Specifications: a complete guide to the IT context

Launching an IT project, whether to develop business software, design a web application, deploy a cloud infrastructure or strengthen cyber security, requires a clear, shared vision. But how can we ensure that all stakeholders – business, IT, project management and service providers – are moving in the same direction? The answer lies in a single document: the IT specifications document. The backbone of an IT project, it formalizes requirements, sets expectations and provides a framework for budget, deadlines and security. Writing an IT project specification transforms a vision into a structured, measurable action plan that complies with regulatory requirements. Properly designed, it maximizes the chances of success and ensures consistency between strategy and execution.

What are specifications and what are they used for in IT?

The IT specification is a reference document that structures a project. It specifies objectives, details functional requirements, describes technical constraints and establishes the budget.

In the digital sector, it represents a true strategic framework. An IT project mobilizes a wide range of expertise: application development, infrastructure, data management, cybersecurity, cloud, ERP and CRM. The specifications ensure coherence between these different players by setting out a common vision.

It plays several essential roles:

• Internal communication tool between the Information Systems Department (ISD), business units and project management,
• Structured definition of customer needs into clear, usable requirements,
• Stakeholder alignment on needs, priorities and objectives.
• Contractual basis for service providers
• Steering support throughout the project lifecycle,
• Compliance with legal and regulatory requirements.

In practice, IT specifications transform an idea into a structured, measurable and controllable project.

Key elements of a good IT specification

An effective specification is based on a clear, comprehensive structure. Each section must cover a key aspect of the IT project, whether it’s setting up an ERP, deploying a SaaS solution, developing a mobile application or securing a cloud infrastructure.

Must-have items include:

• Project background and objectives,
• Functional scope and exclusions,
• Business needs translated into functionalities,
• Technical and cybersecurity constraints,
• External interface requirements, if any,
• Key deliverables and milestones,
• Detailed budget forecast.

These components form the basis on which service providers, whether software publishers or integrators (ERP, CRM, cloud solutions), can offer adapted and comparable solutions.

Project background and objectives

The context section describes the IT environment in which the project is taking place: existing business applications, infrastructures already in place (servers, cloud, network), difficulties encountered (data silos, lack of interoperability, need for enhanced cybersecurity) and the IT Department’s strategic challenges. This perspective helps IT service providers to understand the initial situation and propose relevant solutions.

The context section describes the project’s IT environment . It lists existing business applications, the infrastructures in place (servers, cloud, network) and the main difficulties to be resolved, such as data silos, lack of interoperability or the need to reinforce cybersecurity.

Added to this is the business context, which highlights current processes, irritants encountered by users, organizational constraints and business challenges.

The scope of the project must also be precisely defined, clearly specifying which elements are included and which are excluded, to avoid any ambiguity.

Last but not least, the description of end-users plays a central role. Their profiles, expectations and needs directly influence functional and technical choices.

The objectives then reflect the ambition of the digital project. They may concern:

• Operational efficiency: automate business processes, optimize data flows, reduce manual tasks with collaborative tools,
• Growth: deployment of a multi-country ERP, integration of new subsidiaries, expansion via digital channels (e-commerce, web application, mobile application),
• Compliance: RGPD compliance, integration of ISO 27001 standards, fine-grained user access management,
• Transformation: migration to the cloud, adoption of SaaS solutions, modernization of data architecture or integration of innovative technologies such as artificial intelligence.

Expected features

The IT specifications specify the expected functionalities and translate them into operational and technical requirements. This stage ensures that the chosen solution meets business needs, while integrating seamlessly into the IT Department’s ecosystem.

To organize these functionalities, prioritization is essential. The MoSCoW method is commonly used:

• Must-haves: essential features directly linked to the project’s strategic objectives,

• Should have: features that are important but not vital for achieving immediate results,

• Could have: optional features that add value if resources and deadlines allow,

• Won’t have: functionalities not included in the current scope, but which may be considered at a later date.

This prioritization links each requirement to business objectives, and helps identify what really contributes to the success of the project.

The notion of MVP (Minimum Viable Product) is key to this approach: define a first version focused on essential functionalities, rapidly deploy an operational product, test its adoption and progressively improve it.

The functional scope varies according to the nature of the IT project:

• Web application: management of users, roles and access rights, customization of workspaces and collaborative functionalities,
• Mobile application: mobile-first ergonomics, iOS/Android compatibility, notification management,
• ERP: multi-entity management, integration with other business tools, advanced reporting,
• CRM: customer relations, marketing automation, personalized customer journeys,
• Business software: interoperability, evolutionary maintenance, durability of developments.

Technical constraints, safety, compatibility

Technical and security constraints specify the environment into which the solution must be integrated, and the obligations to be met.

