Specification (technical standard)

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A specification often refers to a set of documented requirements to be satisfied by a material, design, product, or service. [1] A specification is often a type of technical standard.

Contents

There are different types of technical or engineering specifications (specs), and the term is used differently in different technical contexts. They often refer to particular documents, and/or particular information within them. The word specification is broadly defined as "to state explicitly or in detail" or "to be specific".

A requirement specification is a documented requirement, or set of documented requirements, to be satisfied by a given material, design, product, service, etc. [1] It is a common early part of engineering design and product development processes in many fields.

A functional specification is a kind of requirement specification, and may show functional block diagrams.[ citation needed ]

A design or product specification describes the features of the solutions for the Requirement Specification, referring to either a designed solution or final produced solution. It is often used to guide fabrication/production. Sometimes the term specification is here used in connection with a data sheet (or spec sheet), which may be confusing. A data sheet describes the technical characteristics of an item or product, often published by a manufacturer to help people choose or use the products. A data sheet is not a technical specification in the sense of informing how to produce.

An "in-service" or "maintained as" specification, specifies the conditions of a system or object after years of operation, including the effects of wear and maintenance (configuration changes).

Specifications are a type of technical standard that may be developed by any of various kinds of organizations, in both the public and private sectors. Example organization types include a corporation, a consortium (a small group of corporations), a trade association (an industry-wide group of corporations), a national government (including its different public entities, regulatory agencies, and national laboratories and institutes), a professional association (society), a purpose-made standards organization such as ISO, or vendor-neutral developed generic requirements. It is common for one organization to refer to (reference, call out, cite) the standards of another. Voluntary standards may become mandatory if adopted by a government or business contract.

Use

In engineering, manufacturing, and business, it is vital for suppliers, purchasers, and users of materials, products, or services to understand and agree upon all requirements. [2]

A specification may refer to a standard which is often referenced by a contract or procurement document, or an otherwise agreed upon set of requirements (though still often used in the singular). In any case, it provides the necessary details about the specific requirements.

Standards for specifications may be provided by government agencies, standards organizations (SAE, AWS, NIST, ASTM, ISO / IEC, CEN / CENELEC, DoD, etc.), trade associations, corporations, and others. A memorandum published by William J. Perry, U.S. Defense Secretary, on 29 June 1994 announced that a move to "greater use of performance and commercial specifications and standards" was to be introduced, which Perry saw as "one of the most important actions that [the Department of Defense] should take" at that time. [3] The following British standards apply to specifications:

A design/product specification does not necessarily prove a product to be correct or useful in every context. An item might be verified to comply with a specification or stamped with a specification number: this does not, by itself, indicate that the item is fit for other, non-validated uses. The people who use the item (engineers, trade unions, etc.) or specify the item (building codes, government, industry, etc.) have the responsibility to consider the choice of available specifications, specify the correct one, enforce compliance, and use the item correctly. Validation of suitability is necessary.

Public sector procurement rules in the European Union and United Kingdom require non-discriminatory technical specifications to be used to identify the purchasing organisation's requirements. The rules relating to public works contracts initially prohibited "technical specifications having a discriminatory effect" from 1971; this principle was extended to public supply contracts by the then European Communities' Directive 77/62/EEC coordinating procedures for the award of public supply contracts, adopted in 1976. [7] Some organisations provide guidance on specification-writing for their staff and partners. [8] [9] In addition to identifying the specific attributes required of the goods or services being purchased, specifications in the public sector may also make reference to the organisation's current corporate objectives or priorities. [8] :3

Guidance and content

Sometimes a guide or a standard operating procedure is available to help write and format a good specification. [10] [11] [12] A specification might include:

Construction

North America

Specifications in North America form part of the contract documents that accompany and govern the drawings for construction of building and infrastructure projects. Specifications describe the quality and performance of building materials, using code citations and published standards, whereas the drawings or building information model (BIM) illustrates quantity and location of materials. The guiding master document of names and numbers is the latest edition of MasterFormat. This is a consensus document that is jointly sponsored by two professional organizations: Construction Specifications Canada and Construction Specifications Institute based in the United States and updated every two years.

While there is a tendency to believe that "specifications overrule drawings" in the event of discrepancies between the text document and the drawings, the actual intent must be made explicit in the contract between the Owner and the Contractor. The standard AIA (American Institute of Architects) and EJCDC (Engineering Joint Contract Documents Committee) states that the drawings and specifications are complementary, together providing the information required for a complete facility. Many public agencies, such as the Naval Facilities Command (NAVFAC) state that the specifications overrule the drawings. This is based on the idea that words are easier for a jury (or mediator) to interpret than drawings in case of a dispute.

