Project Development Specification: How To Write the Right One

Why Do We Need a Specification?

A requirements specification for hardware and software development is a document that outlines the product's requirements, including its purpose, functions, behavior, components, technologies, tools, and processes.

A project development specification serves as a roadmap for both the business and technical teams involved in creating an IT solution.

A requirements specification is equally important for both the client and the developer. As a collaborative effort between specialists from different fields, a specification is used by the client and contractor throughout the entire development lifecycle and beyond.

• A project development specification for hardware or software allows clients to obtain preliminary estimates of the product development cost. Complex devices and high-performance applications require careful planning. Factors such as labor, components, logistics, certifications, and more must be considered. A well-drafted document enables both the contractor and the client to visualize and evaluate the entire development process and its stages. This way, the client gains insight into the preliminary cost of each work phase, with more precise data outlined in a project estimate.

• A specification also indicates an approximate timeline for the project. Both the client and the outsourcing company will avoid disagreements if each stage's timeframe is clearly stated from the outset. Hardware and software development timelines can shift due to unforeseen circumstances. Some factors, like component lead times and shipping delays, can be anticipated when drafting a specification.

• It becomes easier for the client to evaluate the final solution—whether it’s an electronic device, application, firmware, or hardware-software system—by comparing it to the description in the requirements specification. For this reason, the spec should be prepared meticulously and comprehensively.

• A well-crafted project development specification reflects the competence and experience of the specialists who drafted it. Developers' thorough approach to preparing the project, along with clear and concise information in the spec, demonstrates the company's service level.

• Collaboration can be paused or terminated due to external factors such as financial constraints, geopolitical issues, partner disagreements, or logistical challenges. With a well-prepared specification for IT product development, it’s easier for the client to resume cooperation with the outsourcing company or to engage a new one.

• The requirements document outlines the product itself, its purpose, functionality, development stages, electronic components, and software tools. Thus, both the client and the developer gain a thorough understanding of the future IT solution, providing protection against misunderstandings, disagreements, and unplanned changes in the product concept.

When developers rely on a requirements specification, their work becomes smoother and faster, eliminating the need to constantly coordinate every step with the client.

Can We Do It Without a Spec?

Creating project development specifications isn’t straightforward. It demands time, expertise, and inevitably, resources. Consequently, some clients might attempt to cut corners by drafting in-house specs or skipping the requirements document altogether to save time and money.

Is it feasible to proceed without a technical specification? Can a client simply explain their vision verbally, show a prototype, or request a template?

Even the smallest project necessitates a requirements document—a paper that records all the product-related requirements, components, and workflows. While this document may not follow the classical definition of a project development specification, it’s still indispensable.

When engaging a custom software and hardware development firm, the client can submit a document expressing their ideas, preferences, and vision for the product in any format.

Client expertise in design and programming is advantageous, but the primary focus should be on communicating the client’s vision as clearly as possible.

Based on this explanation, the development company will create a comprehensive, high-quality requirements specification that will guide the subsequent development process.

How to Write a Spec

A technical specification includes subject-specific data and detailed descriptions of the development process. The more intricate the task, the more specialists will be involved in drafting the requirements specification, resulting in a more extensive finished document.

Who Writes a Requirement Document?

Templates and tips from the internet won’t suffice to create a good specification.

Requirement documents for hardware and software development are written by specialists who understand all the nuances of the process: work stages, terms, required components and technologies, and the final product characteristics. Project managers, developers, and testers contribute their data to the document, forming a holistic view of the project.

You can assign the creation of project development specifications to in-house specialists who know precisely what product you need and can specify the desired functions and characteristics in the document.

However, this often leads to redundant efforts, wasted time, and unnecessary expenses.

The requirements document prepared by an outsourcing company considers all the client's wishes and the contractor's capabilities (expertise in specific components and languages, development experience, etc.).

All aspects of the technical specification must be agreed upon by the client and the developer to ensure the client receives a product that fulfills all requirements.

What Should Be Included in a Project Development Specification?

Requirements documents are tailored to specific projects and are usually unique. Nonetheless, some elements are present in one form or another in all technical specifications for software, hardware, and embedded systems development.

Terms, Abbreviations, and Definitions

Professional jargon used in the text is defined at the beginning of the document. These can include IT concepts (device names, development environments, programming languages, and technical definitions), as well as terms relevant to the field for which the IT solution is intended.

The more carefully the list of professional terms is crafted, the better the contractor and the client will understand each other.

Product Summary

This section describes the purpose of the IT solution, the reasons behind its creation, and the target audience.

Companies often aim to develop an IT product to expand their client base, build a positive brand image, boost labor efficiency, reduce manual tasks, and more.

This section also contains information about the project's objectives: it could involve creating a turnkey solution, contributing to a specific stage (like developing software for a finished hardware platform), or enhancing an existing product.

Objectives must be specific and clear so that the final product meets expectations and proves useful to the client.

Project Requirements

The project requirements form the foundation of the specification and its most significant and detailed part.

Typically, this section includes the following sub-sections:

General Requirements outline the stages of the development process.

Here’s an example of general requirements for developing a hardware and software system for equipment control:

Project Stages:

• Develop a controller to manage client devices.

The controller must be installed on each device.

• Create a device control panel using a Linux-based single-board computer.
• Develop an application for remote control.
• Integrate the control panel and controller into a single system.
• Test the system.
• Subsequent system improvements and modifications

Functional Requirements refer to the IT solution's functions and behaviors.

Example:

• The system should send notifications about equipment failures.
• The system must control the sensors.
• The system must transmit data over a radio channel.
• The system must have an alarm.
• The system must manage all the device functions.