This section of an IT specification generally covers:

• Interoperability: compatibility with existing software (ERP, CRM, databases), respect for open standards and availability of APIs to facilitate integration.
• Cybersecurity: the document must specify requirements for encryption, access management and strong authentication (MFA). In a cybersecurity specification, the emphasis is on threat detection, protection of sensitive data and business continuity.
• Regulatory compliance: reference standards such as RGPD and ISO 27001 must be incorporated into the specifications to ensure compliance with legal and contractual obligations.
• Cloud and infrastructure: when it comes to migration or new deployment, a cloud specification defines expectations in terms of availability (SLA), fault tolerance, scalability and latency management.
• Performance and reliability: requirements linked to response speed, architecture dimensioning and future scalability.
• Maintainability: ease of updating, code scalability, clear documentation and the ability to integrate new functions without destabilizing the existing system.

A well-constructed technical specification anticipates the critical points that could compromise the project, and secures the solution’s integration into the existing ecosystem.

Deliverables, milestones, planning

An IT project is structured around key milestones to ensure that it runs smoothly and is easy to understand. These milestones are set out in the specifications, giving teams and contractors a clear roadmap.

• Deliverables include all the elements produced throughout the project: design documents, application prototypes, test reports, intermediate versions and final versions. They represent progress and serve as the basis for validation by the business or IT department.
• Milestones correspond to key moments in the project: validation of the functional design, technical acceptance, production launch. They mark the end of one stage and condition the launch of the next.
  
• The schedule organizes the sequence of stages: scoping, development, integration, deployment. This detailed schedule provides visibility and facilitates coordination between business units, project managers and IT service providers.

Budget forecast

The budget is a determining factor in IT specifications. It directly influences the proposals made by service providers, and determines the feasibility of the project. A clear, realistic estimate makes it easier to compare bids in an IT tender, and avoids unpleasant surprises during implementation.

Several approaches are possible:

• Overall amount: a single budget defined for the entire project,
• Indicative range: an estimated envelope that leaves room for adaptation,
• Breakdown by item: a detailed breakdown including costs for development, software licenses, infrastructure (cloud, servers), training and maintenance.

In some cases, the IT department or the project owner can specify budgetary trade-offs as soon as the IT specifications are drawn up, particularly in the case of strategic projects such as migration to the cloud, ERP implementation or the adoption of a SaaS solution.

A well-framed budget includes both immediate expenses and the anticipation of costs linked to maintenance, scalability and future needs in terms of security or regulatory compliance (RGPD, ISO 27001).

How do you write clear, useful specifications?

Drawing up IT specifications is a collaborative exercise involving several stakeholders. The business units express their expectations, the IT Department contributes its technical expertise, and the project owner ensures the overall coherence of the project. In some cases, an external partner such as an ESN or consulting firm completes the analysis. To ensure that the project is a success, it is important to apply best practices and avoid common mistakes.

Best practices

An effective IT specification depends as much on its content as on the way it is written. To ensure quality and clarity, we recommend:

• involve stakeholders right from the preparatory phase,
• use clear, accessible language,
• organize the document in a consistent, readable way,
• prioritize to guide decision-making,
• include a section dedicated to maintenance and upgradability.

With this method, the specifications become a real steering tool and a reference shared by all project stakeholders.

Common mistakes to avoid

Certain errors undermine the value of an IT specification and complicate the project’s progress:

• Objectives too vague, source of divergent interpretations,
• Unrealistic deadlines, generating tension between businesses and service providers,
• No hierarchy of needs, making it difficult to compare several responses,
• Inadequate cybersecurity framework, with risks for regulatory compliance and data protection,
• Failure to integrate end-users, resulting in a mismatch between the delivered solution and actual usage.

Qim info helps you draw up specifications for your IT projects

Building clear, operational IT specifications takes time, experience and a global vision of the issues at stake. Qim info helps organizations transform their ideas into structured, realistic IT projects.

Our business analysts and consultants are involved right from the preparatory phase in order to:

• organize a collaborative framework with the business units, the IT department and the project owner,
• support business units in expressing and prioritizing their needs,
• structure a complete, consistent specifications document,
• define balanced selection criteria for comparing bids,
• integrate cybersecurity, compliance (RGPD, ISO 27001) and performance requirements,
• anticipate maintenance and upgradability.

Thanks to its transversal expertise in cloud, cybersecurity, application development, ERP, CRM and SaaS solutions, Qim info offers a pragmatic, tailor-made approach. Each project benefits from support tailored to the reality of the organization and its strategic ambitions.

Contact us to talk to a Qim info expert and bring your IT projects to life.

And to find out more, read our article: Invitation to tender: our advice for your IT projects.

FAQ on specifications