Preparing the Employers Requirements

Employers Requirements (ERs) are a crucial aspect of construction and design projects, outlining the expectations and specifications of the employer. This article will explore the definition, importance, and key stages of preparing ERs. Additionally, we will cover essential components of ERs, incorporating education, training, and skills, and ensuring a healthy working environment. Finally, we will discuss how to write a comprehensive requirements document.

Definition of Employer’s Requirements (ERs)

The term ‘Employer’s Requirements’ is used in JCT and FIDIC contracts to describe documents produced by the employer to outline their expectations for a project, including performance specifications, drawings, and initial designs [1]. These documents form the basis for the design and construction of the works.

Importance of ERs

ERs are vital because they define the employer’s expectations and requirements for a project, ensuring that all parties involved are on the same page. They help minimize potential misunderstandings and disputes between the employer, contractor, and other stakeholders.

Key Stages in developing Employers Requirements

An essential aspect of preparing Employers Requirements (ERs) is understanding and following the key stages of development. These stages ensure that the ERs accurately reflect the employer’s vision and requirements for the project.

1. Establishing project goals and objectives: The first stage in developing ERs is to document the purpose of the project and outline the employer’s goals and objectives [4]. This involves identifying the project’s primary aims and desired outcomes, providing a clear direction for the project team to follow.
2. Documenting a detailed project plan: The next stage is to set out the employer’s time, budget, resource, and quality-related requirements [4]. This comprehensive project plan should outline the project’s timeline, budget constraints, necessary resources, and quality standards. By including these details, the employer can ensure that the project team understands the project’s scope and expectations.
3. Selecting the method of project delivery: The final stage is to choose a suitable project delivery method that aligns with the project’s goals and requirements [4]. The employer should consider various factors, such as project complexity, risk allocation, and desired level of control, when selecting the most appropriate delivery method. This decision will ultimately impact the project’s efficiency and success.

By following these three key stages, employers can create well-structured and comprehensive ERs that communicate their project goals and requirements to the project team and stakeholders.

Components of Employers Requirements

ERs typically comprise several essential components to effectively outline the employer’s expectations and requirements for a project [2]:

1. Project overview: This section provides a brief yet comprehensive description of the project, its objectives, and any key background information.
2. Scope of services: This component identifies the range of services required for the project, including any elements that necessitate contractor design or input. It sets the boundaries and expectations for the contractor’s involvement in the project.
3. Contractor’s proposals: This part outlines the form and content of the proposals expected from the contractor. It may include submission formats, expected response times, and any required supporting documentation or evidence.
4. Contract sum analysis: This section specifies the format for analysing the contract sum, which helps ensure transparency and enables the employer to evaluate and compare bids effectively. It may include details on breaking down costs, allocating resources, and presenting financial information.
5. Procedures upon awarding the contract: This component includes guidelines outlining the processes to be followed once the contract is awarded. These may involve communication protocols, contract signing procedures, and any necessary steps to initiate the project.

By incorporating these components in the ERs, employers can create a clear and detailed document that ensures all stakeholders understand their expectations and requirements for a successful project.

Incorporating education, training, and skills

Employers should consider including guidance on education, training, and skills relevant

to the project [3]. This may involve specifying necessary qualifications, certifications, or training programs that team members must possess or complete.

Providing welfare facilities and a healthy working environment

Employers must provide welfare facilities and a healthy, safe working environment for everyone involved in the project, including those with disabilities [6]. This may include rest areas, restroom facilities, and accessibility accommodations.

Communicating performance standards, aesthetic intent, and functional requirements,

The ERs document must communicate the project’s expected performance standards, aesthetic intent, and functional requirements [7]. This information ensures that the contractor, designer, and other stakeholders clearly understand the employer’s vision and expectations.

Providing training and information

Employers should provide clear instructions and training to ensure that everyone involved in the project knows how to work safely and without risks to health [9]. This may include safety briefings, training sessions, or written guidelines.

Writing a Comprehensive Employers Requirements Document

To create a comprehensive requirements document, follow these essential steps [10]:

1. Develop the context around the project: Begin by providing an overview of the project, outlining its goals, objectives, and scope. This helps to set the stage for the detailed requirements that follow.
2. Describe the final product: Paint a clear picture of what the final product must look like, including its appearance, functionality, and key features. You can use visual aids such as sketches, mock-ups, or diagrams to illustrate the desired outcome.
3. Clearly explain the product’s requirements: Break down the project requirements into detailed, manageable components. These may include functional, performance, design, or technical specifications. Make sure to explain each requirement thoroughly to help developers understand and implement their work effectively.
4. Organize the requirements logically: Group related requirements together and use a hierarchical structure to organize them. You can utilize headings and subheadings (H1, H2, H3, H4) to make the document more readable and easier to navigate.
5. Prioritize requirements: Indicate the importance of each requirement, as some may be more critical than others. This can help developers focus on the essential aspects of the project first.
6. Include a validation plan: Outline how the requirements will be verified and validated throughout the project. This may involve testing, reviews, or other methods to ensure that the final product meets the specified requirements.

By following these steps, you can create a comprehensive, well-organized requirements document that clearly communicates the project’s expectations and helps developers implement their work effectively.

Conclusion

In conclusion, the process of developing an Employer’s Requirements (ERs) plays a crucial role in ensuring the success of a project. By carefully establishing project goals and objectives, documenting a detailed project plan, and selecting an appropriate project delivery method, employers can create comprehensive ERs that effectively communicate their vision and expectations to the project team and stakeholders. Following these key stages will not only provide a solid foundation for the project but also minimize potential misunderstandings and disputes, ultimately contributing to a smoother and more successful project execution.

Frequently Asked Questions

ERs are documents produced by the employer to outline their expectations and requirements for a project, including performance specifications, drawings, and initial designs.

ERs are crucial because they define the employer’s expectations and requirements, ensuring that all parties involved in the project are on the same page and minimising potential misunderstandings and disputes.

The key stages include establishing project goals and objectives, documenting a detailed project plan, and selecting the method of project delivery.

ERs should include a project overview, scope of services, contractor’s proposals, contract sum analysis, and procedures upon awarding the contract.

Employers can provide welfare facilities, accessibility accommodations, and clear instructions and training to ensure everyone involved in the project works safely and without health risks.

How can employers communicate performance standards, aesthetic intent, and functional requirements effectively?

Employers can ensure effective communication by clearly outlining these aspects in the ERs document, and providing detailed descriptions, visual aids, and examples to help stakeholders understand their expectations.

Including guidance on education, training, and skills in ERs ensures that team members have the necessary qualifications, certifications, or training programs required for the successful completion of the project.

Employers can create a comprehensive requirements document by developing the context around the project, explaining the product’s requirements, and describing the desired final product in detail to help developers implement their work effectively.