Final Year Project: Specification Writing - PSF

Final Year Project
Specification Writing - PSF
B.Sc. Computing (Hons)
Prepared by: MOH First Prepared on: 02-08-2004 Last Modified on: 18-11-2010
Quality checked by: SAN, NJH, TLS, ZAB
Copyright 2004 Asia Pacific Institute of Information Technology
Topic & Structure of the lesson
Specification Writing
 Documentation in your Project

 Structuring your project
 Sections of the PSF
 General Tips
FYP Specification Writing Slide 2 of 25

Learning Outcomes
At the end of this session, YOU should be able to:
• explain the types of documentation in your

Project
• structure levels of challenge in your project
• fill out the sections of the PSF properly by
understanding the evaluation criteria
• plan and execute your project competently

Documentation in your Project
 The Project Proposal Form

• A brief overview of your Project
 The Project Specification Form

• Your Actual Project Plan
o Any Project is about:
 Functionality (clear scope and objectives)
 Time (schedules)
 Cost (resources)
 Final Documentation
• Your complete Project Report

Understanding the word CHALLENGE
It is important to understand the level of challenge you may have for

your project. They can be structured as follows:
e.g.
1. This is the main functionality of my Project. This is the heart of what my
project has to do – ‘ the core’
2. These are the additional features I plan to include in my project –
‘enhanced functions’
3. Based on my research and if I have the time and ability, these are the
advanced features I am going to attempt to implement – ‘special features’
All other factors being done well:

•managing to complete No. 1 will ensure you will Pass your Project
•achieving No. 2 should get you a 2nd Class
•finishing to No. 3 could get you a good 2nd Upper or even a 1st Class

PSF Section B
Project background
(problem context, rationale, description of problem area, nature of challenge)
 What is the situation? (Problem Context)

• e.g. In ABC organisation, they find it difficult to …, therefore some
way of doing this is necessary, possibly by a ……
• Since 1998, the number of new xxx in Malaysia has led to …..,
therefore there is a need for a …..
 Why do we need this project? (Rationale)

• Now that the problem has been identified, once implemented, the
system could bring about significant tangible and intangible benefits.
The tangible benefits are (i)… (ii).. etc. The intangible benefits are (i)
… (ii).. etc.

PSF Section B
 Description of problem area.

- an elaboration of the problem context.
Examples:
(i) Unable to obtain accurate figures of sales in week.
(ii) The best decision cannot be taken due to lack of information
(iii) Users do not have an updated copy of their transactions
 Nature of challenge
Challenge involved could fall under one or more of the following:
Concepts, Algorithms, Gaining mastery and ability to manipulate
advanced features of tools, programming language, Domain Analysis,
etc.

PSF Section B (BIT)
Brief description of the company background &

structure
 Brief description of the size, location and business departments of
the company (can be just a made up company)
 Description of the product & service
Description of the company’s value chain

PSF Section B
To ensure you have successfully completed this

section, go through the following evaluation criteria :
(i) Who is going to use the software?

(ii) Why is the software required or interesting?
(iii) What is the main challenge in building the
software?

PSF Section C
Project objectives
(scope of proposal and deliverables)
• What will be included in this project?
o Must be related to B (modular approach)
 e.g. To solve the ….. problem (as mentioned in B) will require …….,
however, I will be developing a ….. system/site/CBT etc. that will do
i) ,… ii) … iii) … etc. I will not be trying to …… Doing this project
this will also enable ….. ; allow me to learn/develop/master …
Remember, you are setting up the actual

‘boundaries’ of your project here !

PSF Section C

(i) List of features/functionality for the software

(ii) Evidence of limiting the project scope
(iii) Other (learning) objectives

PSF Section C (BIT)
Brief description of the BIT system objectives
 Description of purpose of the system. Example of

purposes/objectives: -
• To increase the capacity of production and efficiency of the workplace
• To help manage company employees and help avoid conflicts
• To enhance the cooperation between departments
• To help save time and cost effectiveness
• To ease the critical decision making process
 Description of where the system fits into the Value Chain and
company operations

PSF Section D
Resources needed by the Project

(hardware, software, access to information/expertise user involvement)
• What do I need to do this project?

o People, Things, Information
 e.g. to do this project I will need to
consult/interview meet ….. I will also need …..
computer with …… software and ….. I will
also need to obtain other data & information
i.e. ……….

PSF Section D

(i) List of users being interviewed for user

requirements
(ii) List of hardware and software required
(iii) Specification of other information or data sets
required

PSF Section D (BIT)
Brief description of the investigation required

in the project
How are you going to investigate which business processes will be
affected by the introduction of the system?
• Primary research
o Informal meetings & discussions
o Interview
o Questionnaires
• Secondary research
o Internet
o Books
o Journals
o Magazines
How are you going to find out about the potential problems that
might arise from implementing the system?
How are you going to learn which design and development tools
are suitable for the prototype like VB6, Microsoft Access etc?
PSF Section E
Academic research being carried out and other

information, techniques being learnt
(names of books you are going to read/ data sets you are going to use)
• What do I need to know/find out/learn to do

this project?
o Research Topic/s & Sources (Detailed as
Possible)
 e.g. to do this project I will be researching …..from ……
, ……. from ……… and ……. from ……..
Domain research also, not just Technical

research
PSF Section E (BIT)
Brief description of the research issues critical to

the project & how you are going to find about them
The academic research issues required to develop
the system
• Business issues
o Area of research e.g. HR Planning, Business Strategy & Planning
etc.
o Sources of information: -
 Sources of books e.g.
 Journals & articles e.g.
 Websites e.g.

PSF Section E (BIT)
• Technical issue
o Area of research e.g. Programming language, Human Computer
Interface
o Sources of information: -
 Sources of books e.g.
 Journals & articles e.g.
 Websites e.g.

