An effective specification:
1. Defines the buyer's needs to enable providers to propose cost-effective solutions and allow for fair tender evaluation.
2. Includes minimum requirements like clear, concise descriptions of requirements, responsibilities, and evaluation criteria to form the basis for contract management.
3. Is important to avoid mistakes, undermine strategic aims, and ensure information is complete to prevent wrong assumptions.
11. What do you consider to be the purpose of a specification?
12. A specification is a document describing the buyer’s needs, which enables providers to propose an appropriately costed solution to meet those needs. In parallel it provides a means to tender evaluation.
13. Procurement Cycle 8. Closure / Review Need 1. Identify Need 2. Develop Business Case 3. Define Procurement Approach 4. Supplier Appraisal 5. Tender Evaluation 6. Award Contract 7. Manage Implementation of Contract
14. What do you consider to be the minimum requirements of an effective specification?
21. The specification process Define scope Identify info sources Gather info Agree Contract manager Decide Spec type Draft KPIs Draft Evaluation criteria Draft spec Reflect on consultation Amend spec Consult on draft QA Writing an effective specification requires good project management and time The market Current position Industry Stds. alts Respond to Clarification requests Despatch NB EU rules
22. Who should be involved in writing the specification?
25. Pick a contract you are familiar with and conduct a stakeholder analysis
26. Stakeholder Analysis SUBJECTS Low power High interest +/- Management could encourage conditions to increase power of + ive and encourage to become Players or neutralise - ive Power Level of interest PLAYERS High power High interest +/- Significant stakeholders who deserve sustained management attention CROWD Low power Low Interest Potential rather than actual stakeholders Interest an/or power could be raised, but unlikely to be worth management time/effort CONTEXT SETTERS High power Low Interest Can influence overall future context Management should seek to raise awareness and develop + ive interest and convert to Players (Ackermann & Eden, 2011)