behind the scenes – scoping a solution chris maertz, cto
TRANSCRIPT
Behind the Scenes – Scoping a SolutionChris Maertz, CTO
Session Goals Answer these questions:
What is Project Scope? Why is it important? How are projects scoped? How does scope impact cost?
Answer your questions!
1What is
Project Scope?
What is project scope
Pretty good
definition!
However, we make the following changes to the definition.
Project Scope Definition Project Scope is the part of the project planning that
involves determining and documenting a list of specific project goals, general technical approaches, assumptions, constraints, deliverables in order to determine the costs and duration of a project. Should include any item which affect the cost and duration. Is developed when limited information is available.
What Project Scope is NOT? Functional Requirements
Technical Specifications
Specific functionality
Specific approaches
* Anything that may impact the cost or duration are exceptions to the above and should be included in
project scope.
2Why
Project Scope is important…
Please build me a bridge.
OK.
Great. Thanks. Let me know when you’re done.
OK. I’m done. I’ll send a picture.
Huh?!?!? I said a bridge.
That is a bridge.
But…that is not the kind of bridge I wanted.
I wanted it to look more like this….
You should have said so.
I thought I did. :-(
Should have scoped that better.
Should have scoped that better.
The Importance of Project Scope Organizations undertake projects to bring value to their
organization.
The primary goal of project scoping is to ensure a project brings value to the organization. Continuously ask yourself if the project is bringing value to the
organization. Only you – the customer – can answer this.
3How are projects scoped?
SMC Client SMC SMC Client Client Client
Client Signs
Client Reviews
Provide SOS
Document Scope
Meetings
Our Services Engagement Process
Includes all phone calls, e-mails and other discussions
leading up to the request for a proposal.
Very Important! Once the SOS is signed, changes are handled with Change
Control/Request.
Dependencies?Environment?Resources? Unknowns? Licensing?
What documentation is required?
What types of services? What training is required?
What Software will be used?What functionality will be used?
How much automation?Are there integrations
with other systems?
What is the criteria for success? What must be accomplished?
Project Scoping
Projec
t
Goals
General
Approach
Assumptions
& Constraints
Deliver
ables
Cost
Duration
Tips for Project Scoping Scope only what is needed. Ask Stakeholders what they
need. What is the minimum viable product (or solution) for you to get a return on the investment and bring value to the organization?
Consider other systems when scoping. A simple scope change in your project may drastically increase or decrease effort in other systems.
Be willing to challenge business requirements that have large impacts on cost or deadlines.
4What impacts
Project Scope?
Hypothetical Project A medium sized manufacturer needs a better solution for
managing and processing the increasing number of invoices they receive from their vendors. They’d like to reduce the effort it takes to receive an invoice, get the information into their ERP system and then mail a check.
Project Scope for AP Solution Store invoices electronically.
Route invoices for approval.
Update ERP system with invoice information.
Store checks with the transaction
SMC performing all work. Customer will provide daily file with PO info.
Functional RequirementsUser Guide
Train-the-trainer
Kofax Capture & OnBase WorkflowBasic capture, minimal indexing
Manual Routing KFI into ERP system
Reduce amount of time requiredto process invoices. Improve visibility ofoutstanding payables.
AP Solution – Option 1
Projec
t
Goals
General
Approach
Assumptions
& Constraints
Deliver
ables
Cost
Duration
$$$
SMC performing all work. Customer will provide daily file with PO info.Work must be complete by next ERP upgrade.
Functional RequirementsInstall 3 environments
User GuideTrain-the-trainer
Kofax Capture & OnBase WorkflowBasic capture, minimal indexing
Manual Routing Integrate with ERP system
Reduce amount of time requiredto process invoices. Accommodate increase in invoice volume without increasing staff.
AP Solution – Option 2
Projec
t
Goals
General
Approach
Assumptions
& Constraints
Deliver
ables
Cost
Duration
$$$
SMC performing all work. Customer will provide daily file with PO info.Work must be complete by next ERP upgrade.
