Another technique is to define the functionality. This should not be either a long or detailed process. Typically, depending on project size, the exercise can be completed in a one hour to half-day workshop. A good technique is to use a functional decomposition. If using a spreadsheet and a projector, a scribe can create the scope as it is discussed. Remember to start all functionality with a verb.
It is useful to do the functional decomposition in conjunction with a data definition. If this is not possible, once the scope is discussed, it will become reasonably clear what data is required.
The Project Manager can determine if there are any situations that need to be clarified with the users, and finalise the scope definition. If for example, in defining the functionality it becomes evident that considerable information will need to be transferred from a legacy system, which is known to be inaccurate, data cleansing can be factored into the scope.
Example Functional Decomposition
- Capture License details
- Set up companies
- Set up products
- Create licenses
- Modify licenses
- Delete licenses
- Generate payments
- Create payment report
- Authorise payments
- Notify accounts
Note that the above can also be defined as a diagram.
Previous article: Defining the Scope in IT Projects - Part III - Define Deliverables
Project Perfect is a project management software and project infrastructure consulting organisation based in Sydney Australia. Their focus is to provide creative yet pragmatic solutions to Project Management issues as well as to set up the infrastructure an organisation requires to successfully manage projects.
Project Perfect sell “Project Administrator” software, which is a tool to assist organisations better manage project risks, issues, budgets, scope, documentation planning and scheduling. They also created a technique for gathering requirements called “Method H”, and sell software to support the technique. For more information on Project tools or Project Management visit www.projectperfect.com.au