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EncartaLabs

Specifications Writing

( Duration: 2 Days )

The Specifications Writing training course has been developed to transfer the skills and expertise to those involved in producing and writing technical specifications. Developing a System Requirements Specification includes identification, organization, presentation, and modification of the requirements. Also addressed in the course are the conditions for incorporating operational concepts, design constraints, and design configuration requirements into the specification.

The term "specification" refers to a description of the characteristics of a system, System of Systems (SoS), a product, or service required or desired. Specifically, it is defined as the explicit requirements furnished with a solicitation upon which purchases order or contract is to be based. Specifications are used as written requirements for a system, material, product, or service for a proposed project. Requirements for design, necessary drawings, codes and standards, fabrication, verification, installation, validation, operation and maintenance and system retirement are usually part of the specifications.

By attending Specifications Writing workshop, delegates will learn to:

  • Describe the role and purpose of specifications
  • Identify a framework for organizing and producing specifications
  • Describe key steps involved in creating effective specifications
  • Explain methods used in defining requirements
  • List tools and techniques for scoping and structuring specifications
  • Identify methods to write and edit specifications
  • Describe the methods to use systems requirements to prepare system specifications, drawings and master plans
  • Identify differences between functional and design specifications

  • This Specifications Writing class is recommended for anyone involved in planning, writing, managing or contributing to the preparation of specifications.

COURSE AGENDA

1

Introduction to Specification Writing

  • What are specifications?
  • Purpose of Specifications
  • Types of Specifications
  • Functional Specifications
  • Design Specifications
  • Technical Specifications
  • The Systems Development Lifecycle (SDLC)
  • Contents and layout for a specification
  • Specifications as written requirement
  • Classifying specified requirements as functional or designs
  • Functional versus design oriented specifications
2

Organization of Specifications

  • Audience analysis
  • Specification language
  • Syntax
  • Styles
  • Drawings, Forms and Standards in the Specifications
  • Codes
  • Units of measurement
  • Methods of specifying
  • Descriptive
    • Performance
    • Reference Standard
    • Proprietary
    • Tools and techniques for structuring specifications
3

Requirements Specification Writing

  • Requirements development
  • What are requirements?
  • Requirements analysis methodology
  • Specifications vs. requirements
  • Development of requirements
  • Stakeholders and their needs
  • Needs assessment
  • Needs that are vague
  • Types of requirements
  • The quality of requirements
  • Requirements for the system and sub-systems
  • Elicitation techniques
  • Requirements related to technical solutions
  • Requirements vs. constraints
4

Management of the Requirements

  • Techniques used to capture, and validate key requirements and constraints
  • Requirements validation and verification
  • How to examine, analyze, demonstrate or test requirements
  • Review of requirements quality
  • Scoping and defining requirements
  • Errors in the requirements and the specifications
  • Scoping techniques
  • Clarifying priorities
  • Quantifying difficult requirements
5

Specifications Writing Process

  • Processes and challenges involved
  • Approval and authorization
  • Specification and the statement of work (SOWs)
  • Structuring a statement of work
  • Structuring a system requirements specification
  • Specifications and contract documents
  • Contracting requirements and agreement
  • Supplementary conditions of the contract
  • Bonds and certificate
  • Organization of specifications
  • Technical baselines
6

Creating Effective Procedures for Writing and Controlling Specifications

  • Roles and responsibilities of the key players
  • Scope of the specification
  • Statement of Requirements
  • Design and performance criteria
  • Functional characteristics
  • Performance characteristics
  • Technical characteristics
  • Reporting requirements
  • Standards
  • Acceptance testing
  • Trade-ins
  • List drawings and other guidance provided
  • Details of access, ground conditions and preparation
  • How to avoid unnecessary details
7

Challenges in Writing the Specifications

  • Challenges of written communication
  • Identifying and understanding the stakeholder’s needs
  • Choosing and using the right words
  • How to deal with jargon and unnecessary information
  • Problem words
  • Using sentence structure and punctuation
  • Impact of style, format and appearance
  • Ensuring a clear understanding of what is required
  • Identify the possible risks associated
  • How to write specifications
8

Specifications Writing Techniques

  • Develop the objectives of specification writing
  • Data requirements in Specifications
  • Descriptive specifications
  • Performance specifications
  • Reference standard
  • Scoping and defining needs
  • Assessing the audience
  • Writing Technically
  • Methods of specifications writing development
  • A common framework for producing timely, error-free specifications
9

Technical Writing Challenges

  • Specification organization
  • Writing style and considerations
  • Grammar and sentence structure
  • Formatting and punctuation
  • Design specifications and requirements
  • Specification writing process
  • Clear, easy to understand specifications
  • Selecting a method of specifying
  • Guide to writing Specifications
  • Specification language
  • Sentence structure
  • Words to avoid
  • Avoiding common causes of ambiguity
  • Being concise and ensuring clarity
  • Exercises and examples
10

Wording of Specifications

  • Specification language
  • Vague and ambiguous text
  • Concepts of clear, correct, complete, and concise specification
  • Imperative Mood
  • Streamlined Writing
  • Words to avoid
  • Writing style
  • Usage of words and phrases
  • Words and meanings
  • Forbidden words and phrases
  • Vague adjectives and adverbs
  • Words with legal meaning different from common usage unclear words
  • Subjective, or precise words
  • Correct punctuation Style
  • Words and phrases not to use
  • Specific words or phrases
  • Compound words, hyphenation and word separation
  • List and Tables
  • Wording
  • Capitalization
  • Punctuation
  • Table Layout and Notes
11

Editing and Controlling the Specifications

  • Why editing is difficult
  • Developing a personal editing strategy
  • Editing tools and techniques
  • Key requirements for document issue and control
  • Managing revisions and changes
  • Neglected rules of specification writing
  • Specification clarity, accuracy, repetition, brevity and logic
  • Readability
  • Good grammar, simple sentence structure
12

Additional Drafting Conventions

  • Shortened forms
  • Abbreviations
  • Acronyms
  • Symbols
  • Style for measurements
  • Measurements symbols
  • Mathematical and other signs and symbols
  • Ranges
  • Numerical information

Encarta Labs Advantage

  • One Stop Corporate Training Solution Providers for over 6,000 various courses on a variety of subjects
  • All courses are delivered by Industry Veterans
  • Get jumpstarted from newbie to production ready in a matter of few days
  • Trained more than 50,000 Corporate executives across the Globe
  • All our trainings are conducted in workshop mode with more focus on hands-on sessions

View our other course offerings by visiting https://www.encartalabs.com/course-catalogue-all.php

Contact us for delivering this course as a public/open-house workshop/online training for a group of 10+ candidates.

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