­trac­tor to gain a good idea of the re­quire­ments. The func­tion­al spec­i­fi­ca­tion is es­sen­tial­ly the answer to the spec­i­fi­ca­tion sheet. It is prepared by the con­trac­tor and contains in­for­ma­tion on how the con­trac­tor intends to implement the re­quire­ments.

Once drawn up, the con­trac­tor submits the func­tion­al spec­i­fi­ca­tion to the client. They can then check the in­for­ma­tion to assess whether the project will be im­ple­ment­ed according to their wishes. Minor ad­just­ments and changes usually follow, and these are also doc­u­ment­ed in detail. When both parties are happy, the project can get started.

There is no legally pre­scribed structure for a func­tion­al spec­i­fi­ca­tion: Companies are free to compose them as they choose. However, there are certain content elements that have become standard practice. It’s important that all teams involved are named, for example. Essential re­quire­ments for project im­ple­men­ta­tion also belong in the func­tion­al spec­i­fi­ca­tion.

What’s more, the entire process of the project should be described, with every­thing it entails. The following structure is rec­om­mend­ed. You can use it as your func­tion­al spec­i­fi­ca­tion template. Or you can adjust it according to your needs.

1. In­tro­duc­tion

Besides ex­plic­it­ly naming the client and con­trac­tor, this section should also briefly describe the project. Address what the project involves and what the final outcome should look like. It’s important that someone who hears about the project for the first time can un­der­stand what it’s about.

2. Order

This is where the order is for­mu­lat­ed. Build on the de­scrip­tion in the in­tro­duc­tion and go into greater depth with ex­pla­na­tions. Describe the ob­jec­tives of each phase, as well as the general con­di­tions and any special con­sid­er­a­tions with respect to the project.

3. Existing systems or products

Are there any project-related systems or projects that have already been completed by the client and no longer need to be im­ple­ment­ed by the con­trac­tor? If they are also relevant to the project, you should also mention them in the func­tion­al spec­i­fi­ca­tion.

4. Teams and in­ter­faces

Name precisely who is involved in the project and where the in­ter­faces are. You should also list the com­mu­ni­ca­tion channels in this section.

5. General con­di­tions

You should state the entire pro­cess­ing period here, for example. You can also describe the planned operating times and working hours.

6. Technical re­quire­ments

Here you should specify what you need to implement the project – such as hardware and software. It is also advisable to list which equipment you will require for each task.

7. Problem analysis

Summarize the most sig­nif­i­cant problems you expect to encounter. It is es­pe­cial­ly important to define a solution in advance to the most likely problems, as this will save time later. Also consider possible but unlikely problems.

8. Quality

What re­quire­ments do you have in terms of quality? You should also explain how you will implement quality assurance, control, and ac­cep­tance.

9. Project de­vel­op­ment

Describe exactly when each phase will occur and how the overall project is organized.

This list is just an example of what a func­tion­al spec­i­fi­ca­tion could look like. There are many different projects that may require more or fewer points. But it’s important that the spec­i­fi­ca­tion sheet and func­tion­al spec­i­fi­ca­tion match and com­ple­ment each other.

It’s critical that you are as precise as possible in the func­tion­al spec­i­fi­ca­tion. Describe all processes and make sure you have a detailed overview as the con­trac­tor. If there are un­re­solved questions, look for answers. Where there are bot­tle­necks, discuss them with the client. The purpose of the func­tion­al spec­i­fi­ca­tion is to check the re­quire­ments of the spec­i­fi­ca­tion sheet. Im­ple­men­ta­tion should also be planned in detail to prevent any nasty surprises.

But also bear in mind that something un­fore­seen can always happen. So, always allow for a little room for changes and ad­just­ments.

Choose clear language in your ex­pla­na­tions and avoid technical terms where possible. After all, the func­tion­al spec­i­fi­ca­tion will be read by a range of people – and not all will have extensive technical knowledge.

Graphical rep­re­sen­ta­tions are ideal for conveying complex subject matter in a straight­for­ward manner. Work with diagrams, tables, or mind maps to present the main points as clearly as possible.

Avoid general state­ments – regarding time frames or costs, for example. These can lead to sig­nif­i­cant dif­fer­ences of opinion later. The less room for in­ter­pre­ta­tion your for­mu­la­tions provide, the better.

A func­tion­al spec­i­fi­ca­tion is useful for saving time when im­ple­ment­ing a project. It helps the con­trac­tor and client com­mu­ni­cate and reach an agreement. You will also learn a lot about the upcoming project by creating a func­tion­al spec­i­fi­ca­tion. As long as it’s worded clearly and contains the essential details from the spec­i­fi­ca­tion sheet, it will be a helpful tool for your project.