SPECIFICATIONS for OPERATIONS of PROJECTS

Post 140 ⇒  by Gautam Shah

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Projects or their near independent systems, when nearly ready, begin to function or need to be operated early. Systems, for example, such as the load-bearing entities become operative as soon as installed or the supports are removed. Similarly systems like stairs and elevators or water supply etc. are made operative for use by construction personnel. Some systems need to be run-tested for certification, safety and other guarantees and warrantees to be effective. 

Towering inferno, a movie of 1974 showed how important are the Operations Manual and Specifications for fighting fires

 A system that is operative also becomes due for regular maintenance, servicing, repair, safety and security observance, and comes under the scope risk-management (such as insurance, fire, etc.). Operations’ Specifications relate to terms and conditions of operating and maintaining various systems of the project. For small, simple and projects of routine nature there may not be any acute need to create a set of such documents. Complex projects, however, require professional operators who may need not be the original contractor or vendors. These third party operators need a formal assignment of their work and responsibilities. The assignments delineating these are the operations manuals. Operations manuals are not just handed to assigned or contracted operators, but placed in an accessible location for emergency reference.

Escalator maintenance Operation > Wikipedia image by Dailongumuneka

Projects of routine and simple nature are distinctly delivered - handed over to the client or user, according to a defined process and schedule. The client or user, thereafter on their own, or through other agencies, manage and operate the system.

In case of complex projects, however, consist of several subsystems which begin to be operative as soon as these are installed. Contractors and vendors use such subsystems during the execution of the project (such as stairs, drainage & water supply system etc.), and sometimes manage them till the project is delivered. In cases like, turnkey projects, some of the subsystems must be operated for trial and verification.

Nose section of Boeing 747 tested with pressure tanks > Wikipedia image by Oliver Cleynen

Operations specification for traditional material specifications+ processes of construction or assembly are different from projects “delivered” through Performance Specifications. Projects conceived through Performance Specifications invariably have many built in provisions for care of the main and subsystems during their emergent phase. For routine projects, in many organizations, the job of operations and maintenance is handled through departmental facilities or out sourced to specialized agencies. In both cases, yet a strategy is required for dealing with probable conditions and also for less-predictable situations (disasters, crisis). Designers of the system may provide such a strategy, or specialist agencies are required to prepare the operational specifications.

Mech+Elec+Plumbing MEP area > Wikipedia image by Eric T Gunther 

 

Forms of Operations Specifications

Operations specifications become key instructions during crisis. The agency that evolves the operational specifications, such as Owner, Designer, or Operator of the systems, each may adopt a varied strategy, often lacking coordination to deal with the situation. Professionals are now available, who can independently assess a building system, and prepare a set of operations specifications.

 

During emergency there is little time for understanding a layout > Wikipedia image by Cpl Trent A. Randolph

Operations specifications are often more graphical then written to make its access non technical, and free of language barriers. Many specifications are in the form of signage, instructions or warning signals. These specifications may not occur as a single comprehensive document but distributed across the estate. Repairs and maintenance work, need to be scheduled with other plans of actions. Operations specifications also include methods of observance, supervision and feedback systems.

 

Complex entities require equally meticulous schemes for operations > Wikipedia image by Reinraum

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Conditions for Creating and Providing the Operations Specifications

1          System Designer, System Provider (contractor, fabricator, vendor), and the System Operator, each of the roles should be clearly defined.

2          A System Provider must distinctly (formally) handover (deliver) the System (whole or self-sufficient parts of it) to the Client or appointed System Operators, as provided in the contract.

3     A System Designer and System Provider, together evolve the Operations Specifications. Only one of them is made responsible for Formal Transfer of the Operations Specifications' Documents to the operative agency.

4          System Designer (or the client) must see those necessary guarantees as available from Vendors and Sub contractors, and as provided by the main System Contractor, are transmitted to the Client. Alternatively a third party agency is appointed to create them afresh, and also affect such a transmission of guarantees.

