This maybe a bit of a noob question to you client facing PM's out there, but I'm a PM with a pre-sales background, so please bear with me.
I'm used to working on projects where you have an initial scope (high level) and you work with the customer to define their requirements, forming some sort of a functional specification. Sometimes there may be an RFP, but it's usually not contractual.
I recently started a new job working as a PM for a vendor dealing predominantly with government clients (IT). My first project is rather big, with a mix of off the shelf and in-house (customised) software. We won the project in response to a tender, in which was included a set of general / functional specifications - two documents labeled exactly that.
Now, it's a fairly complex project; thus, there will be many days of requirements gathering. But as I understand it, we are contractually obligated to deliver (within scope) what is defined in the specs. In fact, the original specs are quite detailed (user should be able to hover over link and see a preview of the image, etc..)
I'm supposed to eventually (after all our requirements gathering sessions) come up with a functional specification that is somehow derived from the conversations we have with the users, plus the original specifications, of course.
The problem is that, after reading functional specs (and other project documentation) from other project managers in my company, I see that there is rarely any link back to the contractual tender specification. I feel that there is something missing, i.e when the client eventually signs off on our specs, surely they will check to make sure they conform to the original tender specs? Where our functional spec does not conform, surely they will ask questions.
I suppose my point is this: After speaking to the end user, some points of the original tender specs (contract) may become invalid, may change, or there may be additions (within scope). So, should there be a matrix in between the two documents (original spec and end functional spec) to track all this?
Many thanks for any information on this. I just feel like there is a big gap somewhere.