Creating a technical task is one of the first and extremely important stages of most projects. A clear and correctly drawn up terms of reference (TOR) allows you to clarify the relationship between the customer and the contractor, formulate requirements for the characteristics of the future object, and also becomes the basis for checking the work performed.
What is the terms of reference
The general definition of this term is as follows: the terms of reference are a special document developed by the customer and approved by the contractor, which sets out the requirements, parameters and basic operational characteristics of the project, facility or system.
Among other things, this document may include a list of testing requirements (applicable to software development).
It is used in their work by builders, craftsmen performing repair work, programmers, designers and many other specialists.
Terms of Reference - a document that is developed by a professional who is well versed in the specifics of a particular type of work. The success of the event depends on how detailed the expectations of the customer are described. In other words, the technical task is an instruction for employees that allows you to compare the final result with the planned one.
Terms of Reference
Often the process of drawing up the instructions allows the customer to understand how he would like to see the completed project. This is due to the fact that the need for setting specific goals stimulates him to study the possibilities and limitations inherent in this type of activity. Many customers, realizing the lack of information, lack of knowledge of professional terms and lack of special knowledge, prefer to hire a specialist to develop technical specifications.
Paradoxically, this approach allows you to achieve the most coordinated work, because everyone does what he knows how to do: the customer knows what he wants to get as a result, the author of the technical task translates this information into data that is clear to the contractor, and the wizard has the ability to work according to clear instructions .
Assignment of technical specifications
This documentation, terms of reference, performs an important function: it helps to resolve possible disputes. When set out in writing, requirements for a project or scope of work become a guideline for both parties. The Contractor has the right not to perform the work that is not specified in the technical specifications. For additional actions, a new instruction is needed.
At the same time, the customer is protected from incomplete or incorrect fulfillment of the task, as he can check its characteristics and parameters for each individual item in the statement of work.
As a rule, the finished product passes the stage of verification, testing or testing. If its characteristics differ from the planned ones, it may be sent for revision or the contractor may be refused payment (this is agreed upon when the terms of reference are drawn up).
Composition of TK: requirements for functionality
All requirements specified in the technical specifications can be classified by type and properties.
The requirements of various types become the majority of state standards. They regulate the process of drafting TK for the construction of large facilities and other critical work. They usually list the following requirements:
- To the functional component.
- For security settings (for automatic systems and software).
- To the qualification level of specialists.
- To appearance.
- To the materials used.
The list of requirements, grouped by type, is quite long, their diversity is due to the various objectives of the projects.
Most often, the requirements regarding functionality are the core around which each technical task is developed. The system of other technical conditions and instructions becomes a kind of “camouflage” put on these requirements. If the main task is not formulated correctly, even the best “camouflage” will not save the situation, and the project will fail.
Feature Description
Unlike many types of requirements, the properties for their characteristics are much less:
- Clearness.
- Specificity.
- Testability.
The latter property cannot be separated from the first two, since understandable and specific requirements can be implemented and tested. However, if there is no way to verify the result, then it can be argued that the requirements do not have one of the first two properties.
Terms of Reference is not a technical project
There are many opinions about what degree of detail should be used in the development of the terms of reference.
Sometimes it is composed using specific terms and a large number of nuances that are understandable only to specialists. The disadvantage of this approach is that the customer, claiming this TK, does not fully understand what he will receive as a finished product. Therefore, the testing process, verification and acceptance of work can be delayed, and the project is sent repeatedly for revision and improvement.
Proponents of another method insist that the draft terms of reference should be as simple and straightforward as possible. This document may include industry terminology that is understandable to the customer, but you should not allow specifying technical aspects related to the implementation of the project. In the field of software development, a business analyst is engaged in adapting customer requirements to the terms of reference, but not a programmer (of course, if he does not fulfill the duties of both).
A technical project is called documentation, which describes in detail the procedure for the implementation of TK items. Here, terms, abbreviations and professional concepts are simply necessary. The customer does not see them (these words may not tell him anything), the text is read by the master who will be involved in the project, and he needs accurate and specific data: sizes, parameters, qualities, characteristics. The technical design is drawn up by the system architect.
The structure of the technical specifications
To facilitate the preparation and implementation of technical specifications, it is developed according to a specific system.
As a rule, in the beginning, in the introductory part, the purpose and purpose of the project are stated. The following is a listing of sections, requirements and their interpretation. To understand what TK looks like for an automated system, we can consider the structure recommended by GOST 34.602-89:
- Indication of general information.
- A description of the purpose and purpose for the achievement of which it is planned to create or develop a system.
- Characteristics of objects to be automated.
- Statement of system requirements.
- The composition and content of activities and work used to create the system.
- A description of how the creation control and acceptance procedure of the finished system should go through.
- The list of requirements for the work that will be carried out with the automation object for its preparation.
