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Successfully writing and publishing specifications: An approach for digitalization projects

Purchasing IT services is a complex process that requires careful preparation. Drawing up and publishing specifications are crucial steps in guaranteeing the successful implementation of ERP or other digitalization projects. Here’s how GCP Consulting invites you to approach these stages strategically.

1. Understanding the context: public or not

Before getting started, it’s essential to understand the context in which the market is defined. In the case of a private contract, the procedure is defined by the buyer, with no legal constraints. If the context is public, it is necessary toidentify the European ceilings. These ceilings determine whether or not a contract notice must be published. Depending on the estimated value of the contract, you may need to follow stricter procurement procedures.

2. Clearly define your needs

A successful specification starts with a clear definition of your needs. What exactly are you looking for? What are the project’s objectives? What are the criteria for success? These questions will help you define the scope of your project. One mistake to avoid is to start by defining the tool, the expected solution. You need to define your requirements without first choosing the solution. This will help you select the solution that will meet your needs in the medium and long term.

3. Adopt a structured approach

It’s also important to emphasize the structuring of information. Organize your specifications into clear sections, with headings and sub-headings to guide the reader. Each section must have a specific objective. Award criteria must also be clear and refer to defined sections. This will enable the candidate to respond in a structured way, increase the chances of obtaining the expected response and enable the buyer to analyze the award criteria objectively and efficiently.

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4. Include technical details

For digitalization projects such asERPimplementation, technical details need to be included. What specifications are required? What standards must be met? These details will help candidates understand your expectations.

5. Plan for change management

Implementing an ERP system can involve major changes within an organization. How will you manage these changes? How will you sponsor the project? How will you support your employees? Include these details in your specifications. You can structure your specifications using batches. This way, you can select different suppliers for implementation, project management and change management, for example.

6. Strategic publishing

If you must publish a contract notice, do so strategically. Choose appropriate platforms, such as European public procurement portals, and make sure your notice is clear and attractive. If you’re in a private sector context, make sure you communicate the specifications to several suppliers capable of meeting your needs, but don’t hesitate to extend the selection. To optimize the sending of specifications, it may be useful to prepare an RFI (Request for Information).


GCP Consulting can help you draw up and publish your specifications for the acquisition of IT services. Our experts accompany you from understanding the context to publication, defining your needs precisely, adopting a structured approach and including crucial technical details, all the while mastering the legal aspects. We support you with effective process management, including change management planning, for successful digitalization projects tailored to your specific needs.

Written by Léna Thonon, consultant specializing in tender management, project management and change management.

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