When Youtap approaches a new project from a PMO perspective, it's essential to define the scope of work, including both the functional and non-functional aspects. Here is the Youtap playbook approach:
Scope of Work: The scope of work (SOW) is a critical document that outlines the project's boundaries, objectives, deliverables, and constraints. It serves as a foundation for project planning and execution.
Scope Phase: The scope phase is an essential part of project management and typically occurs during project initiation. During this phase:
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Initiation: The project is initiated, and the PMO evaluates the project request to determine if it aligns with organisational goals and resources.
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Scope Definition: The project's scope, both functional and non-functional, is clearly defined and documented in the Scope of Work.
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Scope Planning: Plans are developed to manage and control scope throughout the project's lifecycle. This includes creating a Work Breakdown Structure (WBS) and establishing change control processes.
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Scope Verification: Stakeholders review and validate the project's scope to ensure that it meets their expectations and requirements.
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Scope Control: Throughout the project, the PMO monitors and controls changes to the scope to prevent scope creep and ensure that the project stays on track.
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Functional Scope:
The functional scope defines the specific features, functions, and capabilities that the project will deliver. It answers the question, "What will the project achieve in terms of functionality?" Functional scope includes:
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Project Objectives: Clearly state the goals and objectives of the project. What are you trying to achieve?
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Deliverables: Specify the tangible outcomes of the project. These can be products, services, reports, software, or any other tangible result.
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Features and Functionality: Detail the specific features, functions, and capabilities that the project will provide. Be specific about what the end product or service will do.
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User Requirements: Describe the requirements from the user's perspective. What do users expect from the project, and what are their needs?
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Acceptance Criteria: Define the criteria that must be met for each deliverable to be considered complete and accepted by stakeholders.
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Scope Boundaries: Clarify what is outside the scope of the project to manage expectations and prevent scope creep.
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Non-Functional Scope:
The non-functional scope defines the quality attributes, constraints, and performance criteria that the project must meet. It addresses aspects other than just functionality. Non-functional scope includes:
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Quality Standards: Specify the quality standards and criteria that must be met for project deliverables. This could include performance benchmarks, reliability, security, and compliance with regulations.
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Constraints: Identify any constraints that might impact the project, such as budget limitations, resource constraints, or time constraints.
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Performance Requirements: Define the performance expectations for the project, such as response times, throughput, scalability, and availability.
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Security Requirements: Describe the security measures that need to be in place to protect data, systems, and assets.
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Compliance and Regulatory Requirements: Detail any legal, industry-specific, or regulatory requirements that the project must adhere to.
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Usability and User Experience: Specify user experience and usability standards, such as accessibility, user interface design, and user satisfaction.
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Scalability and Maintenance: Address the scalability requirements and considerations for ongoing maintenance and support.
A well-defined scope of work, including both functional and non-functional aspects, is essential for project success. It sets clear expectations, helps manage stakeholder requirements, and serves as a reference point throughout the project's lifecycle. Additionally, the scope phase ensures that the project is well-defined and aligned with organisational objectives from the outset.