Scope Statement Development Instructions (1) Yewande

Scope Statement Development Instructions
Office of Enterprise Technology
The scope statement is an agreement among the project team, the project sponsor and key stakeholders. It represents a common understanding of the project for the purpose of facilitating communication among the stakeholders and for setting authorities and limits for the project manager and team. The scope statement includes relating the project to business objectives, and defining the boundaries of the project in multiple dimensions including approach, deliverables, milestones, and budget.
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Scope Statement Development Instructions "e# 200!
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Table of Contents
A. B. C. D. E. . ". %. Executive Summary..........................................................................................................................................3 Business Objectives.........................................................................................................................................3 Project Description.........................................................................................................................................4 Project Approach .........................................................................................................................................11 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"Objectives The business need/opportunity should be stated in business terms and should provide an understanding of:
What created the need, or how the opportunity was recogni ed 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 an appropriate alternative were implemented The conse$uences for the %tate and its customers if the need or opportunity is not addressed.
&nderstanding the magnitude of the need or opportunity, the 'rogram will be better able to estimate reasonable amounts of resources to e#pend in responding to it, and the e#tent to which a response will resolve it. " statement of the business vision helps ensure traceability in the project. (usiness goals and 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 as increasing 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 supports the business objectives. Include such things as:
%olution description. (enefits of doing the project. (enefits should link back to the business need or opportunity. The criteria by which the project will be deemed successful by key stakeholders. Implementation of this new service will reduce operational e#penses by .)**,*** per year. This project will be successful if delivered within /*+ of the approved budget.
-#amples:
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'. Deliverables ,eliverables are tangible products or things that the project will produce, stated at a high level. They describe what the business clients will get when the project is done. It is important to also state e#clusions, or what will not be included in the project. ,eliverables will 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 the planning, design, development, testing, and transition of the software pac age. This !B" #ognos Series $%, &ersion $%.$ will meet or e'ceed organi(ational software standards and additional 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 occur when the software and documentation pac age 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 Criteria ,escribe 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, 0ustomer service Technical an% Security 1e.uirements Import an% E2port "iles an% 1eports 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 and completion dates. Table 1 - Major Deliverables Deliverable
Determine 3usiness 'nalytical $ee%s 3usiness 0ase 0reation Strategic 0ommittee 'pproval (eeting ro6ect lanning Document Scope %evelopment 1e.uirement 8erification Soft+are installation Data 0lean up an% migration Testing /o live ro%uct %elivery an% sign 9 off
Date
2/14/2013 02/25/2013 03/10/2013 03/13/2013 03/17/2013 03/27/2013 04/10/2013 04/14/2013 04/27/2013 04/01/2013 04/04/2013
'. )is* Assessment
,hen planning a project, the responsible project team analy(es ris s and develops plans to avoid or mitigate them. The Team reviews the ris s on a regular basis in order to re*evaluate the possibility of ris s occurring, to identify new ris s, and then to activate plans to prevent their occurrence or to minimi(e their impact.
