scope statement development instructions (1) yewande

8/13/2019 Scope Statement Development Instructions (1) Yewande

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Scope Statement Development Instructions


Office of Enterprise Technology

The scope statement is an agreement among the project team, the project sponsor andkey stakeholders. It represents a common understanding of the project for the purposeof facilitating communication among the stakeholders and for setting authorities andlimits for the project manager and team. The scope statement includes relating the

project to business objectives, and defining the boundaries of the project in multipledimensions including approach, deliverables, milestones, and budget.

11/24/2013 age 1 of 1!Scope Statement Development Instructions "e# 200! Office of Enterprise Technology


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Table of Contents

A. Executive Summary..........................................................................................................................................3

B. Business Objectives.........................................................................................................................................3

C. Project Description.........................................................................................................................................4

D. Project Approach .........................................................................................................................................11

E. Project Estimates...........................................................................................................................................11. Project Contro!s.............................................................................................................................................13

". Authori#ations...............................................................................................................................................1$%. Scope Statement Approva! orm&Si'natures.................................................................................................1(



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A. Executive Summary

Jesse H. Jones School of Business will need business analytics software that will alleviate

some business challenges in the areas of student enrollment, retention and graduation.

B. Business Objectives

1. Business ee!"Opportunity"ObjectivesThe business need/opportunity should be stated in business terms and should provide anunderstanding of:

What created the need, or how the opportunity was recognied

The magnitude of the need/opportunity

!ontributing factors, such as workload increases or staff reductions, and fiscal

constraints

"n understanding of the e#tent to which the need/opportunity would be addressed if anappropriate alternative were implemented

The conse$uences for the %tate and its customers if the need or opportunity is notaddressed.

&nderstanding the magnitude of the need or opportunity, the 'rogram will be better able toestimate reasonable amounts of resources to e#pend in responding to it, and the e#tent towhich a response will resolve it.

" statement of the business vision helps ensure traceability in the project. (usiness goalsand objectives are linked back to the vision, and each project objective is also linked to the

business vision. (usiness objectives can be stated as business measures, such asincreasing profits by )*+.

#. $ro!uct Description %Solution&escribe the proposed solution and state how it meets the business goals.

'roject objectives describe the proposed solution and help define how the project supportsthe business objectives. Include such things as:

%olution description.

(enefits of doing the project. (enefits should link back to the business need oropportunity.

The criteria by which the project will be deemed successful by key stakeholders.

-#amples:

Implementation of this new service will reduce operational e#penses by )**,*** peryear.

This project will be successful if delivered within *+ of the approved budget.



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'. Deliverableseliverables are tangible products or things that the project will produce, stated at a highlevel. They describe what the business clients will get when the project is done. It isimportant to also state e#clusions, or what will not be included in the project. eliverableswill be detailed elsewhere in the project plan.

-#amples:

eliverables included:

" new service

0ecommendations on new automation

" feasibility study

" new voice response system

eliverables e#cluded:

Implementation of the new service

Implementation of the feasibility study recommendations

1aintenance of the new system

C. $roject Description

1. Scope

This section defines the JHJ School of business Project scope in terms of both business scope

and technical scope. The scope of JHJ School of Business analytics project includes theplanning, design, development, testing, and transition of the software pacage. This !B"

#ognos Series $%, &ersion $%.$ will meet or e'ceed organi(ational software standards andadditional re)uirements established in the project charter. The scope of this project also

includes completion of all documentation, manuals, and training aids to be used in

conjunction with the !B" #ognos Series $%, &ersion $%.$. Project completion will occurwhen the software and documentation pacage has been successfully e'ecuted and

transitioned to JHJ School of business for implementation.

Inclu!es(

$otifications an% messages to all users

&ser 'ccess an% System '%ministration (aintenance

)or*loa% (anagement

rovi%e suita#le training an% support to campus '%ministrative +ho +ill #e using the

ne+ !B" #ognos Series $%, &ersion $%.$ analytics system,

Define the university-s specific #usiness an% functional re.uirements for a !B" #ognos

Series $%, &ersion $%.$.



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#. Completion Criteriaescribe what will be created in terms of deliverables 2and their characteristics3 and/or what

constitutes a successful phase completion.

oo% user fee%#ac*,

Easy to use an% learn,

ustomer service

Technical an% Security e.uirements

Import an% Eport "iles an% eports

System/Ta#le &ser '%ministration

The following table identifies the major deliverables for the JHJ School of Business project, and the

estimated delivery dates. These are ey high*level support re)uirements+ more deliverable andcompletion dates.

