Template for cost-effective traceability implementation specifications

Template to help you draft simple specifications for a mobile or fixed barcode or OCR traceability application with ROI, to be sent to Productivix

To help you draft clear and effective specifications for your barcode mobile application project, here is a structured prompt to follow. This template will enable you to specify your needs and expectations in terms of return on investment (ROI) and obtain a tailored proposal from Productivix.

1. Presentation of the company and the project

• Company name:
• Business sector:
• Project context:
  (Example: Modernisation of inventory management, traceability, quality control, etc.)
• Main objective of the application:
  (Example: Reduce data entry errors, speed up inventories, improve productivity, etc.)

2. Contacts and stakeholders

• Project manager (name, position, contact details):
• Other people involved (names, positions, contact details):

3. Description of functional requirements

• Number of workstations to be equipped:
• Number of terminals (PCs, mobiles, smartphones) that you already have and can recover:
• Detailed description of each of these recycled items:
• Type of new terminals desired:
  (Smartphones, rugged terminals, wall-mounted kiosks, etc.)
• Main features required:
  (Barcode scanning, OCR, movement management, production order tracking, etc.)
• Integration with existing systems:
  (ERP, spreadsheets, API, etc.)
• Data to be collected and reported:
  (Time and attendance, additional manual entry, etc.)
• Printing requirements: reports, labels: describe

4. Current situation

• Current management method (paper, Excel, other software, etc.):
• Monthly time spent on the targeted operation:
• Difficulties encountered:
  (Errors, losses, slowness, etc.)
• Description and photos of current labels

5. Estimated return on investment (=ROI)

• Current estimated costs (labour, errors, equipment, etc.):
• Expected gains:
  (Reduction in processing time, fewer errors, expected savings, etc.)
• ROI target:
  (Example: expected monthly gain, desired return on investment period, etc.)

To calculate ROI, specify the costs of purchase, installation, training, as well as the expected savings and gains (productivity, accuracy, inventory management, etc.).

6. Specific constraints and expectations

• Technical constraints:
  (Compatibility, security, operating environment, etc.)
• Organisational constraints:
  (Operator training, project acceptance, etc.)
• Specific expectations:
  (Interface, ergonomics, reporting, etc.)

7. Expected schedule

• Desired start date:
• Important deadlines or milestones:

Tips for writing

• Be precise and comprehensive about your needs to enable a detailed budget assessment.
• Feel free to attach examples of documents, photos or a set of production orders (PO) with or without existing barcodes.
• Specify whether you want to use operator badges, track attendance time, or other specific features.
• Consider the qualitative benefits (better traceability, operator satisfaction) and quantitative benefits (time saved, errors avoided) to justify the ROI.

By following this template, you will be able to provide Productivix with simple but comprehensive specifications, making it easier to understand your needs and develop a tailor-made and cost-effective solution.