- The procedure for maintaining documentation.
- Indication of development sources.
Such terms of reference (the sample of which contains a detailed description of all points) covers most aspects of the project, but can be supplemented with clarifying points if necessary.
Why make up the technical specifications for the repair of the room
The process of overhaul of the interior is not as simple as it might seem at first glance. This is not only a change of wallpaper and painting batteries, we are talking about fixing broken geometry, eliminating architectural flaws, making adjustments to the layout, equipment and improvement of rooms.
For this reason, the technical task for repair becomes one of the most important stages, as it allows:
- Think ahead to the content of future work.
- Make a detailed estimate, as well as identify opportunities for savings.
- To achieve extreme clarity regarding the desired result for all participants in the process (customer, contractor, contractors).
As in the example with the terms of reference for automation of systems, the intermediary between the customer and the master-performers is the technical task. Implementation of the planned work is carried out on the basis of a technical project, it is developed according to the terms of reference.
What items does the technical task include for repairing a room?
For the repair of each room a unique technical task is compiled. A sample of the most common structure of this document is given below.
1. The name and purpose of the room. This is necessary, since the specifics of the premises require compliance with certain rules in its design (living room, bedroom, study).
2. Characteristics of the floor: the amount of work that needs to be done on this site. Here you can specify in detail what exactly needs to be done by the masters:
- Dismantle the damaged coating, skirting boards and rough floors (type and quadrature).
- Apply leveling, separation screed and thermal insulation (area and height of materials).
- If necessary, install a “warm floor” system (type and height of structure).
- Apply a screed over the heating cables (about 30-50 mm).
- Prepare the surface for laying tiles, laminate, carpet or other material (the nature of the arrangement of elements).
- Install the baseboard (indicate the number of running meters, as well as all internal and external corners).
3. Ceiling work:
- Clear of whitewashing or wallpaper (area in square meters).
- Align with putty (area).
- Apply plaster (quadrature and average thickness).
- If you want to install a ceiling made of drywall, you need to specify its type, quadrature and height. For tiered models, a drawing is required.
- Putty and paint the ceiling (area, color).
4. What needs to be done with the walls:
- Clear from the previous layer of wallpaper or other coating (area).
- To beat off the plaster.
- Plaster the walls (with or without reinforcement). Here it is necessary to indicate not only the total quadrature of the walls, but also the thickness of the layer. The length of the slopes used is given in linear meters.
- Putty the walls.
- Indicate how many external corners are in the room so that the length of the perforated corner can be calculated.
5. Window options:
- Provide information about the manufacturer.
- Provide information about the type of profile, fittings, double-glazed window, window sill. Describe whether there will be a stand profile and a mosquito net, attach a drawing with dimensions. For better performance of work, it is better to create a separate technical task for ordering a window.
6. Door features:
- Describe the parameters of the door, the manufacturer, the materials used (including accessories), the type of box, platbands and hinges.
- Separately register the need to change the dimensions of the doorway (increase, decrease, movement) with the dimensions and the list of works.
7. Works with electric networks:
- The list of works (installation, replacement, transfer of sockets and switches).
- The need to lay telephone or Internet cables.
- Attach a diagram.
8. Activities for the installation of heating systems and air conditioners:
- Installation, transfer, replacement or just painting the heater.
- Dismantling a traditional appliance and installing a “warm floor” system.
- Indicate on the diagram the location of the air conditioner and the track. Clarify how it will be powered from the mains.
Is it necessary to inspect the premises before drawing up technical specifications for repairs
All experts agree that the examination of the room is an obligatory step in the preparation of a statement of work for its repair. Moreover, the procedure should be carried out not only before the development of the terms of reference, but also in the process of compilation.
The main task of this event is to obtain information about the condition of the room and a more accurate description of the upcoming repair work.
When examining a room, pay attention to the main parameters and perform the following actions:
- Check the correct geometry.
- They study the horizontalness of the ceiling (are there any inclinations, differences). This helps to determine the type of decoration and gives an idea of the future height of the room.
- Check the verticality of the walls and the correct angles. If you need to level them, the craftsmen should know what materials to apply and how much they need to be purchased.
- Checking the horizontal position of the floor. Often the floors have to be completely changed (especially if the installation of the heating system under them is provided), therefore, the scope of work should be determined in advance.
To avoid uncertainty and provide for all possible nuances, during the examination, the floor is disassembled in several places and conclusions are drawn from what they saw.
The data obtained as a result of the inspection are compared with the project, the type of finishing materials and the preparatory work necessary for their installation.
This information allows you to assess the level of labor and financial costs. The terms of reference should contain drawings of future work.
The stated sample of the technical task for the repair of the room is not typical. Depending on the amount of work, it may look completely different, be shorter, or include more detailed data.