Table 1 - Major Deliverables

Deliverable DateDetermine usiness 'nalytical $ee%s 2/1/2013usiness ase reation 02/25/2013Strategic ommittee 'pproval (eeting 03/10/2013ro6ect lanning Document 03/13/2013Scope %evelopment 03/17/2013e.uirement 8erification 03/27/2013Soft+are installation 04/10/2013Data lean up an% migration 04/1/2013

Testing 04/27/2013o live 0/01/2013ro%uct %elivery an% sign 9 off 0/0/2013

'. )is* Assessment

hen planning a project, the responsible project team analy(es riss and develops plans to avoid

or mitigate them. The Team reviews the riss on a regular basis in order to re*evaluate thepossibility of riss occurring, to identify new riss, and then to activate plans to prevent their

occurrence or to minimi(e their impact.

Some ris*s have #een i%entifie% %uring the preface ris* assessment #y the pro6ect group

mem#ers,

If it is a pac*age implementation: intense customi;ation +oul% #e essential

ro6ect %uration is estimate% at greater than months

The overall estimate% effort hours are greater than 1000

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$e+ technology failure ris* 70as #u%get o+nership for the pro6ect an% is thema6or sta*ehol%er an% recipient for the pro6ect %elivera#les,

$roject O7ner

%898 Sc6ool ofBusiness&

rovi%es policy %efinition to the ro6ect team, esolves allpolicy issues +ith the appropriate policy o+ners in or%er toprovi%e a clear: %ecisive %efinition, (a*es final %ecisionsan% resolves conflicts or issues regar%ing pro6ectepectations across organi;ational an% functional areas, The

pro6ect o+ner an% the pro6ect manager have a %irect lin* forall communication, The pro6ect manager +ill +or* %irectly+ith the pro6ect o+ner on all policy clarification,

$roject anaer

%Omolola 8e7esimi&

rovi%es overall management to the pro6ect, 'ccounta#lefor esta#lishing a ro6ect harter: %eveloping an% managingthe +or* plan: securing appropriate resources an% %elegatingthe +or* an% insuring successful completion of the pro6ect,

'll pro6ect team mem#ers report to the pro6ect manager,>an%les all pro6ect a%ministrative %uties: interfaces to pro6ectsponsors an% o+ners an% has overall accounta#ility for thepro6ect,

Steerin Committee

Billy Rector

Daniel Anderson

James O

rovi%e assistance in resolving issues that arise #eyon% thepro6ect manager?s 6uris%iction, (onitor pro6ect progress an%provi%e necessary tools an% support +hen milestones are in

6eopar%y,

Sta*e6ol!er

Trina Leach

Julian Robinson

Oladoyin

Olagoke

Melvin Davies

Cey provi%er of re.uirements an% recipient of pro6ect%elivera#le an% associate% #enefits, Delivera#le +ill %irectlyenhance the sta*ehol%ers? #usiness processes an%environment, (a6ority of sta*ehol%ers for this pro6ect +ill #eagency hea%s: IO?s an% pro6ect managementrepresentatives,



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Team ember

Dan Abramovic6

8eff Ditillo

An!re7 :ulets*yO*sana Sc6ubert

AlexeyStolpovs*i*6

De6ua ;6an

-evelop components of Software0 conduct analysis, design, code

and development testing of new components.

Test team to #onduct independent verification of new functionality

developed for Software

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Sta*e6ol!ers

Identify stakeholders by role.

ame )ole

=>= School of usiness ro6ect Sponsor =>= School of usiness ro6ect O+ner

Omolola =e+esimi ro6ect (anager Fe+an%e 'lli Steering ommittee (em#er

E;inne hig#u Steering ommittee (em#er

=ac.ueline u#alema Steering ommittee (em#er

(ahin Steering ommittee (em#er

Dan '#ramovichm: =eff Ditillo: 'n%re+ ulets*y:O*sana Schu#ert: 'leey Stolpovs*i*h: Dehua Ghang

Team 1ember



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D. $roject Approac6

$lanne! Approac6escribe how the project will be implemented.

