SPOCETTE - Managing Minor Projects - Project Kick-off Template

STANDARD PRODUCT DESCRIPTIONS SPECIALIST PRODUCTS

The following Specialist Product Descriptions have been prepared as useful starting-points for most projects under the control of the SPOCE-Extra Method. They should always be evaluated for relevance and suitability by the Project Manager when preparing the Project Initiation Document (PID 0, 1 and 2). Changes should be recorded and notified to the Programme Support Office who will issue and amend the standard list from time to time. Where new or different Specialist Product Descriptions are produced, the Project Manager must copy the new Product Descriptions to the Programme Support Office, who maintain copies of suites and individual Product Descriptions for use by other projects. Before preparing new Product Descriptions it is worth checking with the Programme Support Office to see if they already hold similar material.

STANDARD SPECIALIST PRODUCTS

D.1.0 D.2.0 D.3.0 D.4.0 D.5.0 D.6.0 D.7.0 D.8.0 D.9.0 D.10.0 D.11.0 D.12.0 D.13.0 D.14.0 D.15.0 - User Requirements Specification - Overview Of Requirements - Design Specification - Developed End Product - Validation And Acceptance - Business Process Definition - Implementation Plan - Product Evaluation - Product Enhancements - Equipment/Infrastructure Requirements - Data Cleanse/Conversion - Go Live Plan - Go Live Acceptance & Handover - Training Plan - Post Implementation Review Appendix C1 Appendix C2 Appendix C3 Appendix C4 Appendix C5 Appendix C6 Appendix C7 Appendix C8 Appendix C9 Appendix C10 Appendix C11 Appendix C12 Appendix C13 Appendix C14 Appendix C15

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APPENDIX C1 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.1.0 - USER REQUIREMENTS SPECIFICATION

PURPOSE/DESCRIPTION: To specify the users/customers requirements, including any constraints and future enhancements, such that solutions can be identified. COMPOSITION: 1. General Description/summary; 2. Expected Benefits; 3. Statement of User Requirements: 4. Objectives for the End Product 5. Major Elements to be provided 6. Inputs, Outputs, Formats, Media 7. External Influences and interfaces 8. Security aspects (if any) 9. Strategies: Implementation, Phasing-in (Pilot/Phased/Incremental/Big Bang) Education & Training Documentation Testing (Individual/Technical/Customer) Fall-back Back-up Data Protection 10.Detailed Requirements: Detailed Description of Each Major Element (What it is required to do; performance required) Constraints: Development Costs 11. User/Customer Availability 12. Operating Considerations 13. Business Schedule, Target Dates 14. Probable Future Enhancements: Short/Medium/Long Term 15. Glossary of Customer Terms; FORMAT: A4 Report format (Supporting Diagrams as appropriate) DERIVATION: Sponsors/Users/Customers of the Outcome/End Product. QUALITY CRITERIA: 1. Is the Specification a complete and accurate statement of requirements, constraints, and probable future enhancements? 2. Is it complete as per COMPOSITION above? 3. Has the sponsor (at an appropriate level) formally signed-off the Specification? QUALITY METHOD: Formal sign-off by both the sponsor and development representatives. EXTERNAL INFLUENCES: Appropriate Users to provide full information about their requirements.

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APPENDIX C2 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.2.0 - OVERVIEW OF REQUIREMENTS

