Building a sufficiently clear and detailed requirements specification that will put your digital project on track is a big challenge. Show
The definition of your need will be the foundation of your project, the basis on which your teams or partner(s) will establish a viable, relevant and, above all, realistic recommendation in terms of the solution, resources, workload and time frame. Each requirements specification remains specific to the company’s governance rules and environment, as well as the size of the project. Information gathered often lacks clarity, quality, coherency and consistency, which can lead to failure. Bearing in mind that the success of a project is largely based on its justification, correct definition, understanding and adhesion, it is crucial to devote the time and resources needed to the pre-project phase known as ‘project scoping’. I would like to share six guiding questions, based on the ‘Five Ws and How’ method, to help you bring your ideas to maturity and accurately define the project scope. Why? The justification, challenges and aims of the digital project
You need to ask yourself all of these questions to define the expected goals as accurately as possible. You also need to make sure that these goals are specific and measurable. If you realise that the project does not meet a clear or objective need, you should probably not pursue it. A project’s reason for being will differ from one business sector to another. In banking and insurance, many projects come about for external reasons, such as regulatory changes that need to be complied with. In industry, companies may be interested in digitising processes, from manufacturing to order and stock management, in order to pursue a cost reduction and performance improvement policy. By setting a valid and achievable goal, you will also be able to lastingly motivate the project team. What? The project description
This is admittedly a difficult exercise. We often begin with a global idea expressed by the requester and have to achieve a sufficient level of detail to correctly identify activities, and their related workload, which will stem from the need. It is essential to clearly determine the limits, whether related to the expected functionality or services, the use cases, the processes, the organisations and information systems impacted, or the technology used. Carrying out this step reduces the risk of unpleasant surprises and changes of direction, which are often costly, occurring during the project. To do so, you must fully consider the various aspects of the project, for example by conducting interviews and workshops (to share a single vision by gathering information and comparing ideas and viewpoints). This offers a dual benefit: identify key needs and be able to formulate requirements in a clear and structured way, while ensuring that everybody involved is on board. Who? The entities and stakeholders involved
You must make sure that nobody is forgotten (such as users of a back-office, the customer relations centre, etc.) and identify their roles (their influence on the project’s success, their expectations and fears). It is also crucial to maintain a targeted communication plan (what type of information and how often) for the duration of the project, in order to ensure you have their active involvement and support. It is not rare to see projects fail due to a clear lack of interaction between the various stakeholders. How can you expect to have the support of your senior management if the project drifts off course and you have not ensured they are sufficiently informed or forewarned? How can you guarantee the quality of deliverables if you have not involved end users in building your product or have done so too late? Where? Your project's internal and external environment
It is essential to effectively analyse the existing situation and gain a clear view of reality, in order to give the project a chance of success. This exploratory phase will often help you highlight the added value of your project and support its reason for being. When? Major milestones in the timeline
As explained above, the more mature your project is, the better you will be able to estimate and plan the workload of the main activities, without forgetting to take into account the availability of resources required to carry them out. You need to set reasonable and possibly adjustable deadlines as the project advances, adapting to any unexpected circumstances along the way. If you have an end date that ties your hands in terms of deadlines, then you must either allocate the necessary budget or reduce the scope. How? Organisational, human and financial resources
Be coherent in terms of your organisation and project maturity (V-model, iterative or agile). Perhaps because it is in vogue, or due to the promises of agility, the agile project approach is very popular, while it does not always suit the corporate culture or even the project.
Prior to the launch of the project, you will need to have identified the resources that are essential for its deployment and effectively planned ahead for their management, in order to maintain sufficient productivity and motivation throughout the project.
In any event, your ability to stay on budget will largely depend on how accurate your initial estimations are and the budget margin you have provided, as well as on managing costs in a way that enables you to identify and adjust any discrepancies. Defining your expression as clearly as possible will limit financial risks. What are the main issues to be addressed when defining the scope of a project and a project plan?8 Key Steps to Developing a Project Scope Statement. Understand why the project was initiated. ... . Define the key objectives of the project. ... . Outline the project statement of work. ... . Identify major deliverables. ... . Select key milestones. ... . Identify major constraints. ... . List scope exclusions. ... . Obtain sign-off.. What the major considerations are when defining a project scope?Project scope definition
A project scope also outlines key stakeholders, processes, assumptions, and constraints, as well as what the project is about, what is included, and what isn't. All of this essential information is documented in a scope statement.
What is an issue in project scope management?Project scope problems and challenge areas are the points during project delivery when the project team encounters problems or challenges that could negatively impact on project scope. Some may have been already identified as potential scope impact factors, in which case they may be anticipated—and planned for.
What are some common issues with scope management?3 Issues in Scope Management. Issue #1 – Not Including All the Work.. Issue #2 – Gold Plating.. Issue #3 – Poor Alignment with Objectives and Goals.. How About You?. |