Non-functional Requirements define performance, scalability, maintainability, product security, and other criteria.

Requirements for the Development Process can be presented in several paragraphs and describe work stages, components, and software tools to be used.

For instance, in a project development specification for a software and hardware complex, you might need a paragraph detailing the requirements for the device, communication protocols (MQTT, TCP, etc.), and a user application for managing the device.

The statement of Organization and Quality of Work determines how to organize everything related to the project: communication between the client and the contractor, key points regarding the quality of the system, device, or software product (continuous operation time, system behavior in emergencies, etc.).

Security Issues may contain requirements for code protection, access control, access rights, etc.

In addition to the main points, the specification contains blocks that are individual for each project, such as roles for access control, interface requirements, and requirements for the device size and appearance.

What Makes a Good Project Development Specification?

What should a high-quality specification for hardware and software development look like? How many pages do you need—one or fifty? Should you use formal language or technical jargon? Do you need diagrams or not?

First, the project development specification should be written in clear and simple language since it will be studied not only by technical specialists but also by sales managers and the client’s team. Of course, you can’t avoid technical terms, but you shouldn’t overload the text with them either.

Schematics, drawings, and tables are not mandatory but highly recommended. Visual elements convey information in a way that many people find more comprehensible.

The size of the spec depends on the project's scale and complexity. Larger projects require more preparatory documents. A requirements specification for a battery management system, a multi-year project, cannot be just one page long.

However, it’s important to strive for a balance of conciseness, clarity, and informativeness even when writing technical specifications for large-scale projects.

What happens if you neglect proper specification preparation and review? At best, it will cost extra time. At worst, it can lead to disagreements between parties and result in a product that doesn’t meet the client’s expectations.

We’ve encountered such scenarios. A client had an idea for a device, but some of its functions couldn’t be implemented simultaneously. In the specification document, we described the only viable solution, but unfortunately, the client overlooked it. Needless to say, the outcome was disappointing.

To avoid such outcomes, the client should invest time in studying the specification: discussing details and delving into the final document.

It’s better to entrust the preparation of technical specifications to professionals—those who will handle the IT solution creation. Whether or not you have a clear understanding of the development process, you can simply bring them your idea.

A competent outsourcing team specializing in custom electronics design and software development can draft a high-quality specification, discuss all the details with the client, consider all wishes, and select the most suitable component base and software tools.

A good spec will save time, money, and stress for both the client and the developer.

Common Mistakes in Specifications

It’s crucial to avoid common errors when drafting a requirements document. Let’s examine some pitfalls closely.

No Glossary

What it was: The virtual assistant provides voice interaction, MX Player, Spotify, TuneIn, Audible, Pandora, Hungama, and Ganna playback, and information about EPL, MLB, NBA, NHL, etc.

What it should be: The virtual assistant provides voice interaction, music playback (MX Player, Spotify, TuneIn, Audible, Pandora, Hungama, and Ganna), and information about sports events (EPL, MLB, NBA, NHL, etc.).

Music services: MX Player, Spotify, TuneIn, Audible, Pandora, Hungama, Ganna.

Abbreviations of sports organizations:

EPL: English Premier League

MLB: Major League Baseball

NBA: National Basketball Association

NHL: National Hockey League

Vague Wording

What it was: Since its introduction in 1983, MIDI has evolved into a mature standard with a wide range of products and applications. It is a standard that specifies both the hardware connection needed to share data physically and the data protocol for exchanging musical control information.

What it should be: The MIDI (Musical Instrument Digital Interface) format allows standardizing musical equipment from different manufacturers.

The protocol provides digital data transfer between devices, music playback, and control of auxiliary equipment (pyrotechnics, lighting, etc.).

Overly Detailed Description

What it was: The GS Format is a set of guidelines created by Roland to standardize the performance of sound-generating equipment. It supports all features listed in the General MIDI System. Additionally, the highly compatible GS Format offers a wider variety of sounds, allows for sound editing, and specifies numerous specifics for a wide range of supplementary features, such as chorus and reverberation effects. 

The GS Format was designed with the future in mind, making it easy to add additional sounds and support new hardware features as they become available. It may be retrofitted to work with the General MIDI System. As a result, Roland's GS Format can faithfully play back GM Scores just as well as GS Music Data (music data written using the GS Format).

What it should be: The GS format is Roland's extension to the General MIDI standard to unify audio equipment characteristics. It supports all the features listed in the General MIDI System, supplementing the standard with new instruments, effects, and functions.

Mixing Functional and Non-functional Requirements

What it was: The system must maintain the water temperature in the heating tank at no higher than 50°C.

What it should be: Functional requirements: the system must maintain a user-defined water temperature.

Non-functional requirements: the water temperature in the heating equipment must not exceed 50°C.

Conclusion

The development of an IT solution—an electronic device, application, embedded software, or IoT system—is initiated by writing a project requirements specification. A specification can be a brief document or a detailed one depending on the project's scale and complexity.

A specification gives insight into the purpose and functions of the product, the requirements for its development, the stages of work, and the procedure for accepting the completed solution.

The requirements document is the result of collaboration among the project manager, developers, testers, and, of course, the client.

Since writing technical specifications is a complex process, it requires deep knowledge and expertise in software and hardware development. Those who prepare specifications should be able to navigate the electronic components market, assess logistics routes, and present information effectively.

The best decision would be to entrust the requirements specification preparation to the outsourcing development company. The team will take into account its expertise and all the client's wishes. In this case, product development will proceed faster and more smoothly.

You can reach out to Integra Sources with your idea, and we will help you create a unique application, electronic device, or software and hardware system of any complexity. We will prepare a concise and understandable requirements specification, which will serve as the foundation for further cooperation.