PURPOSE: To identify a set of information system options, each of which would satisfy the requirements to a greater or lesser extent. To assemble/package all the options considered, during the feasibility study. Each option presents a high-level system design, and is evaluated from the following viewpoints: business support (the extent of support for business requirements and objectives); organisational impact on people and concurrent activities; technical aspects (Information system requirements, viability of development, and implementation route(s); financial impact (approximate development, implementation, operational costs). COMPOSITION; The overviews of requirements are essentially textual documents, augmented by diagrams where appropriate. For each option identified: 1. Heading: Option name and/or identifier; 2. Detail comprising: Textual description (supported by diagrams where appropriate) of the scope of the proposed system option (clerical/manual and IT aspects), and the requirement to be addressed. This description may be supported by models of the major processes, inputs, outputs and external interfaces (other systems and organisations) of the proposed information system. An overview of the (software and hardware) configuration required to run the information system option and the technical resources required to develop and/or implement it. mpact Analysis - an outline assessment of the impact of the option on the organisation, including non-financial and indirect benefits. An outline estimate of the costs of development/implementation. Estimated resource requirements and outline costs for operation and on-going maintenance. Outline timescale plan for the development/implementation of the option. Risk assessment - business, technical, financial and cultural. Perceived advantages and disadvantages of selecting the option, and a conclusion as to whether it is achievable and desirable. FORMAT: Section of Feasibility Study Report - style consistent with rest of the Feasibility Study Report. Free-format narrative supported by diagrams, models etc as appropriate. DERIVATION: Product - Problem Definition; User Population; User Management; Strategy Plan/documentation; Management Services and IS/IT personnel. QUALITY CRITERIA: For each of the options identified: 1. Is the scope of the system described consistent with the constraints defined in the Terms of Reference for the Feasibility Study Business Case? 2. Is the option feasible from all the following viewpoints: Strategy; Business; Organisational/Cultural; Technical. For the set of options:
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Has the "Do-nothing" option been evaluated? Is the set of options complete?

QUALITY METHOD: Formal Quality Review EXTERNAL INFLUENCES: User personnel; External advisor(s)/consultant(s).

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APPENDIX C3 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.3.0 - DESIGN SPECIFICATION

PURPOSE/DESCRIPTION: To outline and define the Requirement from a technical viewpoint, and provide a technical design to plan the development. COMPOSITION: 1. Summary of Elements/Functions etc Required; 2. Existing Elements Identified: 3. Changes and Impact 4. New Elements Required to be Developed; 5. Specialist Design and/or Plan 6. List of Equipment Required 7. Specialist Specifications for all Equipment to be purchased or developed. FORMAT: A4 Report Format or as appropriate. DERIVATION: Specialist Product for Specification; Existing Equipment etc; QUALITY CRITERIA: 1. Is it complete as per COMPOSITION above. 2. Is the Design consistent with the Requirements? 3. Do the Designs/Plans/Specifications adequately describe the equipment etc to a satisfactory specialist/technical standard?

QUALITY METHOD: Informal Review and Sign-off by the Project Manager. EXTERNAL INFLUENCES: None

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APPENDIX C4 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.4.0 - DEVELOPED END PRODUCT

PURPOSE/DESCRIPTION: To produce the End Product, procedures and supporting documentation to meet the users stated requirements. COMPOSITION: 1. Developed Undertaking (End Product) 2. Test Products: Test Plan Test Data Expected Results 3. Test Results; 4. Operating Documentation (where appropriate); 5. Supporting Specialist/Technical Documentation; FORMAT: As appropriate DERIVATION: 1. Specialist Product Specification; 2. Specialist Product Design; 3. Existing Elements/Equipment; QUALITY CRITERIA: 1. Has there been a satisfactory Outcome to the Testing? 2. Does Outcome/End Product fully meet the Users/Customerss statement of requirements? (Specialist Product) 3. Is the Overall solution Consistent with the Design? (Specialist Product) 4. Does the outcome address all the stated Requirements QUALITY METHOD: Physical Test (or appropriate evaluation) with satisfactory outcome; Informal sign-off by Project Manager. EXTERNAL INFLUENCES: None

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APPENDIX C5 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.5.0 - VALIDATION AND ACCEPTANCE