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PERFORMANCE SPECIFICATIONS

 Post -by Gautam Shah 
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General: Performance Specifications tell a manufacturer, vendor, supplier or provider: What is considered to be an acceptable product? And How will the product's acceptability be judged ? In other words performance specifications state requirements in terms of the results to be achieved and provide criteria for verifying the compliance. Such specifications define the functional requirements for the product, the environment in which it must operate, and the interface and interchangeability requirements. Performance specifications, however, do not state means or methods for achieving the results. It allows the supplier with freedom to not only choose but improvise materials and methods.

 

Systems specifiers like a designer deal with a product or system only occasionally and do not get frequent feedback. Whereas a system provider (such as the supplier, manufacturer, fabricator or installer) is consistently involved in supply field, and receives feedback from diverse sources. System suppliers as a result has better understanding and capacity to improvise the product. A system specifier may specify a technologically adequate system, but a system provider offers a technologically superior and economically most appropriate item.

A designer as a system specifier must work in close collaboration with the markets (represented as the supplier, manufacturer, fabricator or installer, etc.). To specify performance, ideally a system specifier and the parties capable of submitting the proposal or bid, both must have a consensus as to what the requirements are. But this type of neutral interaction is not possible or desirable in Government deals. So it is desired that requirements of performance are specified quantitatively rather than qualitatively. Qualitative data can provide varying interpretations and cause misunderstandings, but quantitative data is easily verifiable.

Performance and Verification: Any condition, characteristic, or capability that must be achieved, and is essential for item to perform in the perceived environment must be plausible and verifiable. For example, if a building is required to withstand certain measure of an earthquake, then methods how to verify this must be stated. Verification process is accompanied by definition of 'the extent of contractor or vendor's participation and their liability for providing corrective solution’. Warranties offered by the vendor can to some extent substitute the performance and verification requirements. However, very often warranties of the vendors are restricted to their own supplies. The warranties are also conceived like a risk management system for compensating a fault with something 'equivalent' or money, but not the for the affectations that occur in adjacent areas or systems.

 

In comparison to item or work specifications, performance specifications require fewer references, except for standard tests, interface drawings, etc. Due to the absence of procedures, performance specifications are less dependent.

Restrictions in Performance Specifications: Performance specifications must not limit a provider to specific materials, processes (including quality of man power or equipment), parts, etc. However, one can prohibit certain materials, processes, or parts when authorities have declared quality, reliability, or safety concerns such materials, techniques or processes, as for example environmentally harmful technologies. Upper and/or lower performance characteristics can only be stated as requirements, but not as goals or best efforts.

 

Writing performance specifications: A System specification writer must know: ‘Which requirements are absolute or threshold requirements? Definitions of such thresholds. All constraints governing operations or use through natural and induced environments, interface with other systems, operator and maintenance person's limitations, must be declared’‘.

Performance Specifications for Structural, Architectural and Interior Design jobs: Such jobs consist mainly of industrially produced and standard components, but their composition (fabrication, installation or siting) is a unique phenomenon. Performance specifications at parts or components level are not very difficult to implement. However, adopting a performance specification strategy for large complex systems, or whole projects is a very difficult proposition. Design professionals can overcome this problem by consciously moving towards self-sufficient systems like plug-in modules, rather then excessively customized products that remain one-time efforts. Performance specifications at lower levels such as for replaceable components and spares, should include essentials for interchangeability and interoperability.

Strategies for Creating Performance Specifications: It is very difficult to conceive a fresh set of exclusive performance specifications. But one can gradually and consciously reformat the traditional specifications with inclusion of performance parameters for standard parts and components.

 

Resources for Performance Specifications: Many resources are available to form performance specifications, such as: Government departments and large corporate groups which prepare indexed descriptions of commercial items for frequently or routinely required products. Such performance oriented descriptions are available in a public domain through their purchase bids. Trade associations, commercial organizations, or technical societies often develop coordinated standard specifications, for the warranted performance of items produced by their members. Government Departments design and publish Model Specifications for use by their own sub departments and other agencies. Performance specifications of well-organized departments like defense, telecommunications, etc. can be used for further understanding of the methodology. Market analysis as available in technical journals can show the ranges of performance that are currently possible. Market analysis also show the technologies involved and available alternatives.

Standard Performance Specifications: Standard performance specifications are intended to facilitate standardization and interchangeability of common equipment. Standard performance specifications specify product characteristics, dimensions, matters relating to form, fit, and functions.
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