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DAT103 Developed Design / Contents / Module 6: Writing the specification
Welcome to Module 6 5m
Tēnā tātou, nau mai ki Te Kōwae Tuaono. Hello and Welcome to Module 6
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After all the planning, report writing, drawing, and presenting, you’ll have a detailed
understanding of the design and how it responds to the needs of the client.
All of this information will be used in the detailed design phase for building consent and
construction tenders. There is one last activity to consider in this design phase, writing
the specification.
In this module, you will be introduced to what specifications are, why they are needed
and how they are a fundamental part of the developed design process. The specification
is a written description of the design, set out in an industry accepted format.
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The specification will:
However, specifications are used for much more than this and we’ll consider how they
can be a design record, a cost planning tool, a project management aid and a contract
document. You’ll also look at the various sections making up a specification, such as
the preliminary and general sections.
specifying methods
classification and coding
specification systems
issues affecting specifying.
All of this equips you to assemble the information needed to produce a specification
and deliver a successful design project.
Kia nui ngā hua kei mua i a koe! Good luck with the journey ahead of you.
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DAT103 Developed Design / Contents / Module 6: Writing the specification
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Each fact sheet contains all the information needed to enable you to gradually build your
skills and achieve the required knowledge that will also assist you in correctly resolving
the Job sheet of this module. The content is broken down into bite-sized chunks of
information that can include text, images, sketches, and links to external web pages.
At the end of the fact sheet, you will be able to test your learning.
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.1: The purpose of writing a
specification
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materials
quality
standards of workmanship
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finishes.
The writer of the specification must maintain a close liaison with the rest of the drawing
production team, including the specialist consultants who will be required to prepare a
specification for their area of expertise. The writer must also be conversant with the
detailing of materials, junctions and products, as well as with New Zealand Building
Codes and New Zealand Standards performance requirements.
Reading
Writing a good specification. Read this PDF document from Build magazine to
gain an insight into what makes a good specification. You can download this
for reading offline.
You don’t need to read this 14-page document right now, but it will be a
useful reference source for your writing style, methods and classification
codes.
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.1: The purpose of writing a
specification
There are two fundamental types of specification, each with a different purpose in the
project life cycle. We call them:
outline specifications
construction specifications.
Outline specification
An outline specification is used for client presentations, estimating and design/build
proposals. It is a brief description of the main components to be used in construction,
written in sufficient detail to allow a Quantity Surveyor to prepare some approximate
quantities
Skip to main content and to allow the client to understand the scope of the project.
Components described in an outline specification generally include:
structure
roofing and cladding
windows and doors
internal partitions
ceilings
floors and finishes
spaces and sizes
fitting and fixtures
building services
exterior works including landscaping.
Once the outline specification is accepted and the team moves on to the developed
design, the next stage will be the full construction specification. This will be written in
conjunction with the working drawings like the one shown above and will be
progressively developed along with the design.
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What
Skip to main is a construction
content specification?
A construction specification defines the requirements for materials, products,
installation procedures, and quality aspects involved with the execution of the work to
complete a construction contract.
Good cross-referencing should be used between the drawings, the SoQ and the
appropriate clauses in the specification.
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.1: The purpose of writing a
specification
Specification methods
Apart from describing the characteristics, composition and maybe brand, an important
function of the specification is to describe how the product or service will conform to
the requirements of the design. There are two specification methods:
Performance specifications
Also known as an open spec, the performance specification tells the contractor what
the final installed product must be capable of doing, rather than dictating how this is to
be achieved.
Responsibility for the selection of materials and methods as well as a portion of the
design work is transferred from the designer to the contractor. Performance
specifications will identify any further design work needed to be carried out.
aluminium windows
demountable partitions
suspended ceilings
some mechanical services
concrete products.
Reading
Performance specs. Read this article from Build magazine, which covers
performance-based specifications for a project.
Reading
Windows for New Zealand conditions. Read the performance-based
specification for uPVC windows from the Window Association of New
Zealand. You can download these PDF documents for future reference.
Prescriptive specifications
Prescriptive or ‘closed’ specifications explain the materials, fixings, and installation
methods that the contractor must use to construct the system, material or product.