PURPOSE/DESCRIPTION: To provide Technical and User Testing of the developed outcome (End Product) by simulating the eventual environment/operating conditions within which it will operate. COMPOSITION: 1. Areas for Testing: 2. Relevant Areas - Essential to Test 3. Recommended Areas - Beneficial to Test 4. Other Areas - Test if time allows 5. Testing Strategy/Approach; 6. Testing Schedule; 7. Sequence of Testing; 8. Inputs; 9. User Testing Data; Expected Outcomes from each run/test/simulation; Test Results: Initial Final (after fixes) List of Required Fixes; 10.Agreement and Sign-off by User/Customer Representative(s); FORMAT: As appropriate DERIVATION: Users/Customers; Project/Development Team; QUALITY CRITERIA: 1. All tests complete 2. Satisfactory Test Outcomes when measured against expected results; 3. Satisfied Users/Customers (evidenced by sign-off); QUALITY METHOD: Test of End Product functionality, followed by Formal Quality Review (Users). Formal Sign-off by Users. EXTERNAL INFLUENCES: Availability of User/Customer Staff;

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APPENDIX C6 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.6.0 - BUSINESS PROCESS DEFINITION

PURPOSE: The Process definition will provide the criteria which will enable a high-level appraisal of all options to be carried out. COMPOSITION; Three major components: 1. Survey of the current processes within the organisation. Analysis and description of the users' current situation, making use of existing documentation. In particular the following are to be addressed: Background issues affecting the user organisation; Description of the current processes; Quality or reliability limitations/issues; Security limitations/issues; Flexibility of procedures etc limitations/issues. 2. Identification and definition of problems. Identification and definition of problems perceived by management and user staff, structured in the following way: Statement of the perceived problem; Background to the perceived problem - history/quantification; How initially detected; frequency of occurrence; Criticality/impact of the problem related to business goals, and quantified in terms of finance, time, effort, staffing. 3. Identification and definition of the users' requirements. An agreed statement of the users' main information requirements and the facilities and applications which at present fulfil them, recorded under the following headings: Major processes/functions. System inputs for major processes/functions; System outputs. Unsatisfied functional requirements. Limitations on service provided. The findings from the above will be recorded in a formal Process Definition Statement.

FORMAT: Section of the Feasibility Study Report - style consistent with rest of the report. Free-format narrative supported by diagrams, models etc as appropriate.

DERIVATION: User staff and management; background documentation/statistics.

QUALITY CRITERIA: 1. Management & User: Does the Process definition Statement provide a full survey of the current information systems? Is there evidence that the users have agreed that their problems have been identified, recorded and addressed?
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Is there evidence that the users have agreed that their major requirements have been identified, recorded and addressed? 2. Technical: Are the users' requirements mutually consistent? - if not, have priorities been identified and agreed with the users?

QUALITY METHOD: Formal Quality Review

EXTERNAL INFLUENCES: User personnel

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APPENDIX C7 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.7.0 - IMPLEMENTATION PLAN

PURPOSE/DESCRIPTION: To assure the correct implementation of the delivered system. COMPOSITION: 1. Operations Timetable (Where appropriate); 2. Sequence of the work catered for in the End Product; 3. Specialist Products Transferred to Production; 4. Production Tests Schedule; 5. Production Test Results; 6. Hand-over Products Transferred; 7. Supporting Documentation Recorded and Transferred.

FORMAT: As appropriate

DERIVATION: Operations Personnel (where appropriate); All Previous Development products

QUALITY CRITERIA: 1. Production Tests Satisfactorily Completed; 2. Users Informed that Production Tests Completed;

QUALITY METHOD: Informal Review by Project Manager EXTERNAL INFLUENCES: Operations Staff Availability;

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APPENDIX C8
SPECIALIST PRODUCT DESCRIPTION D.8.0 - PRODUCT EVALUATION
PURPOSE: To provide a an initial description of the current facility or system that is to be developed, implemented, enhanced, modified, or replaced. COMPOSITION: 1. Process/Functional Check List; 2. Prioritised Functional Priorities; 3. Site Contact & Visit Arranged; 4. Questionnaire for Visit; 5. Site Visit Complete; 6. Evaluated Findings; 7. Follow-Up Visit Complete; 8. Required Enhancements/System Requirements Identified, Discussed and Agreed. FORMAT A4 Report Style. DERIVATION: Client - Procedures, Manuals, Statistics, Management Reports, Problem Statements. QUALITY CRITERIA: 1. Is the Evaluation consistent with the Project Brief (PID 0) - Terms of Reference? 2. Has Client Management formally signed off the Evaluation and agreed that the Required Enhancements/System Requirements Statement is accurate, comprehensive and reflects their needs? QUALITY METHOD: Formal Quality Review - Project Manager; Client Representative; Project Team as appropriate. EXTERNAL INFLUENCES: 1. Client Staff and Management 2. Availability of Suitable Client Documentation & Data

