Project Specification: Template and How To Write One

Starting a new project can be as ambiguous as exploring a black box. However, a project specification will serve as a roadmap to dissipate the fog and guide the project team to implement and deliver the desired outcomes effectively.

In this article, we will give you a comprehensive guide on how to write a project specification, utilizing LTS Group’s hands-on experience in software development. At the end of the blog, don’t forget to download our well-crafted project specification template.

Let’s dive in.

What is a Project Specification?

A project specification document (PSD), also known as a project spec or project charter, is a flexible collection of all information necessary to deliver the right outcomes. It can include specific requirements, objectives, deliverables, timelines, budget, and other specific aspects of a project.

In the realm of software development, a software requirements specification is a description of a software system to be developed. It is an integral part of the software development life cycle (SDLC), providing details regarding the software’s functionality, performance, design, implementation, as well as resource allocation for the project.

Software Project Specification in Waterfall vs. in Agile Methodologies

We all know that the most two common software development methodologies are waterfall and agile. In short, waterfall prioritizes predictability while agile embraces flexibility.

Therefore, usage and characteristics of project specifications may differ between the two approaches.

A waterfall SDLC often starts with a comprehensive requirement document that provides a detailed description of the system’s features, user interactions, constraints, technical specifications, etc. In short, it draws a complete picture of the process and outcome.

Meanwhile, as “Working software over comprehensive documentation” is a core value in agile, an agile SDLC often starts with lightweight product documents. It employs user stories, which are told from a user’s perspective about users’ desires, to create product backlogs. A product backlog lists out tasks to do and will be shaped as the project progresses, until we reach a product-market fit stage.

So, while changes are not encouraged during a waterfall development process, they are welcomed and embraced during an agile development process.

In today’s software development, the waterfall approach is favored for projects with predictable, fixed scopes. On the other hand, agile methods like Scrum, Kanban, and Feature-driven Development are widely used for projects that want flexibility and the ability to adapt to market changes.

To gain a complete understanding of the agile approach in software development, check out our blog post: A detailed explanation of agile software development.  

Why Do You Need a Project Specification?

Now we know that project specification requirements can exist under different forms in agile and waterfall methodologies. Still, at its core, a project specification document is essential to the success of a project.

Project specifications have a crucial role to play from the nascent stage to software development, software delivery and software maintenance. Let’s zoom in on the details:

• Clarity: It clarifies your project’s objectives and helps all stakeholders understand the project’s objectives and deliverables, ensuring everyone shares a common understanding of the project’s goals.
• Scope control: It helps you control the project’s scope by explicitly defining what is included and, equally importantly, what is not.
• Timeline control: A software project specification outlines the project’s schedule, milestones, and deadlines, enabling effective time management and ensuring that the project stays on track.
• Budget control: It helps manage the project budget by providing a clear overview of the cost structure and resource allocation.
• Quality assurance: It sets the quality standards and criteria for the project, ensuring that the development process adheres to pre-defined standards and the end product meets expectations.
• Risk mitigation: It helps identify potential risks and challenges beforehand, enabling you to address them proactively during the development process.
• Benchmarking: A good project spec serves as a reference point for all stakeholders, reducing misunderstandings and miscommunications and providing a common standard for problem-solving.

What Should Be Included in a Project Specification?

Let’s shed light on the main components of a project specification. A standard project specification in project management should include the following.

1. Purpose of the document: Identify the product or product version or product component that software requirements in this document specify.
2. Project description: Describe the background and business goals of the project, including why this project exists, the product ideas, what has been done, what problems it’s going to solve, and what business impacts it’s going to bring to the table.
3. Software requirement specification (SRS): Describe how the product is intended to function, what functional requirements and non-functional requirements it has, what modules and components it contains, etc. Software requirements are grouped into three categories:

• Functional requirements: Functional requirements describe what the software should do for users, including features and interactions.
• Non-functional requirements: Non-functional requirements outline how the software should perform, covering aspects like performance, security, usability, and scalability.
• Technical requirements: Technical requirements specify the technology, infrastructure, and architecture needed for development.

4. Project scope: What steps should be taken? What are the deliverables? Such as, is this a web app or mobile app, or both? How many versions are required? What are the timelines for deliverables?
5. Quality assurance requirements: When should testing take place? What types of testing should we perform? Who performs them? Etc.
6. Budget estimation: Describe the project cost structure and the fund origins.
7. Constraints and potential risks: What are the constraints of the projects? What risks may happen and how likely they can happen? What can we do to avoid/address them?

How To Write A Project Specification

Creating a project specification (PSD) is a crucial step in ensuring a project’s success. Here’s a step-by-step guide on how to write an effective project specification:

• Define the scope: Start by outlining the project’s objectives and expected deliverables. Be specific to avoid confusion later on. Ensure stakeholder approval before proceeding.
• Identify stakeholders: Determine who are the decision-makers, influencers, investors, developers, end users and other related people in charge. Early stakeholder identification helps tailor the specification to their needs.
• Gather stakeholder input: Collect input from stakeholders through interviews, surveys, or focus groups to understand their project expectations and deliverables.
• Create a realistic timeline: After scope approval, establish a project timeline with clear milestones and deadlines. Ensure it’s realistic to avoid undue pressure. Stakeholders should review and approve the timeline.
• Define the project budget: Outline all project costs, including fixed and variable expenses. This will provide an accurate cost estimate for the project.
• Craft the specification: It’s time to draft your specifications, start with a blueprint and then add details. This phase may require extra attention and time to ensure the PSD is pixel-perfect. Besides a text file, other options include drawing wireframes or developing a clickable mock-up for better visualization and interaction.
• Seek feedback: Share your draft specification with stakeholders to gather feedback, identify likes, dislikes, and missing elements. Use this feedback to improve the document.
• Finalize the specification: Once feedback is incorporated, obtain approval from all stakeholders before proceeding. This ensures everyone is aligned with the project’s goals.
• Communicate the specification: You can host sharing sections to make sure all project participants, including external partners, comprehend and agree to follow the specification document.
• Regularly revise and review: Remember that the PSD is not set in stone. It should be reviewed and revised throughout the project to accommodate changes and keep the project on track.

Project Specifications Document Template

Here is a word-file project specification template. After you download our project specification example or make a copy, feel free to customize the template to fit your specific project characteristics. 

Frequently Asked Questions About Project Specification

1. What makes a good project specification?

A good software project specification should have these key qualities:

• Clarity: It should be easy for anyone to understand, even if they’re not tech-savvy. Avoid jargon and use simple language.
• Completeness: It should cover all aspects of the software, from its purpose and features to.
• Specificity: Be detailed about what you want. Use examples and specifics to avoid ambiguity.
• Measurable objectives: Define clear goals and success criteria, so you can measure if the project meets them.
• Realistic scope: Ensure it’s achievable within your constraints, like time and budget.
• Stakeholder involvement: Involve all relevant parties in creating the spec to align expectations.
• Flexibility: While it should be clear, it should also allow for some flexibility to adapt to changes or unexpected situations.

2. What do you write in a specification?

In a specification, you write down important details about a project. Here’s what to include:

• Purpose of the document
• Project description
• Software requirement specification (SRS), including functional requirements, non-functional requirements, and technical requirements.
• Project scope, including deliverables and timeline.
• Quality assurance requirements.
• Budget plan
• Project constraints and potential risks

Final Thoughts on Project Specification

In conclusion, a well-crafted project specification is a blueprint to navigate a project development process. It sets the direction, defines the goals, and ensures everyone is on the same page. With a clear and comprehensive spec, your project is poised for a smooth and successful journey.

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