The standard listing of construction specifications falls into 50 Divisions, or broad categories of work types and work results involved in construction. The divisions are subdivided into sections, each one addressing a specific material type (concrete) or a work product (steel door) of the construction work. A specific material may be covered in several locations, depending on the work result: stainless steel (for example) can be covered as a sheet material used in flashing and sheet Metal in division 07; it can be part of a finished product, such as a handrail, covered in division 05; or it can be a component of building hardware, covered in division 08. The original listing of specification divisions was based on the time sequence of construction, working from exterior to interior, and this logic is still somewhat followed as new materials and systems make their way into the construction process.

Each section is subdivided into three distinct parts: "general", "products" and "execution". The MasterFormat and SectionFormat [20] systems can be successfully applied to residential, commercial, civil, and industrial construction. Although many architects find the rather voluminous commercial style of specifications too lengthy for most residential projects and therefore either produce more abbreviated specifications of their own or use ArCHspec (which was specifically created for residential projects). Master specification systems are available from multiple vendors such as Arcom, Visispec, BSD, and Spectext. These systems were created to standardize language across the United States and are usually subscription based.

Specifications can be either "performance-based", whereby the specifier restricts the text to stating the performance that must be achieved by the completed work, "prescriptive" where the specifier states the specific criteria such as fabrication standards applicable to the item, or "proprietary", whereby the specifier indicates specific products, vendors and even contractors that are acceptable for each workscope. In addition, specifications can be "closed" with a specific list of products, or "open" allowing for substitutions made by the constructor. Most construction specifications are a combination of performance-based and proprietary types, naming acceptable manufacturers and products while also specifying certain standards and design criteria that must be met.

While North American specifications are usually restricted to broad descriptions of the work, European ones and Civil work can include actual work quantities, including such things as area of drywall to be built in square meters, like a bill of materials. This type of specification is a collaborative effort between a specification writer and a quantity surveyor. This approach is unusual in North America, where each bidder performs a quantity survey on the basis of both drawings and specifications. In many countries on the European continent, content that might be described as "specifications" in the United States are covered under the building code or municipal code. Civil and infrastructure work in the United States often includes a quantity breakdown of the work to be performed as well.

Although specifications are usually issued by the architect's office, specification writing itself is undertaken by the architect and the various engineers or by specialist specification writers. Specification writing is often a distinct professional trade, with professional certifications such as "Certified Construction Specifier" (CCS) available through the Construction Specifications Institute and the Registered Specification Writer (RSW) [21] through Construction Specifications Canada. Specification writers may be separate entities such as sub-contractors or they may be employees of architects, engineers, or construction management companies. Specification writers frequently meet with manufacturers of building materials who seek to have their products specified on upcoming construction projects so that contractors can include their products in the estimates leading to their proposals.

In February 2015, ArCHspec went live, from ArCH (Architects Creating Homes), a nationwide American professional society of architects whose purpose is to improve residential architecture. ArCHspec was created specifically for use by licensed architects while designing SFR (Single Family Residential) architectural projects. Unlike the more commercial CSI/CSC (50+ division commercial specifications), ArCHspec utilizes the more concise 16 traditional Divisions, plus a Division 0 (Scope & Bid Forms) and Division 17 (low voltage). Many architects, up to this point, did not provide specifications for residential designs, which is one of the reasons ArCHspec was created: to fill a void in the industry with more compact specifications for residential projects. Shorter form specifications documents suitable for residential use are also available through Arcom, and follow the 50 division format, which was adopted in both the United States and Canada starting in 2004. The 16 division format is no longer considered standard, and is not supported by either CSI or CSC, or any of the subscription master specification services, data repositories, product lead systems, and the bulk of governmental agencies.

The United States' Federal Acquisition Regulation governing procurement for the federal government and its agencies stipulates that a copy of the drawings and specifications must be kept available on a construction site. [22]

Egypt

Specifications in Egypt form part of contract documents. The Housing and Building National Research Center (HBRC) is responsible for developing construction specifications and codes. The HBRC has published more than 15 books which cover building activities like earthworks, plastering, etc.

UK

Specifications in the UK are part of the contract documents that accompany and govern the construction of a building. They are prepared by construction professionals such as architects, architectural technologists, structural engineers, landscape architects and building services engineers. They are created from previous project specifications, in-house documents or master specifications such as the National Building Specification (NBS). The National Building Specification is owned by the Royal Institute of British Architects (RIBA) through their commercial group RIBA Enterprises (RIBAe). NBS master specifications provide content that is broad and comprehensive, and delivered using software functionality that enables specifiers to customize the content to suit the needs of the project and to keep up to date.