Some ris*s have #een i%entifie% %uring the preface ris* assessment #y the pro6ect group mem#ers, If it is a pac*age implementation: intense customi;ation +oul% #e essential ro6ect %uration is estimate% at greater than 4 months The overall estimate% effort hours are greater than 1000
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$e+ technology failure ris* Sche%ule/time relate% ris* Operational ris* erformance ris* "inancial/3u%get ris*
70< 30< !0< 10< !0<
+. Constraints Time The optimal time to implement a ne+ I3( 0ognos Series 10: 8ersion 10,1 is tie% to =>= fiscal year: #ut is also impacte% #y the college?s aca%emic calen%ar, Therefore: careful consi%eration of scope #y phase is crucial to the success of the pro6ect $ersonnel The internal staff availa#le for su#stantial pro6ect time commitment is limite%, This pro6ect +ill re.uire a su#stantial commitment of staff time in #oth functional an% technical areas@ %ecision to rely on ven%or %evelope% implementation services is inten%e% to minimi;e the staff re.uire% for implementation an% operation, There are many processes: stan%ar%s: gui%elines: la+s etc, re.uire% #y Te2as State government +hich must #e a%here% to,
,. Depen!ency -in*a.es The ro6ect +as %epen%ent upon other %ocuments such as the #usiness case to %etermine the nee% as +ell as 6ustification for the implementation: an% %epen%ent upon statistics of ho+ it +oul% #e #eneficial to the =>= School of 3usiness, /. Impacts 4rgani ational change management, retraining, increases/decreases in operating budgets are e#ample impacts. 0. 1easures of $roject Success This section describes the metrics that will be used on the project to determine how success will be measured. %uch metrics might include how to measure customer satisfaction or might state what a 5user friendly6 system is
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'vaila#ility of service Timeliness &sage
Efficiency Type Degree to +hich customers are satisfie% +ith a program: or ho+ accurately or timely a service is provi%e%, Infinite usage to the +e#site #y stu%ents: staff an% faculty,
2. Assumptions 'roject assumptions need to be defined before project activities take place so that time is not spent on a project that has no basis for funding. 7or e#ample, support and attention will be provided by the (usiness %ponsor and the %teering !ommittee8 resources will be available to ade$uately staff the project, etc.. 3. Critical Success 4actors
!n order to improve an analytics project, institutions should plan to evaluate the impact of the project on the regular basis. -id the project meet its goals. ,hat measures will demonstrate success to others. ,as retention improved., /etention of students saves institutions the cost of recruiting students to replace those who withdraw without completing a degree. Software would positive impact every areas of the decision ma ing process and the positively enhance organi(ational goals objectives.
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15. )oles an! $roject Sta*e6ol!ers )oles The follo+ing role %efinitions are #eing applie% to the resources assigne% to this pro6ectA rovi%es e2ecutive team approval an% sponsorship for the $roject Sponsor pro6ect, >as #u%get o+nership for the pro6ect an% is the BDr Carma SherifD ma6or sta*ehol%er an% recipient for the pro6ect %elivera#les, rovi%es policy %efinition to the ro6ect team, 1esolves all policy issues +ith the appropriate policy o+ners in or%er to %898 Sc6ool of provi%e a clear: %ecisive %efinition, (a*es final %ecisions Business& an% resolves conflicts or issues regar%ing pro6ect e2pectations across organi;ational an% functional areas, The pro6ect o+ner an% the pro6ect manager have a %irect lin* for all communication, The pro6ect manager +ill +or* %irectly +ith the pro6ect o+ner on all policy clarification, $roject O7ner rovi%es overall management to the pro6ect, 'ccounta#le for esta#lishing a ro6ect 0harter: %eveloping an% managing %Omolola 8e7esimi& the +or* plan: securing appropriate resources an% %elegating the +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 pro6ect sponsors an% o+ners an% has overall accounta#ility for the pro6ect, $roject 1ana.er Steerin. Committee rovi%e assistance in resolving issues that arise #eyon% the pro6ect manager?s 6uris%iction, (onitor pro6ect progress an% Billy Rector provi%e necessary tools an% support +hen milestones are in 6eopar%y,
Daniel Anderson
James O
Sta*e6ol!er Cey provi%er of re.uirements an% recipient of pro6ect %elivera#le an% associate% #enefits, Delivera#le +ill %irectly Trina Leach enhance the sta*ehol%ers? #usiness processes an% environment, (a6ority of sta*ehol%ers for this pro6ect +ill #e Julian Robinson agency hea%s: 0IO?s an% pro6ect management representatives,
Oladoyin Olagoke
Melvin Davies
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Team 1ember -evelop components of Software0 conduct analysis, design, code and development testing of new components. Dan Abramovic6 Test team to #onduct independent verification of new functionality 8eff Ditillo developed for Software An!re7 :ulets*y O*sana Sc6ubert Alexey Stolpovs*i*6 De6ua ;6an.
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Sta*e6ol!ers
Identify stakeholders by role.

ame =>= School of 3usiness =>= School of 3usiness Omolola =e+esimi Fe+an%e 'lli E;inne 0hig#u =ac.ueline 1u#alema (ahin Dan '#ramovichm: =eff Ditillo: 'n%re+ /ulets*y: O*sana Schu#ert: 'le2ey Stolpovs*i*h: Dehua Ghang )ole ro6ect Sponsor ro6ect O+ner ro6ect (anager Steering 0ommittee (em#er Steering 0ommittee (em#er Steering 0ommittee (em#er Steering 0ommittee (em#er Team 1ember
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D. $roject Approac6
$lanne! Approac6 ,escribe how the project will be implemented .
business analytics to improve decisions regarding enrollment, retention and graduation for the School.
