Terms of reference - what is this? Concept and content. How to write a TOR
Creation of the technical assignment is one of thefirst and extremely important stages of most projects. A clear and correctly formulated technical specification (TK) makes it possible to clarify the relationship between the customer and the performer, formulate requirements for the characteristics of the future facility, and also becomes the basis for verifying the work performed.
What is the terms of reference
The general definition of this term looks likeas follows: technical assignment is a special document developed by the customer and approved by the contractor, which sets out the requirements, parameters and main 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 its work by builders, masters, performing repair work, programmers, designers and many other specialists.
The Terms of Reference is a document thatDeveloped by a professional who is well versed in the specifics of a particular type of work. The success of the whole event depends on how thoroughly the customer's expectations are described. In other words, the technical task is an instruction for employees, which allows you to compare the final result with the planned one.
Specification of technical tasks
Often the process of drawing up instructionsallows the customer to understand how he would like to see the completed project. This is due to the fact that the need to set specific goals stimulates it to explore the opportunities and limitations inherent in this type of activity. Many customers, realizing the lack of information, ignorance of professional terms and lack of special knowledge, prefer to hire a specialist to develop a technical assignment.
Paradoxically, this approach allowsto achieve the most harmonious work, because each performs what is well able: the customer knows what he wants to get as a result, the author of the technical assignment translates this information into the data intelligible to the performer, and the master has the opportunity to work on clear instructions.
Assignment of Terms of Reference
This documentation, terms of reference, performsan important function: it helps to resolve possible disputable situations. Having been stated in writing, the requirements for the project or scope of work become a reference point for both parties. The contractor has the right not to perform the work that is not specified in the technical assignment. For additional actions, a new instruction is needed.
At the same time, the customer is protected from incomplete or incorrect execution of the task, as it can check its characteristics and parameters for each individual TK item.
As a rule, the finished product passes the stageverification, testing or testing. If its characteristics differ from those planned, it can be sent for revision or the contractor may be denied payment (this is stipulated when the terms of reference of the work are drafted).
Composition of TK: requirements for functionality
All requirements specified in the terms of reference can be classified by type and properties.
An example of the requirements of different types ofthe majority of GOSTs. They regulate the process of drawing up TK for construction of large facilities and other responsible works. They usually list such requirements:
- To the functional component.
- For security settings (for automatic systems and software).
- To the qualification level of specialists.
- To the appearance.
- To the materials used.
The list of requirements, grouped by species, is quite long, their diversity is determined by the different objectives of the projects.
Most often,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 unsuccessfully formulated, even the best "camouflage" will not save the situation, and the project will fail.
Characteristics of requirements
Unlike many types of requirements, the properties for their characteristics are much smaller:
- Clarity.
- Concreteness.
- Testability.
The latter property can not be separated fromthe 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.
The Terms of Reference is not a technical project
There are many opinions as to what level of detail should be used in the development of technical assignments.
Sometimes it is made usingspecific terms and a large number of nuances that are understood only by 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 process of testing, checking and receiving work can be delayed, and the project is repeatedly sent for revision and improvement.
Supporters of another method insist thatthe draft terms of reference should be as simple and straightforward as possible. This document may include industry terminology that the customer understands, but it is not necessary to admit technical aspects related to the project implementation. In the field of software development, the business analyst is engaged in adapting customer requirements to points of technical assignment, but not the programmer (of course, if he does not fulfill the duties of both).
Technical project is called documentation, inwhich describes in detail the procedure for the implementation of TK items Here the terms, abbreviations and professional concepts are simply necessary. The customer does not see them (these words may not speak to him about anything), the text is read by the master who will be involved in the project, and he needs precise and specific data: dimensions, parameters, qualities, characteristics. The technical project is the system architect.
The structure of the technical task
To facilitate the preparation and execution of technical specifications, it is developed on a specific system.
- Specifying 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 works used to create the system.
- A description of how to control the creation and acceptance of the finished system.
- The list of requirements for the work to be carried out with the object of automation for its preparation.
- The procedure for maintaining documentation.
- Indication of sources of development.
Such terms of reference (a sample of which contains a detailed description of all items) covers most aspects of the project, but, if necessary, may be supplemented with clarifying items.
