SPECIFICATIONS

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A specification is the ‘best possible definition or explanation at a given time, for a given situation’. / Specifying our experiences is a process of continuous improvisation and rationalization. / One needs to discover and define the process for occurrence. When a description consists of both, the physical characteristics and the processes, sequenced in time, it becomes a Specification.

Our experience about things around us is a continuously evolving process. The more we become familiar with a situation, greater revelations come to us. By remembering or recording the experiences, we hope to have greater understanding. Records of the experiences help in recollection or re-enactment of the happening of the past. To record the experience we detail or specify it. Specifying our experiences is a process of continuous improvisation and rationalization. A specification is the ‘best possible definition or explanation at a given time, for a given situation’.

Specification at a very basic level could be a description of a thing or happening. The description of a thing lists the physical qualities such as size, weight, shape, colour, feel, etc. Whereas the description of a happening includes the changes occurring in the thing itself, as well its surroundings, both, of which are profiled or sequenced in 'constant time' (same time sections).

A description alone may not prove sufficient for reproducing a thing or happening. One needs to discover and define the process for occurrence. When a description consists of both, the physical characteristics and the processes, sequenced in time, it becomes a Specification.

A specification that has been tried for recollection or re-enactment, and with reasonable success for every attempt, becomes a standard specification. A standardised specification provides a satisfactory or assured result.


NATURE OF SPECIFICATIONS

Fear about a thing unknown or less known, makes a person prudent, so specifications of novel creations or new experiences, tend to be minimal and negative. Gradually, with realization of all causes and effects, the initial Negative Specification becomes elaborate and affirmative statement or Positive Specifications.

Though for many neither of the processes is effective, as Negative specifications are too thin and Positive specifications too elaborate and technically complex. A reliable and secure way out of such a dilemma is to look for a Comparative Condition somewhere, and relate to it.


CLASSES OF SPECIFICATIONS

•     Negative

•     Affirmative or positive

•     Comparative.

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• Negative specifications: When goods and materials are comparatively new and their effects are not fully known, ignorance and fear dominate. Negative specifications, therefore mention, undesirable aspects that must be avoided. Negative specifications relate to things that are harmful, unpredictable and debilitative for life. All specifications initially tend to be Negative, but gradually become Affirmative. Negative specification may, however, remain an ‘independent statement with insufficient corroboration’. Negative specifications are eliminating, and so allow a vast degree of openness. Results or creations, through negative specifications may prove to be unexpected and even detrimental.

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• Affirmative or Positive specifications: Affirmative Specifications come into being, when things are fairly well known, and their affective aspects are well documented. Affirmative specifications list out the desirable aspects that goods or materials are endowed with. Affirmative specifications also come into being when objects are beneficial and supportive of life. A Specification becomes affirmative on being corroborated through detailing of all sub aspects or parts. Affirmative specifications gain their clarity through cross references or dependency on similar other specifications. Affirmative specifications are very strict, rigid, complete and positive, so allow little variations, alterations or improvisations. As a result these do not seem very innovative. However, results are better guaranteed in known situations.

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• Comparative specifications: Comparative Specifications are dependent specifications. An item is imitated or referenced because an assurance is available. Here the object is perceived to be like the original. People who are technically incompetent to define a problem or its context (a lay person trying to procure a technologically complex system, without any help), follow such a strategy. People tend to buy a branded or its equivalent things, because there is an assurance of it being fail-safe. An original may be perfect in its own, but the same in a different context or environment may precipitate unseen problems. It is very difficult to search for a root cause of a fault, or a deficiency through such specifications. Comparative specifications are usually not innovative or creative.

FORMS OF SPECIFICATIONS

Specifications have many different forms. Oral instructions or messages are the simplest way of conveying details. These are ordered or delivered in chronological order, or at least have some cause-effect arrangement, and so seem action-oriented. Substantial amounts of specifications occur as written or recorded documents. Where documents are complex and bulky, these include methods for access, reference, and interpretation.

Primary way of specifying a thing is through its sizes. Beyond these come the sensorial aspects and physical qualities of the object. The definition of constituents and production processes form the substantial section of Traditional Specifications.

