Chapter 3.3

Question 1

Name 3 reasons why specifications may fall short of the standard needed

Answer 1

1. Senior staff are not always given the training to write a specification
2. Drafting or reviewing specifications can fall to more junior employees who have little or no experience of specifications and the context in which they are written
3. Lack of information

Question 2

When do under specified needs occur?

Answer 2

When not all of the users have been identified and so not all of the requirements have been identified and assessed

Question 3

Name the 4 main risks involved in an under specified need

Answer 3

1. The product or service being procured is unsuitable to meet user needs
2. Money is wasted either from having to rectify the product or service or from having to procure an alternative that does meet user needs
3. Customer need is not fully satisfied and so the product or service is not used to its full potential
4. If the specification is too narrow because the needs have been underspecified this can result in fewer alternatives with the result that costs can be higher because it is difficult if not impossible to switch to a lower cost product

Question 4

Name 4 risks involved in an over specified need

Answer 4

1. Greater expense because the product/service has to incorporate more features
2. Poor competition because the number of suppliers who can provide the full specification is fewer than if the specification had not been over specified
3. Variety of offers, most of which only provide some of the features specified, and few offers that are able to supply the full range of features
4. More difficult to evaluate because there are more trade offs to be made between the different features and attributes in the specification

Question 5

Name 3 problems of the user or supplier misinterpreting the need in the specification

Answer 5

1. Unacceptable purchase that does not meet the standard of the user
2. Time overrun as the product/service has to be adapted to meet the emerging real needs
3. Increased costs from re-work to adapt the product/service to the real need

Question 6

Name the 4 steps in the process of managing risk

Answer 6

1. Identify the possible risks
2. Assess the risks
3. Control the risks
4. Monitor the risks

Question 7

Name 7 risks when producing a specification

Answer 7

1. Insufficient funding delaying the procurement or even requiring a re-tender
2. Timescales for tendering that are impractical
3. Insufficient market research resulting in not all potential suppliers being identified and invited to bid
4. Choosing an inappropriate procurement method
5. Using terms and conditions that are not acceptable to suppliers
6. Perceived bias or lack of confidentiality from the procurement team
7. No response from suppliers who are known to be capable of providing a quality product or service

Question 8

For every risk that is identified, what three things do the team need to establish?

Answer 8

1. The impact of the risk if it was to occur
2. The likelihood of the risk being detected before it causes any damage
3. The likelihood of the risk being eliminated

Question 9

Define mitigating actions

Answer 9

Actions taken to lessen the impact of risk to people or organisations

Question 10

What is the next step in managing risks

Answer 10

Controlling the risks by identifying any mitigating actions

Question 11

Name the 4 main ways to mitigate risks

Answer 11

1. Tolerate the risk
2. Treat the risk
3. Transfer the risk
4. Terminate the risk

Question 12

What should you consider before thinking about terminating a risk

Answer 12

You should consider rethinking the specification

Question 13

Name Spradlin’s 4 step process to problem solving when rethinking a specification

Answer 13

1. Establish the need for a solution
2. Justify the need
3. Contextualise the problem
4. Write the problem statement that describes the problem for which a solution is required

Question 14

What is normally used to monitor risks?

Answer 14

A risk register

Question 15

Name 7 things a risk register should identify for each risk

Answer 15

1. Unique identifier for each risk
2. Date the risk was identified
3. Allocated owner of the risk
4. Description of the risk
5. RAG assessment of the risk
6. Mitigation action for the risk
7. Date the risk will next be reviewed

Question 16

What does identifying the ownership of the risk do?

Answer 16

Help to ensure accountability

Question 17

Who may take a lead role in monitoring and reviewing specifications

Answer 17

Procurement

Question 18

Name 4 reasons why it is important to monitor and review specifications

Answer 18

1. Accountability
2. More focus on the goals of the specification
3. Learning from experience
4. Team morale

Question 19

What is the first step in monitoring and reviewing the creation of a specification by others?

Answer 19

Define success in terms of a completed specification

Question 20

What does PID stand for?

Answer 20

Project initiation document

Question 21

Define project initiation document

Answer 21

Document that outlines key elements of a project

Question 22

What does the project mandate do?

Answer 22

Explains the scope and authority of the project manager to commence project preparation activties

Question 23

What is the purpose of a project initiation document?

Answer 23

To document the key parts of the project for reference and act as a vehicle for collecting the necessary approvals

Question 24

Define project mandate

Answer 24

Document that authorises the project manager to commence with the project preparation

Question 25

Define opportunity cost

Answer 25

The potential benefits foregone as a result of choosing one alternative over another

Question 26

Name 11 things a PID will typically do

Answer 26

1. Provide a background to the specification
2. Provide the initial definition and scope of the specification
3. Detail any constraints or dependencies
4. List any assumptions
5. Provide an outline business case for the specification
6. Identify the benefits expected from the specification
7. Provide roles and responsibilities for all those involved in writing or approving the specification
8. Provide a stakeholder map
9. Provide a communication plan
10. List the acceptance criteria for the specification
11. Include a project plan for completing the specification and the date on which it is due

Question 27

Name 3 popular metrics for managing projects

Answer 27

1. Schedule variance - measures how far through the activities required by the plan in the PID the team is and by how much the plan is behind or infront of schedule
2. Cost variance - measures how much time is expended by individuals versus the initial estimate of their involvement
3. Stakeholder satisfaction - it could involve asking stakeholders to complete an online survey

Question 28

What may happen if progress in specification writing is monitored and reviewed too often?

Answer 28

Those involved can lose interest and motivation if they think they are being micro-managed

Question 29

What may happen if progress in specification writing isn’t monitored and reviewed enough?

Answer 29

It may lead to important events being missed with the overall effect being that the due date for the specification is missed

Question 30

How is best to monitor and review projects

Answer 30

Having regular meetings with the project team

Question 31

Name 7 steps for monitoring and reviewing a specification writing project

Answer 31

1. Make sure the project is monitored throughout its lifecycle
2. Decide what to measure and collect the right data
3. Assign responsibility for reporting data and for monitoring it
4. Identify who should receive monitoring reports
5. Make strong and time bound decisions
6. Have open and clear communication
7. Make an effort to focus on people