Project specification refers to the statement of works or narrative description of works to be done in a proposed project. It is a description of technical content, quality standard and organization's policy for the project. It is obligatory statement of procedure and processes that are applicable to the project for the effective implementation. It serves as standard for pricing the proposal. It is used for quality assurance. It provides procurement guidelines as well as accurate information on technical and general requirement of the project.
Project is divided into various phases. Each stage is further broken down into work-packages, task and sub-tasks and then presented in a hierarchical order by the use of work-down structure. The structure facilitates the project implementation more effectively. The specification should be appropriate to each task and sub-task. It is used for estimates of equipment, materials, man-hour, workmanship etc needed for each task and sub-task. It is prepared in professional manner using professional manner using technical experts focusing on the desire of top level authority, customers and other groups. Once finalize specification is generally not change because even small changes in specification result in cost over-run and affect the quality too.
However specification should be complete, clear and capable of being understood easily. It should set-out the way in which all works should be done in the project. It should describe and specify the supplies work and services clearly. It provides accurate information on all relevant project's work. Clear and complete specification may avoid lot of unpleasant situation during the project implementation period. Therefore, it should be kept updated through periodic revision.