For specifying a happening, time definitions such as, rate and quantum of change are required. Items flourishing for their Performance (output-input, yield rate, productivity, etc.) require checks and evaluation processes and operational assurances through guarantees and warranties.

•     Specifications of Technical Nature: Specifications of technical nature depend  on drawings and flow charts -scaled representations and also surrogate representations using symbols, metaphors, etc. Drawings show size, shape, scale and such other physical details, but cannot show the sensorial aspects like weight, speed, odour, warmth, etc. Drawings, therefore require a written backup. Specifications are sometimes delivered as scaled models such as art cartoons, mock-ups, dummies, samples, pilots, etc., or full-size replicas. Technical drawings, models show only physical details, but require backup with written explanations, regarding the materials' and other aspects.

SPECIFICATIONS FORMATS

•    Brand-name Specifications: These are restrictive kind of specification limiting  the bidding to a single product. The only competition will be between various suppliers of the same products line.

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•   Brand-name or its Equivalent Specifications: These specifications cite one or more brand-names, model identity or other details to identify certain category of products. The vendor is asked to supply the product mentioned or show that offered product is indeed identical. The procuring agency reserves the right to determine equivalents. Brand-name or its equivalents have perhaps a legitimate ground but very limited place in public affairs.

•     List of Qualified Products (QPL): Such lists are produced by Government’s agencies for purchase of commonly used items by various departments.  Such lists are periodically updated and often have standard price tags. Vendors quote for such an approved item as + or - the standard price tag. The criteria and the methods for establishing and maintaining a QPL is usually in public domains.

•         In India, The Central Purchase Organization DGS&D (Directorate General of Supplies & Disposals) typically creates manuals  of such goods with approved rates. The term goods used in this manual apply generally to all articles, material, commodities, livestock, furniture, fixtures, raw material, spares, instruments, machinery, equipment, industrial plant etc. purchased or otherwise acquired for the use of Government but excluding books, publications, periodicals, etc. for a library.  
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•     Design Specifications: Design specifications mention dimensional and other physical requirements of the item. Design here means a method or scheme of creating or putting together an item. It is the most traditional kind of specification. Design specifications are prescription of what an entity should be in its completed form. These are also called Item Specifications, as the design details are itemised in terms of the execution, material’s technology or mode of execution. Design specifications show how the item must be created, and often with the additional information (but, usually less effectively) what the final product is intended to be (goal, dreams, perception). Here the problems arise, because a manufacturer or supplier is emphatically told what and how to produce or deliver. In most cases this means a demand for a very customised Item. It leaves no chance for the manufacturer or supplier to offer, technologically or economically superior item, or even one from their own standard range. 
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• Performance Specifications: Performance specifications list the expectations  how an entity should function or what it must deliver. Here the user communicates the requirements as to What will be an acceptable product, and How the adequacy of the product will be judged. The performance specification is more related to how a product performs or functions and at what cost, and less related to its dimensions, materials or configuration. The vendor gets substantial freedom in offering the most appropriate technology. For such specifications it is mandatory to explain in detail the results required and how these will be checked. All performance requirements must be matched with tests for adequacy. There is a tendency to demand performance requirements that are very high in comparison to actual projections, which leads to cost escalation.

• Problems arise when test methods for judging adequacy of a product could require a 'Destructive Testing' or a 'Laboratory or Plant-based facility'. Full activation or critical testing of an atomic reactor may not be feasible, or a long term performance of material cannot be checked in any set-up. The provision of assurance by the supplier becomes very important.
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•     Operational specifications: Operational specifications have lesser bearing on how an item is created or procured, but relate to the working of a system. These relate to the functioning of the item, and for that reason product formation, delivery, installation processes must have built in strategy for operation or conduction with optimum efficiency. Operational specifications are not performance specifications but details about mitigating risks arising out of operation of a system.

            I have number of articles on this and related subjects. Depending on the level of response (https://www.facebook.com/gautamshah or contact@gautamshah.in )I may place it here
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