Functional RequirementsInstall 3 environments
User GuideUser training
KTM & OnBase WorkflowFull data extractionAutomated Routing
Integrate with ERP system
Reduce amount of time requiredto process invoices. Accommodate increase in invoice volume without increasing staff.
AP Solution – Option 3
Projec
t
Goals
General
Approach
Assumptions
& Constraints
Deliver
ables
Cost
Duration
$$$
Cost, Duration & Value If the goal of any project is to bring value to an organization,
the Value must be weighed against the Cost & Duration of any project scope.
Option 1
Option 2
Option 3
0 1 2 3 4 5 6 7
Value Duration Cost
Goal of Capture Software
Take a stack of paper (or group of files) and efficiently isolate
each page or group of pages as a unique document,
differentiated by the information it contains with as much automation as possible.
Invoice from ABC Supply
Credit Memo from Bike Wheel Corp
Statement from ABC Supply
Invoice from Big Ring Sprockets
Separate Pages into DocumentsS
ep
ara
te
Doc 1
Doc 2
Doc 3
Doc 4
Identify the start and end of each document
Classify DocumentsS
ep
ara
te
Cla
ssify
Doc 1
Doc 2
Doc 3
Doc 4
Invoice
Credit Memo
Statement
Invoice
Identify the type of the document
Identify each Document UniquelyS
ep
ara
te
Cla
ssify
Iden
tify
Doc 1
Doc 2
Doc 3
Doc 4
Assign unique metadata to document
Invoice
Credit Memo
Statement
Invoice
Invoice from ABC Supply
Credit Memo from Bike Wheel Corp
Statement from ABC Supply
Invoice from Big Ring Sprockets
Accomplishing Each Step• Manually• Fixed Page• Patch Sheets• Barcodes• Classification
Sep
ara
te• Manually• Barcodes• Form
Identification• Layout or
Image Classification
• Content Classification
Cla
ssify
• Manually• Barcodes• External Data• Automated
• Fixed Zone• Intelligent
Iden
tify
These scope decisions impact cost & duration, but also impact value to the
organization.
Goal of Workflow Software
Simplify management of work items or
transactions to ensure timely completion and efficient handling of process exceptions while gaining process
insight and auditability.
Provide Visibility & TrackingV
isib
ility
Work Item 1
Work Item 2
Work Item 3
Work Item 4
Routing Work Items
Rou
tin
g
Could be manual or based on business
rules
Vis
ibili
ty
Work Item 1
Work Item 2
Work Item 3
Work Item 4
Work Item 1 for Chris
Work Item 2 for Ben
Work Item 3 for Katie
Work Item 4 for Shannon
Integration with External Systems
Inte
gra
te
Integrate manually or automatically with other
systems.
Rou
tin
g
Vis
ibili
ty
Work Item 1
Work Item 2
Work Item 3
Work Item 4
Work Item 1 for Chris
Work Item 2 for Ben
Work Item 3 for Katie
Work Item 4 for Shannon
Work Item 1 Complete
Work Item 2 Complete
Work Item 3 Exception
Work Item 4 Complete
• Quantity• Time to
complete• SLA
• Shared work queue
• Even distribution• Rules Based• Manual
• Manual data entry to external system
• Direct integration
Accomplishing Each Step
Inte
gra
te
Rou
tin
g
Vis
ibili
ty
These scope decisions impact cost & duration, but also impact
value to the organization.
Other Factors to Consider Don’t automate bad processes and don’t blindly
automate a business process.
Consider long-term Total Cost of Ownership, not just implementation cost.
Consider future changes and account for necessary flexibility.
SHALL WE PLAY A GAME?>
Does the scope bring value to my organization? >Does the scope include what must be accomplished?Is the scope detailed enough to properly set expectations? If you answered yes to all the questions, we’re done here. Thank you.