PSF Section E

(i) Specification of a suitable research plan

(ii) Where the academic information is coming from

PSF Section F
Development Plan
(which methodology and why, major areas of functions and the order of
development)
• How am I going to do this project?

o Detailed Project Plan (With Schedules)
(The modular approach is useful here)
 e.g. I will be doing this project using the …. Methodology
because ….. I will first do ……., which will take about …..
weeks, then I will be doing ……, which is expected to take
about …. weeks etc. etc. The hardest part of the project will
be to do ….. because …

PSF Section F (BIT)
Business tools
Business tools to be used, examples
• SWOT
• PEST
• Value Chain Analysis
• Porter 5 Force Analysis
Which business areas (cost factors, HR etc.) are critical to
your system
A specification (list of functions) of what your system will be
capable of
What features will you not be implementing that a
commercial version of your system will need?

PSF Section F
To ensure you have successfully completed this section,

go through the following evaluation criteria :
(i) Specification & reason for software methodology

(ii) Specification of tasks to be performed or stages in project
(iii) Specification of duration of tasks or stages in project
(iv) Which tasks (technical) will be the hardest, and description of tasks

PSF Section G
Evaluation & Test Plan

(what is the success criteria & how will it be evaluated & implementation
will be tested, indicate size of the demonstration/test database)
• How will I know the project is successful?
o Detailed Test Plan (With Tester details &
numbers)
(The modular approach is useful here)
 e.g. The project will be successful if it manages to do …..,
….. and ….. The system will be tested by: ……..(number?)
of type or name/s of testers who will test ….. part of the
system by …… test. The ….. function/module/feature/s will
be tested by …(number?) of testers who will test ……. etc.
etc.
PSF Section G

section, go through the following evaluation
criteria :
(i) Specification of size of test data & names of testers (types?)

(ii) Specification of the criteria for a successful project

PSF Section G (BIT)
What are the tasks you are intending to carry out and
how you are going to ensure that your system and
process are complete and accurate
Preliminary investigation
Academic research
Analysis
Design
Implementation
Testing
Critical evaluation

General Criteria
To ensure you have successfully

completed the entire, go through the
following evaluation criteria should apply
• Level of English in the specification form

• Organisation of the information in the PSF
• Do not benchmark your PSF against projects
displayed in the library although reference to it is fine.
• Level or Depth of explanation in the PSF
o The detail, clarity and depth of explanation in all your
sections will determine the marks you get

Important tips about your PSF
 Do research before writing your PSF

 Be clear about the scope of your Project
 Do not commit to what can come back to haunt you
• There are many things that you cannot be sure about at this
stage which can & should only be decided after more
research, leave room for flexibility and change
• Do not say ‘I am going to use XXX language’; say ‘I think XXX
is a good language (or database or ???) to use, but I am going
to research about XXX and also YYY to decide which to use
for my project’
 The PSF is your Project Plan, how carefully & well it is
done may determine how good your Project finally is.

Learning Outcomes Revisited
Check yourself to see if YOU can now:

• explain the types of documentation in your
Project
• structure levels of challenge in your project
• fill out the sections of the PSF properly by
understanding the evaluation criteria
• plan and execute your project competently

The Process of Writing
1. Analyse question
a) What do you want to know?
b) Why do you need the information?
2. Check current knowledge e.g. lecture notes
a) What do I know?
b) What do I not know?
3. Brainstorm
4. Collect material
5. Organise
6. Plan
7. Write
Research
8. Re-write/ edit
FYP Specification Writing
Question and Answer Session
Q&A

Finally
Good Luck with your Project!

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Final Year Project

Specification Writing - PSF

B.Sc. Computing (Hons)

 Documentation in your Project

FYP Specification Writing Slide 2 of 25

At the end of this session, YOU should be able to:

• explain the types of documentation in your

FYP Specification Writing Slide 3 of 25

 The Project Proposal Form

 The Project Specification Form

FYP Specification Writing Slide 4 of 25

It is important to understand the level of challenge you may have for

All other factors being done well:

FYP Specification Writing Slide 5 of 25

 What is the situation? (Problem Context)

 Why do we need this project? (Rationale)

FYP Specification Writing Slide 6 of 25

 Description of problem area.

FYP Specification Writing Slide 7 of 25

Brief description of the company background &

 Description of the product & service

Description of the company’s value chain

FYP Specification Writing Slide 8 of 16

To ensure you have successfully completed this

(i) Who is going to use the software?

FYP Specification Writing Slide 9 of 25

Remember, you are setting up the actual

FYP Specification Writing Slide 10 of 25

To ensure you have successfully completed this

(i) List of features/functionality for the software

FYP Specification Writing Slide 11 of 25

Brief description of the BIT system objectives

 Description of purpose of the system. Example of

FYP Specification Writing Slide 12 of 16

Resources needed by the Project

• What do I need to do this project?

FYP Specification Writing Slide 13 of 25

To ensure you have successfully completed this

(i) List of users being interviewed for user

FYP Specification Writing Slide 14 of 25

Brief description of the investigation required

Academic research being carried out and other

• What do I need to know/find out/learn to do

Domain research also, not just Technical

Brief description of the research issues critical to

 Journals & articles e.g.

FYP Specification Writing Slide 17 of 16

 Journals & articles e.g.

FYP Specification Writing Slide 18 of 16

To ensure you have successfully completed this

(i) Specification of a suitable research plan

FYP Specification Writing Slide 19 of 25

• How am I going to do this project?

FYP Specification Writing Slide 20 of 25

FYP Specification Writing Slide 21 of 16

To ensure you have successfully completed this section,

(i) Specification & reason for software methodology

FYP Specification Writing Slide 22 of 25