=esse > =ones School of 3usiness 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 =>= 3usiness '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 $roject 1ilestones ro6ect Start Tar.et Date ((/DD/FF
ro6ect 0ompletion #. )esource )e<uirements = Team an! Support )esources 9ot all resources re$uired are known at the scope statement development stage of a project. Team and support resources may be estimated, however, based on what is known about the deliverables and the approach. 0esource assumptions are stated here as well. The follo+ing personnel resources are re.uire% to complete this pro6ectA $ersonnel )esource Types
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Total $ersonnel )esources
Identify any resource assumptions.
'. Estimate! Cost

Expense -abor Internal E2ternal 9ar!7are Soft7are Ot6er Total Ori.inal Bu!.et Current Bu!.et Spent to Date Est. to Complete Current 4orecast ?ariance
Identify any budget assumptions. +. C6ec*point" 4un!in. Sc6e!ule It is recommended that the project identify project checkpoints or phase review hold points based on specific project events. 7or e#ample, end of business assessment phase, or some %ystem ,evelopment :ife !ycle phases, are logical checkpoints.
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4. $roject Controls
Typical project controls are %teering !ommittee 1eetings, 1onthly %tatus 0eports, 0isk 1anagement assessment and mitigation planning and monitoring, Issue 1anagement, !hange 1anagement, and !ommunication 1anagement. 1. Steerin. Committee 1eetin.s #. 1ont6ly Status )eports '. )is* 1ana.ement -#ample: -nsure the project risks and associated mitigation actions are monitored and controlled in accordance with the 0isk 1anagement 'lan +. Issue 1ana.ement -#ample: 'roject;related issues will be tracked, prioriti ed, assigned, resolved, and communicated in accordance with the 'roject 1anagement 'rocedures: Issue descriptions, owners, resolution and status will be maintained on an issues database in a standard format. Issues will be addressed with the 'roject 4wner and communicated in the project status report. ,. C6an.e 1ana.ement -#ample: The change control procedures to be followed will be consistent with 'roject 1anagement 'rocedures and consist of the following processes: " !hange !ontrol database will be established by the project manager to track all changes associated with the project effort. "ll !hange 0e$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 be reflected in updates to the project plan. The !hange !ontrol database will be updated to reflect current status of !hange 0e$uests. /. Communication 1ana.ement -#ample: The following strategies have been established to promote effective communication within and about this project:
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The 'roject 1anager presents the project status to the 'roject 4wner on a weekly basis8 however, ad hoc meetings will be established at the project manager<s discretion as issues or change control items arise. The project manager provides a written status report to the 'roject 4wner on a monthly basis and distributes the project team meeting minutes. The 'roject 4wner will be notified via email on all urgent issues. Issue notification will include time constraints, and impacts, which will identify the urgency of the re$uest for service. The project team will have weekly update/status meetings to review completed tasks and determine current work priorities. 1inutes will be produced from all meetings. The project manager will provide the project sponsors with project team minutes and steering committee status reports. " project collaborate web site will be established on the Internet to provide access to the project documentation by geographically dispersed project members.
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:. Aut6ori@ations
This section sets out who has authority to approve scope statement, authori e 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 C6an.es 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"Si.natures

Scope Statement Approval 4orm $roject ame(
$roject 1ana.er( The purpose of this %ocument is to provi%e a vehicle for %ocumenting the initial planning efforts for the pro6ect, It is use% to reach a satisfactory level of mutual agreement #et+een the pro6ect manager an% the pro6ect sponsors on the o#6ectives an% scope of the pro6ect #efore significant resources are committe% an% e2penses incurre%, I have revie+e% the information containe% in this Scope Statement an% agree, ame Si.nature Date
The signatures of the people above relay an understanding in the purpose and content of this document by those signing it. (y signing this document you agree to this as the formal 'roject %cope %tatement.
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Scope Statement Development Instructions