8 PPM WKD Developing Specifications and TOR
8 PPM WKD Developing Specifications and TOR
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Statement of requirements includes
Specifications(Specs), Terms of Reference(TOR), Scope
of Works(SOW)
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Meet with end users, clients, other stakeholders, and the
evaluation committee to understand their needs.
Seek external assistance, when needed, to provide
expertise to clearly and correctly state what is required in
terms of capability and capacity.
Conduct thorough research of market and trends.
Understand the capability and capacity of the supply chain,
as well as potential influences (e.g., energy availability,
storage for contaminated material).
Choose the type of specification based on the identified
needs.
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Conduct analyses (e.g. life cycle cost (LCC), value analysis,
value engineering, best value).
Clearly identify the supplier’s obligations (e.g., risk and
responsibility) according to the type of specification chosen.
Explain, clarify, and define all compliance obligations needed
Include essential characteristics and a clear statement of
intended use.
Include a clear and consistent methodology for determining if all
the requirements have been met by offerors.
Ensure there is an internal review process by members of the
solicitation team to help identify inconsistencies and ambiguities
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How have you Specified your needs as
individuals and or in your organizations?
Conformance Specifications
This type gives the specific details and designs of the
items required
The risks are borne by the buyers and it restricts
competition in some situations
Are input based and used when the user knows
exactly what he /she wants
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Processor - dual core 2.4 GHz+ (i5 or i7 series Intel processor
or equivalent AMD)
RAM - 16 GB
Hard Drive - 256 GB or larger solid state hard drive
Graphics Card - any with Display
Port / HDMI or DVI support
Wireless (for laptops) - 802.11ac (WPA2 support required)
Monitor - 23" widescreen LCD with Display Port/HDMI or DVI
support
Operating System - Windows 10 Home or Professional editions,
or Apple OS X 10.12.3
Warranty - 3 year warranty
Backup Device - External hard drive and/or USB Flash Drive
You can work out one for the laptop
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Performance Specifications
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Performance Specifications
States what function the item is required to carry out,
achieve or perform
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Allows the offerors to use their expertise, creativity, and
innovation to provide a solution.
The offeror chooses the method of achieving the
outcome.
Are used when the method and means of achieving the
outcome are unknown.
Place a higher degree of risk on the awarded supplier,
who is responsible for achievement of the outcome and
will be evaluated based on defined criteria.
May describe a commodity that will be integrated into
existing systems and be interchangeable with parts,
services, or other basic elements.
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Require reliable, practical, economical tests of
performance
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If something is not specified, it is unlikely to be
provided
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Principles of writing Specifications
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Principles of writing Specifications
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Developing specifications can be challenging due to several
factors, including:
Ambiguity: Specifications must be clear and unambiguous to
avoid misunderstandings. Ambiguous specifications can lead to
incorrect products or services being delivered. For example, if a
specification states "high-quality material," it's unclear what
specific material is required.
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Technical Complexity: Developing specifications for complex
products or services requires expertise and understanding of the
technical aspects involved. For example, specifying the requirements
for a new aircraft engine involves intricate technical details.
Cost Considerations: Balancing the desired features with cost
constraints can be challenging. For instance, specifying high-end
materials for a product may increase costs significantly.
Stakeholder Alignment: Ensuring that all stakeholders agree on the
specifications can be challenging, especially when there are conflicting
priorities. For example, the marketing team may prioritize product
aesthetics, while the engineering team focuses on functionality.
Regulatory Compliance: Specifications must comply with relevant
regulations and standards, which can add complexity. For example,
specifying materials for a product may require compliance with
environmental regulations.
Time Constraints: Developing thorough specifications can be time-
consuming, especially when there are tight deadlines for product
development. For example, rushing to finalize specifications for a new
product launch can lead to oversights.
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A name or trademark by which one producer distinguishes
his or her product from those of similar products by other
producers in the same industry.
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Generally include a combination of the
following:
Physical characteristics
Design details
Materials used (chemical composition)
Methods involved in production
Maintenance requirements…
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Advantages
Very specific and precise
Easy to verify
Disadvantages
Requires expertise
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Buyer to provide physical product
Samples are used when it is difficult to describe the
product adequately
Advantages
Providers understand exactly what is required
Buyers are able to assess whether product is suitable
Disadvantages
Suppliers may deliver different items
Small deviations are difficult to assess
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Chemical composition; JIK 5% Hypochlorite
Warranties- 1yr,3yrs, 5yrs…
Payment terms
Product characteristics
Size; shoes- 7,8,9,12 trousers- waist, length…
Grades; Maize flour, 1,2,3 Tiles first, second grade….
Gauge; Iron sheets-24,26,28,30,32 or Glass-
mm,4mm,5mm, 6mm
Garments- 100% polyester / cotton
Rice- 5% broken, 20% broken, or short and long
grains…
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Services
Generally services are more difficult to specify than
products due to their characteristics of “intangibility” ,
“inseparability,” “perishability” and “variability” nature.
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Purpose/Objective of assignment
Proposed Methodology
Deliverables
Staffing Capacity
Capacity to handle consultancy projects
Work plan
Ethical safeguards
Knowledge transfer
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Background to the work, which briefly describes the
conditions that lead to the need for the project. This
could describe the history behind the job and its role
within a larger programme.
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Definitions of responsibility of any individuals or groups
involved in the work
Time scale and deadlines. A programme of dates for key
decisions or outputs to be delivered.
Buyer preferences. The Buyer may specify approaches,
technologies, equipment, etc. That the vendor must
incorporate into their work.
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Developing terms of reference (TOR) can present various
challenges, including:
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Ambiguous Responsibilities: TOR should clearly define
the responsibilities of each party involved in the project or
task. Ambiguity in responsibilities can lead to conflicts and
delays
For example, if the TOR for a collaborative project does not
clearly outline each partner's role, it may result in
duplication of efforts or gaps in execution.
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Inadequate Resources: TOR should specify the resources
required to complete the project or task, including budget,
time, and personnel. Inadequate resource allocation can lead
to project delays or failure
For example, if the TOR for a marketing campaign does not
allocate enough budget for advertising, the campaign may not
reach its target audience effectively.
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Some mitigations to these challenges, consider the
following strategies:
Clearly Define Objectives: Ensure that the TOR clearly defines the
objectives of the project or task, including specific, measurable goals.
Comprehensive Scope: Develop a comprehensive TOR that includes
all necessary components and deliverables, based on thorough
research and analysis.
Clarify Responsibilities: Clearly define the responsibilities of each
party involved in the project or task to avoid confusion and conflicts.
Stakeholder Engagement: Involve key stakeholders in the
development of the TOR to ensure their input and buy-in.
Resource Planning: Adequately allocate resources, including budget,
time, and personnel, based on realistic assessments of project
requirements.
Flexibility: Build flexibility into the TOR to accommodate changes in
project requirements, with clear processes for updating the TOR as
needed.
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Practical tasks
a)Develop specifications for
procurement; four Double Cabins 4WD
for Uganda Management Institute