Machine Builders UK | What is a URS? Why is it important?

November 2018

When investing in automated capital equipment, having a clearly defined User Requirement Specification (URS) is essential. Whether you’re upgrading production lines or introducing new systems, a well-structured URS sets the foundation for a successful project, especially when working with a machine builder in the UK.

What is a URS?

A User Requirement Specification is a vital technical document that outlines exactly what a client expects from new machinery or automation systems. Typically developed at the very start of a procurement process, a URS records both the must-haves and the nice-to-haves for the equipment.

These expectations might include:

• Machine performance targets

• Safety requirements

• Quality standards

• Testing protocols

• Spatial constraints

• Production rates and running hours

By capturing these details upfront, the URS becomes the benchmark from which suppliers develop their Functional Design Specification (FDS)—the document that outlines how the supplier intends to meet the URS.

Why is a URS Crucial in Capital Equipment Projects?

As one of the trusted machine builders UK manufacturers turn to for automation solutions, we know the risks of skipping or skimming over the URS. Without a URS:

• Equipment may not meet operational needs

• Time may be wasted rewriting specs

• Projects can suffer costly delays

• Final equipment may not fit within the allocated space or process flow

A detailed URS avoids misalignment between client and supplier expectations. It helps ensure that every stakeholder, engineers, operators, project managers, and suppliers, is working from the same playbook.

Key Elements to Include in Your URS

1. System Overview and Context

Include a detailed summary of:

• The intended purpose of the machine

• The environment it will operate in

• Current manual or semi-automated process details

• Dimensions of the available space

• Estimated production capacity and running hours

This gives suppliers context and helps them design with real-world constraints in mind.

2. Performance and Compliance Goals

Define measurable expectations:

• Cycle time, throughput, or OEE (Overall Equipment Effectiveness)

• Quality assurance targets

• Compliance or regulatory needs (e.g., CE marking, ISO standards)

3. Validation Requirements

If the equipment must undergo formal validation (common in pharmaceutical or food sectors), the URS should start this conversation early. Identify what success looks like and which protocols will be used during testing phases.

Tips for Writing an Effective URS

• Be comprehensive: More detail upfront reduces the chance of future misunderstandings. Attach datasheets, layouts, and process diagrams where possible.

• Involve your team: Engage the people currently operating the process. Their insights are invaluable and ensure better buy-in post-installation.

• Define roles and responsibilities: Clarify who will oversee commissioning, training, maintenance, and operation.

• Separate the URS from the FDS: Keep the “what” (URS) distinct from the “how” (FDS). This clarity helps both client and supplier foc

• us on their core responsibilities.

Final Thoughts from a Leading Machine Builder in the UK

For any business planning to invest in production automation, especially in the UK, a strong URS is the foundation of success. As experienced UK machine builders, we’ve seen first-hand how the right preparation leads to faster turnaround, better performance, and reduced project risk.

If you’re ready to explore automation or need guidance developing a URS, our team at [Your Company Name] is here to help.

Below, we have noted down some useful tips when developing a URS:

• Give a summary. A good in-depth description of the expectations of the machine, the environment in which the machine will operate, how the process is currently done, the size of the area and running hours for the system. Provide datasheets for key processes or materials used on the system which are client-specified, etc. Provide as much information as possible to avoid misinterpretation from the outset.

• Establish a validation plan at the beginning. If validation of the machine is required, this process should start at the beginning of the project during the URS stage and throughout the design phase until the machine is ready for testing. Planning test protocols throughout the project will avoid validation failure and the need for retesting.

• Involve all staff currently involved with the process. It is essential that all employees buy into the automated process. Your staff will be at the forefront of the operation, and they will be using the equipment daily and ultimately responsible for the failure or success of the project. Again, this should be outlined in the URS. Who is responsible for the machine and each individual’s role should be noted.

• Do not combine the FDS and the URS. These should be kept separate as the intention of each is very different. The intention of the User Requirement Specification is to describe what the equipment is supposed to do, not how it will achieve these goals. The URS is a client document, whereas the FDS is a supplier-produced document.

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Read more about our automation here…

• Benefits of Automation
• The Benefits of Machine Vision Technology
• Robots & Cobots – What is the Difference?
• Robotic Automation
• What is a URS? Why is it Important?
• Cost of Industrial Automation
• Advantages & Disadvantages of Robotic Automation

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