UK project specification types fall into two main categories prescriptive and performance. Prescriptive specifications define the requirements using generic or proprietary descriptions of what is required, whereas performance specifications focus on the outcomes rather than the characteristics of the components.

Specifications are an integral part of Building Information Modeling and cover the non-geometric requirements.

Food and drug

Pharmaceutical products can usually be tested and qualified by various pharmacopoeias. Current existing pharmaceutical standards include:

If any pharmaceutical product is not covered by the above standards, it can be evaluated by the additional source of pharmacopoeias from other nations, from industrial specifications, or from a standardized formulary such as

A similar approach is adopted by the food manufacturing, of which Codex Alimentarius ranks the highest standards, followed by regional and national standards. [23]

The coverage of food and drug standards by ISO is currently less fruitful and not yet put forward as an urgent agenda due to the tight restrictions of regional or national constitution. [24] [25]

Specifications and other standards can be externally imposed as discussed above, but also internal manufacturing and quality specifications. These exist not only for the food or pharmaceutical product but also for the processing machinery, quality processes, packaging, logistics (cold chain), etc. and are exemplified by ISO 14134 and ISO 15609. [26] [27]

The converse of explicit statement of specifications is a process for dealing with observations that are out-of-specification. The United States Food and Drug Administration has published a non-binding recommendation that addresses just this point. [28]

At the present time, much of the information and regulations concerning food and food products remain in a form which makes it difficult to apply automated information processing, storage and transmission methods and techniques.

Data systems that can process, store and transfer information about food and food products need formal specifications for the representations of data about food and food products in order to operate effectively and efficiently.

Development of formal specifications for food and drug data with the necessary and sufficient clarity and precision for use specifically by digital computing systems have begun to emerge from some government agencies and standards organizations: the United States Food and Drug Administration has published specifications for a "Structured Product Label" which drug manufacturers must by mandate use to submit electronically the information on a drug label. [29] Recently, the ISO has made some progress in the area of food and drug standards and formal specifications for data about regulated substances through the publication of ISO 11238. [30]

Information technology

Specification need

In many contexts, particularly software, specifications are needed to avoid errors due to lack of compatibility, for instance, in interoperability issues.

For instance, when two applications share Unicode data, but use different normal forms or use them incorrectly, in an incompatible way or without sharing a minimum set of interoperability specification, errors and data loss can result. For example, Mac OS X has many components that prefer or require only decomposed characters (thus decomposed-only Unicode encoded with UTF-8 is also known as "UTF8-MAC"). In one specific instance, the combination of OS X errors handling composed characters, and the samba file- and printer-sharing software (which replaces decomposed letters with composed ones when copying file names), has led to confusing and data-destroying interoperability problems. [31] [32]

Applications may avoid such errors by preserving input code points, and normalizing them to only the application's preferred normal form for internal use.

Such errors may also be avoided with algorithms normalizing both strings before any binary comparison.

However errors due to file name encoding incompatibilities have always existed, due to a lack of minimum set of common specification between software hoped to be inter-operable between various file system drivers, operating systems, network protocols, and thousands of software packages.

Formal

A formal specification is a mathematical description of software or hardware that may be used to develop an implementation. It describes what the system should do, not (necessarily) how the system should do it. Given such a specification, it is possible to use formal verification techniques to demonstrate that a candidate system design is correct with respect to that specification. This has the advantage that incorrect candidate system designs can be revised before a major investment has been made in actually implementing the design. An alternative approach is to use provably correct refinement steps to transform a specification into a design, and ultimately into an actual implementation, that is correct by construction.

Architectural

In (hardware, software, or enterprise) systems development, an architectural specification is the set of documentation that describes the structure, behavior, and more views of that system.

Program

A program specification is the definition of what a computer program is expected to do. It can be informal, in which case it can be considered as a user manual from a developer point of view, or formal , in which case it has a definite meaning defined in mathematical or programmatic terms. In practice, many successful specifications are written to understand and fine-tune applications that were already well-developed, although safety-critical software systems are often carefully specified prior to application development. Specifications are most important for external interfaces that must remain stable.

Functional

In software development, a functional specification (also, functional spec or specs or functional specifications document (FSD)) is the set of documentation that describes the behavior of a computer program or larger software system. The documentation typically describes various inputs that can be provided to the software system and how the system responds to those inputs.