Why make the TK to repair the room
The process of overhauling the interior- the matter is not as simple as it may seem at first glance. This is not only changing wallpaper and painting batteries, it is about fixing broken geometry, eliminating architectural flaws, making adjustments to the layout, equipment and improvement of rooms.
For this reason, the technical task of repair becomes one of the most important stages, as it allows:
- Think over the content of future work.
- Make a detailed estimate, as well as identify opportunities for savings.
- To achieve maximum clarity regarding the desired result for all participants in the process (customer, contractor, performers).
As in the example with a technical task for automationsystems, the intermediary between the customer and the implementing artists is the technical task. Carrying out activities for the implementation of the planned work is carried out on the basis of a technical project, it is developed on items TK.
What items includes terms of reference for the repair of the room
For the repair of each room is a unique technical task. A sample of the most common structure of this document is given below.
1. Name and purpose of the room. This is necessary because the specificity of the room requires compliance with certain rules during 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 needs to be done by the masters:
- Dismantle the damaged flooring, baseboards, and subfloor (type and quadrature).
- Apply leveling, separating screed and thermal insulation (area and height of materials).
- If necessary, install a "warm floor" system (type and height of the structure).
- Apply the screed over the heating cables (about 30-50 mm).
- Prepare the surface for laying tile, laminate, carpet or other material (the nature of the location of elements).
- Install the plinth (indicate the number of meters, as well as all internal and external corners).
3. Works with the ceiling:
- Clean from whitewash or wallpaper (area in square meters).
- Align putty (square).
- Apply plaster (quadrature and average thickness).
- If you want to install a ceiling of plasterboard, you need to specify its type, quadrature and height. For multilevel 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).
- Beat off the plaster.
- Plaster walls (with or without reinforcement). Here it is necessary to indicate not only the total square of the walls, but also the thickness of the layer. The length of the slopes used is given in running meters.
- Putty walls.
- Indicate the number of outside corners in the room so that the length of the perforated corner can be calculated.
5. Window parameters:
- Specify information about the manufacturer.
- Provide information about the type of profile, accessories,double glazing, windowsill. Describe whether the stand profile and mosquito net, attach a drawing with dimensions. For better work, it is better to create a separate technical task for ordering a window.
6. Door characteristics:
- Describe the parameters of the door, the manufacturer, the materials used (including accessories), the type of box, platbands and hinges.
- Separately prescribe the need to change the size of the doorway (increase, decrease, move) with the size and list of works.
7. Works with electric networks:
- List of works (installation, replacement, transfer of sockets and switches).
- The need for laying telephone or Internet cables.
- Attach the scheme.
8. Events for the installation of heating systems and air conditioners:
- Install, transfer, replace or simply paint the heater.
- Dismantling the traditional device and installing the system "warm floors".
- Mark on the diagram the location of the air conditioner and the track. Clarify how it will be powered from the mains.
Do I need a survey of the premises before drawing up the technical specifications for the repair
All experts agree thatexamination of the room is a mandatory step in the preparation of the TK for its repair. In this case, the procedure should be carried out not only before the development of the technical specifications, but also in the process of preparation.
The main objective of this event is to obtain information about the condition of the room and a more accurate description of the upcoming repairs.
When examining the room pay attention to the main parameters and perform the following actions:
- Check the accuracy of the geometry.
- Study the horizontal ceiling (if there are slopes, drops). This helps determine the type of finish and gives an idea of the future height of the room.
- Check the vertical walls and the correct angles. If you need to level them, craftsmen should know which materials to use and in what quantity they need to be purchased.
- Check the horizontal floor. Often the floors have to be completely changed (especially if the installation of the heating system under them is planned), so you should determine in advance the scope of work.
In order to avoid uncertainty and to foresee all possible nuances, during the examination the floor is dismantled in several places and draw conclusions from what they have seen.
The data obtained from the survey are compared with the project, the type of finishing materials and the preparatory work required for their installation.
This information allows you to assess the level of labor and financial costs. Terms of reference should contain drawings of future work.
The outlined sample technical assignment forrepairing the room is not typical. Depending on the amount of work, it may look completely different, be shorter or include more detailed data.
