01 • Current state
Describe what exists now
Start with the actual machine, cell, rig or system in front of you. What does it do now, what
hardware is involved, what operators are doing, and where the pain point shows up in real use.
- Machine purpose or process step
- Known PLC, drive, HMI or robot platform
- What is stable and what is not
02 • Problem and risk
Be direct about what is wrong
Faults, downtime, unsupported hardware, poor software structure, inaccessible panels, weak
diagnostics, slow changeovers or missing documentation are all useful context. This is usually the
part that defines scope fastest.
- Failure symptoms or recurring issues
- Commercial or operational risk
- Safety, access or support concerns
03 • Target outcome
Define the result, not just the fault
The brief gets stronger when it states what has to be true after the work is done: more reliable
production, upgraded controls, better supportability, cleaner operator use, new motion capability,
training delivery or improved digital structure.
- Expected behaviour after delivery
- Any fixed hardware or software preference
- What success looks like on site
04 • Constraints and files
Include the things that usually catch projects out
Shutdown windows, travel, security clearance, sign-off expectations, available drawings, panel
photos, network constraints, safety architecture and documentation condition all shape the delivery.
- Timeline and site access
- Photos, schematics, logs or parts lists
- Any approval or handover requirements