PRINCE2 Fundamentals

with Claudine Peet

Project Specification
Project Name: BG Apps Flexible Working

Date: Today Release: Draft

Author: Project Manager

Owner: Office Manager

NOTE: This document is a sample document intended to demonstrate the typical contents required.
All names and information relate to the fictitious scenario provided.

Revision History
Date of next revision:

Revision Date Previous Revision Date Summary of Changes Changes Marked

Today

Approvals
This document requires the following approvals. A signed copy should be placed in the project files.

Name Signature Title Date of Issue Version

Senior User Today V1.0

Senior Supplier Today V1.0

Executive Today V1.0

Distribution
This document has been distributed to:

Name Title Date of Issue Version

Locker Supplier Manager Today V1.0

Today V1.0

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Overview

Purpose A Product Specification is used to:

• Understand the detailed nature, purpose, function, and appearance of the product

• Define who will use the product

• Identify the sources of information or supply for the product

• Identify the level of quality required of the product

• Enable identification of activities to produce, review, and approve the product

• Define the people or skills required to produce, review, and approve the product

Advice A Product Specification is derived from the Product Breakdown Structure, the end users of
the product, Quality Management Strategy, and the Configuration Management Strategy.

A Product Specification can take a number of formats, including document, presentation

slides, or mind map, or entry in a project management tool.

The following quality criteria should be observed:

• The purpose of the product is clear and is consistent with other products

• The product is described to a level of detail sufficient to plan and manage its development

• The Product Specification is concise yet sufficient to enable the product to be produced,
reviewed, and approved

• Responsibility for the development of the product is clearly identified

• Responsibility for the development of the product is consistent with the roles and
responsibilities described in the project management team organization and the Quality
Management Strategy

• The quality criteria are consistent with the project quality standards, standard checklists,
and acceptance criteria

• The quality criteria can be used to determine when the product is fit for purpose

• The types of quality inspection required are able to verify whether the product meets its
stated quality criteria

• The Senior User(s) confirms that their requirements of the product, as defined in the
Product Specification, are accurately defined

• The Senior Supplier(s) confirms that the requirements of the product, as defined in the
Product Specification, can be achieved

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 Identifier¹ 009

Title² Staff lockers

Purpose
(This defines the purpose that the product will fulfill and who will use it. Is it a means to an end or an end
in itself? It is helpful in understanding the product’s functions, size, quality, complexity, robustness, etc.)

The secure lockers are to provide staff with storage space for work-related effects.

Composition
(This is a list of the parts of the product. For example, if the product were a report, this would be a list of
the expected chapters or sections.)
• Locker units

• Locker stands

• Locker doors

Derivation
(What are the source products from which this product is derived? Examples: a design is derived from a
specification; a product is bought in from a supplier; a statement of the expected benefits is obtained
from the user; or a product is obtained from another department or team.)
• As per manufacturer’s specifications

Format and Presentation

(The characteristics of the product; for example, if the product were a report, this would specify whether
the report should be a document, presentation slides, or an email)
• The lockers will be provided in light blue as agreed.

• Each unit of lockers will contain four lockers for staff.

Development Skills Required

(An indication of the skills required to develop the product, or a pointer to which area(s) should supply the
development resources. Identification of the actual people may be left until planning the stage in which
the product is to be created.)
• External supplier to provide

¹ Unique key, probably allocated by the configuration management method and likely to include the project name, item name,
and version number.
² Name by which the product is known.

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 Quality Criteria³ Quality Tolerance4 Quality Method5 Quality Skills
Required6

Each unit will comprise 4 lockers None Check User & Assurance

Compartment size must be +/- 1mm Measure and User & Assurance
390mm H x 300mm W x 550 D check
in each unit

Doors must be right-hand fitted None Check User & Assurance

Each unit must have a door- None Check User & Assurance
mounted combination lock with
master key override facility and
user codes, which can be reset

Door finish color must be None Check User & Assurance

“Royal” as per supplier spec

Locker stands must be no more - 8mm/+ 0mm Measure and User & Assurance
than 60mm high check

Development Skills Required

Role Responsible individuals

Product Producer External locker supplier

Product Reviewer(s) User Assurance and Users

Product Approver(s) Office Manager

3
To what quality specification must the product be produced, and what quality measurements will be applied by those inspecting
the finished product? This might be a simple reference to one or more common standards that are documented elsewhere, or
it might be a full explanation of some yardstick to be applied. If the product is to be developed and approved in different states
(e.g., dismantled machinery, moved machinery, and reassembled machinery), then the quality criteria should be grouped into
those that apply for each state.
4
Details of any range in the quality criteria within which the product would be acceptable.
5
The kinds of quality method (e.g., design verification, pilot, test, inspection, or review) that are to be used to check the quality or
functionality of the product.
6
An indication of the skills required to undertake the quality method or a pointer to which area(s) should supply the checking
resources. Identification of the actual people may be left until planning the stage in which the quality inspection is to be done.

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