Prescriptive specifications are a complete description of the product or service being
provided.
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.1: The purpose of writing a
specification
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The New Zealand Building Act 1992 illustrated a revised approach to specifications by
allowing the option of a clearly described end result, rather than just stating the means
of achieving it.
For an item such as air-conditioning, the performance measures might be round trip
time (RTT) or air changes per hour. For fire protection systems, the performance
measure would be the fire-resistance rating (FRR).
When deciding how to specify a product or system, it is important to consider how good
value can be achieved for the:
owner
designer
contractor.
Value can be affected by supply and demand, leverage, and experience. For example, a
corporate client may have buying power with particular suppliers and therefore will
choose them over others. A designer may have the required knowledge to work with
only a limited range of systems, or a contractor may specialise in precast concrete
rather than steel frame construction. All these factors should influence how a project is
put together.
There is a case for specification writers to avoid using proprietary specifications except
when absolutely necessary and allow the contractor to select from a list of approved
suppliers instead. Specifying a brand can lead to bias and a perceived endorsement of a
product or system by the designer. This might have the effect of a less competitive price
for the project or potential liability for the designer if things don’t work out well.
Manufacturers of the more commonly used products and systems, such as wall linings,
cladding materials, and roofing, typically prepare their own specifications in line with
one or more of the industry models. These ‘branded’ specifications are then available on
the product website for download.
Reading
Plans and specifications. for weather tightness. Read about how BRANZ
Weathertight defines plans and specifications.
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.1: The purpose of writing a
specification
The purpose of the Test Your Knowledge task is to check whether you have
sufficient knowledge about this topic, or you need to read more about it.
Completing the Test Your Knowledge task will help you work towards your assessment.
Your brief
The factory project that you have been working on throughout this course is near the
end of the developed design stage and has progressed to the point where your employer
has asked you to look at the specification. Before the specification writing starts, you
should take a little time to remind yourself of what’s involved.
Dig Deeper
If you need more information on common omissions to help you with your answers,
refer to the Weathertight website.
‘A key part of the process of designing and constructing weathertight homes is having
a solid base of detailed plans, specifications, and documents. They are a means of
communicating between parties, and of ensuring that the appropriate designs,
materials, and construction techniques are used.’
Type your response into the box below, then Submit your answer.
SHOW HINT
SAVE DRAFT
SUBMIT
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.2: Specification structure –
classification and coding
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A specification typically follows a commonly used structure, beginning with a title page,
a project overview with the address and client names and so on, and a table of
contents.
Together, these sections describe what is required to complete the work in accordance
with the contract. The work sections are structured according to work that is allocated
to the various trades and their subcontracts. This structure makes it easier for the
contractor to provide a more accurate tender quote, as the sections are then given to the
subcontractors for quotes.
Revisions
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A specification, as for the drawing, needs to have the purpose and revision reason and
dates noted clearly. It is marked ‘for pricing’, ‘for tender’, ‘for consent’ or ‘for
construction’ accordingly.
Off-site costs allow for costs from head office such as rent, staff salaries, insurances,
ACC levies, and general accounts.
Work sections
Work sections are classified by the trade that will carry out the work. For example, the
concrete work will be carried out by a specialist concrete layer; likewise, flooring will be
broken down into sections:
tiles
carpet
vinyl.
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.2: Specification structure –
classification and coding
This system ensures the designer can arrange the project information to correspond to
the construction process. In turn, this gives the contractor the confidence to get on with
the management of the project and not have to waste time searching for information.
Classification
The CBI uses a four-level numbering system to classify a library of information for a
design office. Each piece of information (for example, a product brochure or manual) is
given a four-digit number.
The four-level numbering system for classification is:
Coding
For example, a brochure of profiled plastic sheet cladding could be coded 4242. The
first digit is Level 1, the class – in our example, this is Class 4 for enclosures.
general
site
structure
enclosure
interior
finish
services
external.
The Level 2 grouping would be 42 (wall and soffit cladding). We could use a Level 3 sub-
group identification of 424 (profiled sheet cladding). Level 4 would be 4242, used to
define the sub-contract trade that will work with the product.
