Why is it so difficult
to create complete
specifications?
Incomplete specifications are one of the most common causes of project delays, cost overruns, and system failures.
The problem is rarely a lack of effort.
The real issue is visibility. At the beginning of a project, not everything is known — and some things cannot be known until the workflow is explored and tested.
This challenge was captured succinctly in the following observation:
“There are known knowns — things we know we know.
We also know there are known unknowns — that is to say we know there are some things we do not know.
But there are also unknown unknowns — the ones we don't know we don't know.”
What this means in practice
When designing a process or system, three types of knowledge affect the quality of the specification.
Known knowns
The requirements and processes we already understand.
Known unknowns
Areas where we know more information or clarification is required.
Unknown unknowns
Hidden gaps in understanding that only become visible once the process is examined in detail.
These unknown unknowns are the most dangerous.
They are the issues that emerge late in a project — after development has begun — when they are most expensive and disruptive to fix.
Our Workflow Modelling System is designed to expose these hidden gaps early.
Workflow Modelling System
What Can Be Achieved at Each Licence Level
Our process capture software helps you turn business knowledge into clear, structured process maps. The longer the licence period, the more opportunity there is to move from initial discovery through review, refinement, and wider process improvement.
3-Month Licence — Process Capture Starter £2250
A 3-month licence is suitable for capturing and reviewing one focused business process or a small group of closely related processes.
Typical outcomes may include:
- Capturing the current way a process works
- Identifying key tasks, roles, inputs, outputs, and decision points
- Highlighting gaps, duplication, handover issues, or unclear responsibilities
- Producing a structured graphical process model that can be reviewed with the team
- Creating a clearer foundation for improvement, automation, or system specification
This option is best suited to a pilot project, a proof of concept, or a clearly defined business process where the objective is to gain clarity quickly.
6-Month Licence — Process Improvement Programme £3500
A 6-month licence allows time to capture, review, and refine several related processes across a department, team, or business function.
- Typical outcomes may include:
- Mapping multiple connected workflows
- Comparing how the process is believed to work with how it actually works
- Identifying bottlenecks, missing information, duplicated effort, and avoidable delays
- Building a shared understanding between managers, users, and technical teams
- Producing improved process models that can support change, training, automation, or software development
This option is best suited to organisations that want to move beyond a single pilot and begin creating a more consistent, structured approach to process improvement.
⭐12-Month Licence — Business Process Transformation £6000
A 12-month licence provides the time and flexibility to capture, test, and improve processes across a wider area of the business.
- Typical outcomes may include:
- Developing a structured library of key business processes
- Capturing both current-state and improved future-state workflows
- Supporting cross-functional process improvement
- Creating clearer requirements for digital transformation or software implementation
- Reducing reliance on informal knowledge held by individual employees
- Building a repeatable internal capability for process capture and review
This option is best suited to organisations that want to make process clarity part of the way they run and improve the business, rather than treating it as a one-off project.
Important Note
The actual results achieved will depend on the complexity of the processes being reviewed, the availability of staff, the quality of existing documentation, and the level of management engagement. The licence provides access to the tools needed to capture and model the processes; the value comes from using that access to create shared understanding, improve workflows, and support better business decisions.
Additional Graphical Data Entry
Each Workflow Modelling System licence allows one graphical capture data entry user. Additional users can be added as required.
- Additional Graphical Entry 3 Months Licence
- £100