Web service

Web services specifications are often under the umbrella of a quality management system. [33]

Document

These types of documents define how a specific document should be written, which may include, but is not limited to, the systems of a document naming, version, layout, referencing, structuring, appearance, language, copyright, hierarchy or format, etc. [34] [35] Very often, this kind of specifications is complemented by a designated template. [36] [37] [38]

See also

Related Research Articles

<span class="mw-page-title-main">British Standards</span> Standards produced by BSI Group

British Standards (BS) are the standards produced by the BSI Group which is incorporated under a royal charter and which is formally designated as the national standards body (NSB) for the UK. The BSI Group produces British Standards under the authority of the charter, which lays down as one of the BSI's objectives to:

Set up standards of quality for goods and services, and prepare and promote the general adoption of British Standards and schedules in connection therewith and from time to time to revise, alter and amend such standards and schedules as experience and circumstances require.

A quality management system (QMS) is a collection of business processes focused on consistently meeting customer requirements and enhancing their satisfaction. It is aligned with an organization's purpose and strategic direction. It is expressed as the organizational goals and aspirations, policies, processes, documented information, and resources needed to implement and maintain it. Early quality management systems emphasized predictable outcomes of an industrial product production line, using simple statistics and random sampling. By the 20th century, labor inputs were typically the most costly inputs in most industrialized societies, so focus shifted to team cooperation and dynamics, especially the early signaling of problems via a continual improvement cycle. In the 21st century, QMS has tended to converge with sustainability and transparency initiatives, as both investor and customer satisfaction and perceived quality are increasingly tied to these factors. Of QMS regimes, the ISO 9000 family of standards is probably the most widely implemented worldwide – the ISO 19011 audit regime applies to both and deals with quality and sustainability and their integration.

<span class="mw-page-title-main">Configuration management</span> Process for maintaining consistency of a product attributes with its design

Configuration management (CM) is a systems engineering process for establishing and maintaining consistency of a product's performance, functional, and physical attributes with its requirements, design, and operational information throughout its life. The CM process is widely used by military engineering organizations to manage changes throughout the system lifecycle of complex systems, such as weapon systems, military vehicles, and information systems. Outside the military, the CM process is also used with IT service management as defined by ITIL, and with other domain models in the civil engineering and other industrial engineering segments such as roads, bridges, canals, dams, and buildings.

Conformance testing — an element of conformity assessment, and also known as compliance testing, or type testing — is testing or other activities that determine whether a process, product, or service complies with the requirements of a specification, technical standard, contract, or regulation. Testing is often either logical testing or physical testing. The test procedures may involve other criteria from mathematical testing or chemical testing. Beyond simple conformance, other requirements for efficiency, interoperability, or compliance may apply. Conformance testing may be undertaken by the producer of the product or service being assessed, by a user, or by an accredited independent organization, which can sometimes be the author of the standard being used. When testing is accompanied by certification, the products or services may then be advertised as being certified in compliance with the referred technical standard. Manufacturers and suppliers of products and services rely on such certification including listing on the certification body's website, to assure quality to the end user and that competing suppliers are on the same level.

A document management system (DMS) is usually a computerized system used to store, share, track and manage files or documents. Some systems include history tracking where a log of the various versions created and modified by different users is recorded. The term has some overlap with the concepts of content management systems. It is often viewed as a component of enterprise content management (ECM) systems and related to digital asset management, document imaging, workflow systems and records management systems.

The ISO 9000 family is a set of five quality management systems (QMS) standards by the International Organization for Standardization (ISO) that help organizations ensure they meet customer and other stakeholder needs within statutory and regulatory requirements related to a product or service. ISO 9000 deals with the fundamentals and vocabulary of QMS, including the seven quality management principles that underlie the family of standards. ISO 9001 deals with the requirements that organizations wishing to meet the standard must fulfill. ISO/TS 9002 offers guidelines for the application of ISO 9001. ISO 9004 gives guidance on achieving sustained organizational success.

Documentation is any communicable material that is used to describe, explain or instruct regarding some attributes of an object, system or procedure, such as its parts, assembly, installation, maintenance, and use. As a form of knowledge management and knowledge organization, documentation can be provided on paper, online, or on digital or analog media, such as audio tape or CDs. Examples are user guides, white papers, online help, and quick-reference guides. Paper or hard-copy documentation has become less common. Documentation is often distributed via websites, software products, and other online applications.

An open standard is a standard that is openly accessible and usable by anyone. It is also a common prerequisite that open standards use an open license that provides for extensibility. Typically, anybody can participate in their development due to their inherently open nature. There is no single definition, and interpretations vary with usage. Examples of open standards include the GSM, 4G, and 5G standards that allow most modern mobile phones to work world-wide.