Reading
Read about the CBI Information System on the Masterspec website. Make
some notes for your references about the logical breakdown of how the
information is arranged.
Dig Deeper
Have a look at this short introduction to the CBI system. You can download and save
this PDF for your reference.
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.2: Specification structure –
classification and coding
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The writing of a specification has long been viewed as a time-consuming task that
carried the risks of being too wordy and not all that specific to a particular project.
The advent of online specification software now allows accurate, quick, construction
project specification writing with access to the Standards New Zealand online library.
Dig Deeper
Both Smartspec and Masterspec are accessed by paid subscription, so you are not
expected to sign up to these for this course.
Have a look at their systems to get an idea of what each can offer you as a new
designer, they are the most common specification systems in the industry and you’ll
certainly be using them in your career.
To speed this evaluation process up, check out the FAQ section of each system to get a
quick overview of the key features.
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.2: Specification structure –
classification and coding
The purpose of the Test Your Knowledge task is to check whether you have
sufficient knowledge about this topic, or you need to read more about it.
Completing the Test Your Knowledge task will help you work towards your assessment.
Your brief
The project has progressed to the point where your boss has asked you to look at the
specification. As you are relatively new to the role, he has suggested that you should
take some time to investigate what is involved in writing a specification.
Follow the instructions below and then check your response against the
feedback.
Type your response into the box below, then Submit your answer.
SHOW HINT
SAVE DRAFT
SUBMIT
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.3: Organisation of content
The organisation and sequencing of the specification content should follow a standard
format.
© Masterspec
A specification for a factory building might include the sections in the image above. This
is just a snapshot of a complete table of contents list that will depend on the trades
involved in the construction project.
interpretations and definitions: clarifying the meanings of terms; for example, the
working day, provide and fix, personnel; and an explanation of abbreviations
standards: produced by Standards New Zealand
overseas standards: Acts, regulations, and various industry codes of practice and
practice guides
documentation: building consent applications and documents on-site,
manufacturers’ documentation, records to be kept on-site such as health and
safety plans
warranties: weather-tightness, installer, manufacturer, builders, schedules of time-
frames
establishment: signage, site preparation, site access, and management
waste management: sustainable disposal of rubbish and scrap materials
construction: a general commentary on the survey, noise levels, set out, quality
control, dimensions, tolerances, handling materials, prototypes, cleaning, and
commissioning.
This will allow the specification to establish compliance with the New Zealand Building
Code, which is produced by Standards New Zealand. The P&G can also include
references to overseas standards (such as New Zealand/Australian NZS/AS), reference
to relevant Acts, regulations and industry codes of practice too.
Following the P&G section, the work is broken down into trade sections in order of
construction.
Trade sections
Within each trade section there are divisions, which are completed under typical
headings:
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.3: Organisation of content
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In some cases, a design company may have a specialist role. For example, a
remediation consultant will look at the existing buildings and recommend a course of
action to investigate and correct defects such as water ingress and decay. In these
cases, the drawing and specification, and contract will be slightly different from that for
a new building.
Accordingly, the P&G section will be tailored to the sequence of specialist works and
may look like this:
Table of contents:
4. INSPECTION
6. TIMBER DECAY
7. QUALITY MANAGEMENT
8. PROJECT MANAGEMENT
9. WASTE MANAGEMENT
10. WARRANTIES
Once again, each following trade section is broken down into subsections related to
compliance, workmanship, materials, and coordination.
a
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.3: Organisation of content
The purpose of the Test Your Knowledge task is to check whether you have
sufficient knowledge about this topic, or you need to read more about it.
Completing the Test Your Knowledge task will help you work towards your assessment.
Your brief
Now that you are familiar with the structure of a specification and how it is classified,
it’s time to think more about the structure and what you have to include in the relevant
parts of a specification.
Think about the P&G content of the specification, and list some common
compliance documents that should be referenced.
A specification should also include references to the quality of work and how
this has to reach a certain standard. Write a short sentence identifying where
you would include this information, and give a brief example of this.
Write a list to describe how the trade section of the specification is structured.