business analytics to improve decisions regarding enrollment, retention and graduation forthe School.=esse > =ones School of usiness is issuing a re.uest for proposals for the %esign:

%evelopment an% implementation of #usiness analytic system that +ill, The goal is to

implement a +or*ing #usiness analytics soft+are to help the school ma*e future %ecision

#ase% on %ata, The =>= usiness 'nalytic roup +ill #e responsi#le for creating a pro6ect

plan that +ill %eal +ith all pro6ect phases 9 %esign: %evelopment: testing: implementation

an% support,

E. $roject Estimates

1. Estimate! Sc6e!ule

Cey ro6ect milestones relative to pro6ect start are as follo+sA

$roject ilestones Taret Date

ro6ect Start ((/DD/FF

ro6ect ompletion

#. )esource )euantity



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Total $ersonnel )esources

Identify any resource assumptions.

'. Estimate! Cost

Expense OriinalBu!et

CurrentBu!et

Spent toDate

Est. toComplete

Current4orecast

?ariance

-abor

Internal

Eternal

9ar!7are

Soft7are

Ot6er

Total

Identify any budget assumptions.

+. C6ec*point" 4un!in Sc6e!ule

It is recommended that the project identify project checkpoints or phase review hold pointsbased on specific project events. 7or e#ample, end of business assessment phase, orsome %ystem evelopment ife !ycle phases, are logical checkpoints.



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4. $roject Controls

Typical project controls are %teering !ommittee 1eetings, 1onthly %tatus 0eports, 0isk1anagement assessment and mitigation planning and monitoring, Issue 1anagement, !hange1anagement, and !ommunication 1anagement.

1. Steerin Committee eetins

#. ont6ly Status )eports

'. )is* anaement-#ample:

-nsure the project risks and associated mitigation actions are monitored and controlled inaccordance with the 0isk 1anagement 'lan

+. Issue anaement-#ample:

'roject;related issues will be tracked, prioritied, assigned, resolved, and communicated inaccordance with the 'roject 1anagement 'rocedures:

Issue descriptions, owners, resolution and status will be maintained on an issues databasein a standard format.

Issues will be addressed with the 'roject 4wner and communicated in the project statusreport.

,. C6ane anaement

-#ample:

The change control procedures to be followed will be consistent with 'roject 1anagement'rocedures and consist of the following processes:

" !hange !ontrol database will be established by the project manager to track all changesassociated with the project effort.

"ll !hange 0e$uests will be assessed to determine possible alternatives and costs.

!hange 0e$uests will be reviewed and approved by the project owner.

The effects of approved !hange 0e$uests on the scope and schedule of the project will bereflected in updates to the project plan.

The !hange !ontrol database will be updated to reflect current status of !hange 0e$uests.

/. Communication anaement-#ample: The following strategies have been established to promote effectivecommunication within and about this project:



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The 'roject 1anager presents the project status to the 'roject 4wner on a weekly basis8however, ad hoc meetings will be established at the project manager


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:. Aut6ori@ations

This section sets out who has authority to approve scope statement, authorie project changes,approve and accept project deliverables.

T6e Scope Statement 7ill be approve! by(

The ro6ect (anager

The ro6ect O+ner

The ro6ect Sponsor

$roject C6anes 7ill be approve! by(

The ro6ect O+ner

$roject !eliverables 7ill be approve!"accepte! by(

The ro6ect O+ner

The ro6ect Sponsor

The *ey Sta*ehol%ers

Specific tas* responsi#ilities of pro6ect resources +ill #e %efine% in the ro6ect/+or* lan,



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9. Scope Statement Approval 4orm"Sinatures

Scope Statement Approval 4orm

$roject ame(

$roject anaer(The purpose of this %ocument is to provi%e a vehicle for %ocumenting the initial planning effortsfor the pro6ect, It is use% to reach a satisfactory level of mutual agreement #et+een the pro6ectmanager an% the pro6ect sponsors on the o#6ectives an% scope of the pro6ect #efore significantresources are committe% an% epenses incurre%,

I have revie+e% the information containe% in this Scope Statement an% agree,

ame Sinature Date

The signatures of the people above relay an understanding in the purpose and content of thisdocument by those signing it. (y signing this document you agree to this as the formal 'roject%cope %tatement.

11/24/2013 age 1! of 1!Scope Statement Development Instructions "e# 200! Office of Enterprise Technology

scope statement development instructions (1) yewande

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