Page 303 - Global Project Management Handbook

15-4 MANAGEMENT OF GLOBAL PROGRAMS AND PROJECTS

● Measures used in specifications and contracts for international projects may use one
system that would need to be converted to the general practice of the organization per-
forming the work. Conversions are problematic and can lead to confusion and error. For
example, 1 inch equals 0.0254 meter or 2.54 centimeters. Conversion of the values
between different standards may pose problems. For example, when Canada converted
to the metric system, an airplane was fueled in liters rather than in gallons. The airplane
had less than 30 percent of the required refuel amount to fly from Toronto to Vancouver
and had to make an emergency landing in Winnipeg.
● Numerical specifications may need to be expressed in two forms to convey the correct
values. For example, rounding values may cause loss of the needed precision for con-
structed parts. Of particular importance is an interface between two or more parts. The
question is whether the different builders have considered the other builder’s use of
measures.

SPECIFICATIONS PRACTICES

In developing the requirements and product design, it is essential that the specification
accurately communicate what is needed in a precise language that cannot be misun-
derstood. This is a challenge when using one language, such as American English, and
there is often a high reliance on descriptive terms. Specifications should tell what is to
be accomplished and how it is to be accomplished. Under certain circumstances, one
also may tell how something is not to be accomplished; for example, do not use a spe-
cific procedure or process.
Well-communicated specifications are essential if a quality product is to be
designed, constructed, and delivered. The method of constructing the specification and
the details included will be supportive of working under different environmental con-
ditions that vary from country to country. Communicating the requirements for the
product is essential, and a combination of media should be used ranging from words
and notations to mathematics and numbers to graphics and illustrations.

DRAWINGS

Drawings are typically a part of the specifications for products. These graphic repre-
sentations can be helpful in communicating requirements. Some difficulty may be
encountered when two different measurement systems are used. This may require the
drawings to be specifically prepared in the International System of Measures, that is,
metric form, in addition to the U.S. measures.
When drawings comprise the specifications, it is best to determine whether the per-
forming activity has the competence to be able to read and correctly interpret them.
Caution needs to be exercised in assuming the drawings can be clearly and unambigu-
ously understood. It may be helpful to review both the specification and the drawings
with the performing contractor during early stages of the project.
Graphic presentations of requirements may offer many advantages in communicat-
ing product requirements. An illustration can overcome many of the disadvantages of
text in describing relationships of parts and the sizes of components. Text, however,
can be used to supplement the illustrations.