<span class="mw-page-title-main">Geometric dimensioning and tolerancing</span> System for defining and representing engineering tolerances

Geometric dimensioning and tolerancing (GD&T) is a system for defining and communicating engineering tolerances via a symbolic language on engineering drawings and computer-generated 3D models that describes a physical object's nominal geometry and the permissible variation thereof. GD&T is used to define the nominal geometry of parts and assemblies, the allowable variation in size, form, orientation, and location of individual features, and how features may vary in relation to one another such that a component is considered satisfactory for its intended use. Dimensional specifications define the nominal, as-modeled or as-intended geometry, while tolerance specifications define the allowable physical variation of individual features of a part or assembly.

In software project management, software testing, and software engineering, verification and validation (V&V) is the process of checking that a software system meets specifications and requirements so that it fulfills its intended purpose. It may also be referred to as software quality control. It is normally the responsibility of software testers as part of the software development lifecycle. In simple terms, software verification is: "Assuming we should build X, does our software achieve its goals without any bugs or gaps?" On the other hand, software validation is: "Was X what we should have built? Does X meet the high-level requirements?"

The Construction Specifications Institute (CSI) is a United States national association of more than 8,000 construction industry professionals who are experts in building construction and the materials used therein. The institute is dedicated to improving the communication of construction information through a diversified membership base of allied professionals involved in the creation and management of the built environment, continuous development and transformation of standards and formats, education and certification of professionals to improve project delivery processes, and creation of practice tools to assist users throughout the facility life-cycle. The work of CSI is currently focused in three areas being standards and publications, construction industry professional certifications, and continuing education for construction professionals.

CAD standards are a set of guidelines for the appearance of computer-aided design (CAD) drawings should appear, to improve productivity and interchange of CAD documents between different offices and CAD programs, especially in architecture and engineering.

The process of establishing documentary evidence demonstrating that a procedure, process, or activity carried out in testing and then production maintains the desired level of compliance at all stages. In the pharmaceutical industry, it is very important that in addition to final testing and compliance of products, it is also assured that the process will consistently produce the expected results. The desired results are established in terms of specifications for outcome of the process. Qualification of systems and equipment is therefore a part of the process of validation. Validation is a requirement of food, drug and pharmaceutical regulating agencies such as the US FDA and their good manufacturing practices guidelines. Since a wide variety of procedures, processes, and activities need to be validated, the field of validation is divided into a number of subsections including the following:

ISO 13485Medical devices -- Quality management systems -- Requirements for regulatory purposes is a voluntary standard, published by International Organization for Standardization (ISO) for the first time in 1996, and contains a comprehensive quality management system for the design and manufacture of medical devices. The latest version of this standard supersedes earlier documents such as EN 46001 and EN 46002 (1996), the previously published ISO 13485, and ISO 13488.

<span class="mw-page-title-main">Submittals (construction)</span>

Submittals in construction management can include: shop drawings, material data, samples, and product data. Submittals are required primarily for the architect and engineer to verify that the correct products will be installed on the project.

Verification and validation are independent procedures that are used together for checking that a product, service, or system meets requirements and specifications and that it fulfills its intended purpose. These are critical components of a quality management system such as ISO 9000. The words "verification" and "validation" are sometimes preceded with "independent", indicating that the verification and validation is to be performed by a disinterested third party. "Independent verification and validation" can be abbreviated as "IV&V".

A technical standard is an established norm or requirement for a repeatable technical task which is applied to a common and repeated use of rules, conditions, guidelines or characteristics for products or related processes and production methods, and related management systems practices. A technical standard includes definition of terms; classification of components; delineation of procedures; specification of dimensions, materials, performance, designs, or operations; measurement of quality and quantity in describing materials, processes, products, systems, services, or practices; test methods and sampling procedures; or descriptions of fit and measurements of size or strength.

Technical documentation is a generic term for the classes of information created to describe the use, functionality or architecture of a product, system or service.

ISO/IEC JTC 1/SC 7 Software and systems engineering is a standardization subcommittee of the Joint Technical Committee ISO/IEC JTC 1 of the International Organization for Standardization (ISO) and the International Electrotechnical Commission (IEC), that develops and facilitates standards within the field of engineering of software products and systems. The international secretariat of ISO/IEC JTC 1/SC 7 is the Bureau of Indian Standards (BIS) located in India.

Geometrical Product Specification and Verification (GPS&V) is a set of ISO standards developed by ISO Technical Committee 213. The aim of those standards is to develop a common language to specify macro geometry and micro-geometry of products or parts of products so that the language can be used consistently worldwide.

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Further reading