Outsourcing Project Specification
1. Introduction
The purpose of this specification is to ensure clarity and alignment between all stakeholders and the outsourcing vendor. By providing a comprehensive overview of expectations and standards, this specification aims to facilitate a successful partnership and project execution for [Your Company Name], ensuring that all objectives and requirements are met efficiently and effectively.
2. Project Overview
2.1 Project Name
Customer Relationship Management (CRM) System Development
2.2 Background
The company seeks to develop a robust CRM system to enhance customer interaction, streamline processes, and support sales and marketing efforts. Due to resource constraints, the company has decided to outsource this project to an experienced vendor specializing in CRM systems.
3. Scope
3.1 In-Scope
The scope of this project includes but is not limited to:
Requirement analysis and gathering
CRM system design
Development and customization
Integration with existing systems
Quality assurance and testing
User training and documentation
Maintenance and support
3.2 Out-of-Scope
The following items are explicitly out of scope:
Development of non-CRM-related systems
Hardware procurement and installation
Changes to existing business processes beyond CRM adaptations
4. Budget
4.1 Budget Breakdown
Cost Component | Estimated Cost |
|---|
Vendor Services | $250,000 |
Integration Costs | $50,000 |
Quality Assurance | $40,000 |
Training & Documentation | $20,000 |
Maintenance & Support | $30,000 |
Contingency | $30,000 |
Total Estimated Budget: | $420,000 |
4.2 Payment Terms
Payment Type | Percentage | Amount | Condition |
|---|
Initial Payment | 30% | $126,000 | Upon project initiation |
Milestone Payment 1 | 20% | $84,000 | Upon delivery of the Requirements Document |
Milestone Payment 2 | 25% | $105,000 | Upon delivery of Prototype |
Milestone Payment 3 | 15% | $63,000 | Upon delivery of Final CRM System |
Final Payment | 10% | $42,000 | Upon delivery of Training Materials and Support Plan |
4.3 Payment Schedule
Payment Type | Due Date |
|---|
Project Initiation Payment | 2 weeks from the project start |
Requirements Document Payment | 4 weeks from project start |
Prototype Payment | 8 weeks from project start |
Final CRM System Payment | 16 weeks from project start |
Final Payment | 18 weeks from project start |
5. Requirements
5.1 Functional Requirements
The CRM system must fulfill the following functional requirements:
Customer data management including contact information, interaction tracking, and sales history
Sales and pipeline management
Marketing campaign management
Service and support ticketing
Reporting and analytics with customizable dashboards
5.2 Non-Functional Requirements
The CRM system must meet the following non-functional requirements:
Scalability to support future growth
High availability and reliability
Compliance with data protection regulations
User-friendly interface
Mobile device compatibility
6. Deliverables
The project must deliver the following artifacts and outputs:
Initial Deliverable | Description | Due Date |
|---|
Project Plan | A comprehensive plan outlining timelines, milestones, and resources | 2 weeks from project start |
Requirements Document | Detailed documentation of all functional and non-functional requirements | 4 weeks from project start |
Prototype | Initial prototype demonstrating core functionalities | 8 weeks from project start |
Final CRM System | Fully developed, tested, and deployed CRM system | 16 weeks from project start |
Training Materials | User manuals, training videos, and support documentation | 18 weeks from project start |
Support and Maintenance Plan | Document outlining support strategies and maintenance schedules | 20 weeks from project start |
7. Performance Metrics
The performance of the outsourcing project will be evaluated based on the following metrics:
Timeliness: Adherence to specified timelines for each deliverable
Quality: Compliance with quality standards and absence of critical defects
User Satisfaction: Feedback from end-users post-deployment
Scalability: Ability to handle increased loads and data without degradation
Support response time: Speed and effectiveness of issue resolution
8. Approval
This specification must be reviewed and approved by the following parties:
Name | Title | Signature | Date Signed |
|---|
[Name] | Project Sponsor | 
| May 5, 2050 |
[Name] | IT Manager | | May 5, 2050 |
[Name] | Vendor Project Manager | | May 5, 2050 |
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