Next to the headings, include some of the basic items that should be specified.
Type your response into the box below, then Submit your answer.
SHOW HINT
SAVE DRAFT
SUBMIT
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.4: Writing a specification
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While much of the specification is standard wording, in some instances there are
specific clauses; for example ‘pole diameters are shown on drawings’, or paint
colours and brands which are often marked as TBA (to be advised).
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.4: Writing a specification
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.4: Writing a specification
There are many factors to watch out for when setting up a specification but the
following list provides a basic check.
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Avoid using ambiguous terms such as ‘or similar approved’ in your documents, as this
could imply you are taking responsibility for the product or material. The phrase ‘or
acceptable equivalent’ is preferable, as this becomes a performance issue and needs to
be tested or verified for quality, performance, appearance, and fitness for purpose by the
contractor.
The abbreviation TBA (to be advised) can be used if a selection will be influenced by
something in the contract in the future. However, be aware that the Local Authority may
ask for these ‘TBAs’ to be defined before work commences.
When setting up a new document, use headers and footers correctly to identify how
many pages are included and which section is being read. This is a method of document
control and becomes important when versions are upgraded or amended for a later
phase.
If you need some guidance on setting up Word documents and when to use
headers and footers, have a look at Microsoft’s Office support pages.
Temporary works are the responsibility of the contractor, so you should not state that
they are temporary. Rather, it should be stated that adequate protection should be
provided, for example, shoring up an excavation.
Terms such as ‘if required’ are usually not appropriate and are not specific!
A technical solution should be complete in its description.
Bold or underlining is not used as this indicates relative importance.
Names
Skip to main of individuals should not be used; provide company details only.
content
References and supporting information
The benefits of using web-based information when compiling a specification go beyond
the information provided by the drawings, client and manufacturers. There are many
useful resources available to the designer, and Smartspec is a good example of a
comprehensive database. You can find and compare thousands of products from
leading manufacturers and download their technical files, environmental and
compliance data, and CAD/BIM details.
For more guidance on how to write a specification, you can view and download
this Masterspec PDF guide.
Have a look at the New Zealand Timber Preservation Council's facts about CCA in their
information on treated wood.
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DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.4: Writing a specification
The purpose of the Test Your Knowledge task is to check if you have sufficient
knowledge about this topic, or if you need to read more about it.
Completing the Test Your Knowledge task will help you work towards your assessment.
Your brief
At this point in the developed design phase, the relevant information has been brought
together, drawings and sketches prepared and a specification outlined. While it is
beyond the scope of this job sheet to ask you to complete a full specification, you can
conclude the module by setting out how you would structure this part of the job.
Write a brief list to identify the key areas for plasterwork. Include the basic
items to be covered next to the heading.
Type your response into the box below, then Submit your answer.
SHOW HINT
SAVE DRAFT
SUBMIT
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.4: Writing a specification
Ka pai hoki tō mahi ki te whakatutuki i te kōwae i roto o tēnei ākomanga. Good work
for completing the final module of this course.
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You might recall at the beginning of this module that a specification is an important part
of the contract documentation for a building project. It is a set of written instructions
that state clearly and exactly how a project is to be built and describes the information
that cannot easily be shown visually.
DAT103 Developed Design / Contents / Module 6: Writing the specification / Fact sheet 6.4: Writing a specification
Ngā mihi nui ki a koe! Congratulations to you! Koia kei a koe, kua tutuki i a koe ngā
mahi o tēnei wahanga! You’re awesome, you have finished the course work!
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We hope you have found the material here useful and interesting, and that you will use it
to advise your clients in the future.
You should now have an understanding of key aspects of developed design, and how it
can be applied in practice. This new knowledge will greatly assist you in your work.
We wish you all the best with your revision of this material and with all your future
studies.
‘Pursue that which is precious, and do not be deterred by anything less than a lofty
mountain.’
This whakataukī is about aiming high for what is truly valuable, but its hidden
meaning is to be persistent and don’t let obstacles stop you from reaching your
goal.
This whakataukī refers to having belief and confidence in everything you do and
continue to be
persistent in everything you pursue.