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APPENDIX C9 SPECIALIST PRODUCT DESCRIPTION D.9.0 - PRODUCT ENHANCEMENTS

PURPOSE: To provide a full description/specification of the current facility or system that is to be developed, implemented, enhanced, modified, or replaced. COMPOSITION: 1. Specification of the Required Facility/System Enhancements; 2. Formal Sign-off of Required Facility/System Requirements; 3. Project Team Assignment Schedule; 4. Acceptance Criteria/Test Plan/Data Specified; 5. Acceptance Test Data; 6. Follow-up Complete; 7. Acceptance Tests Complete & Signed-off by Client; FORMAT: A4 Report Style; Standard Sign-off. DERIVATION: Client - Procedures, Manuals, Statistics, Management Reports, Problem Statements. QUALITY CRITERIA: 1. Are the Facility/System Requirements/Enhancements consistent with the Terms of Reference? 2. Has Client Management formally signed off the Facility/System Requirements/Enhancement and agreed that they are accurate, comprehensive and reflects their needs? Have they completed a formal Sign-off to that effect? 3. Have all the Acceptance Tests been completed and evaluated against the Acceptance Criteria? QUALITY METHOD: Formal Quality Review - Project Manager; Client Representative; Project Team as appropriate. EXTERNAL INFLUENCES: 1. Client Staff and Management 2. Availability of Suitable Client Documentation & Data

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APPENDIX C10 SPECIALIST PRODUCT DESCRIPTION D.10.0 - EQUIPMENT/INFRASTRUCTURE REQUIREMENTS

PURPOSE: To provide a full description/specification of the hardware required to support the facility or system that is to be developed, implemented, enhanced, modified, or replaced. COMPOSITION: 1. Specification, Contract, Receipt Note, Installation test certificate for the following: Cabling; Screens; Printers; Communications; Hardware; Supporting Equipment (specified). FORMAT: As appropriate DERIVATION: System Evaluation; System Enhancements; QUALITY CRITERIA: 1. Are the Hardware Requirements consistent with the requirements? 2. Have all the Installation Tests been completed and formally signed-off? 3. Are the Hardware Requirements consistent with the Client Equipment/Hardware Strategy. QUALITY METHOD: Formal Quality Review. EXTERNAL INFLUENCES: 1. External Suppliers. 2. Client (Facilities).

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APPENDIX C11 SPECIALIST PRODUCT DESCRIPTION D.11.0 - DATA CLEANSE/CONVERSION

PURPOSE: To take on existing data/information to enable the facility/system to carry out the full functions as specified. COMPOSITION: 1. Agree the Conversion of existing:new data Plan; 2. Evaluation of Records/Database; 3. Identify Data Issues; 4. Build/Agree Conversion Rules; 5. Agree Exception Housing Routine; 6. Program Conversion; 7. Initial Conversion Load; 8. Maintain Conversion Records; 9. Resolve Exceptions; 10.Test Balance Load; 11.Load Balances and Final Records; 12.Sign off Conversion; FORMAT: As appropriate DERIVATION: System Enhancements QUALITY CRITERIA: 1. Have all actions been completed as per COMPOSITION above? 2. Does the converted data fully support the clients stated and agreed requirements? 3. Has the client formally agreed that all data conversion has been completed?

QUALITY METHOD: Formal Quality Review.

EXTERNAL INFLUENCES: Client

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APPENDIX C12 SPECIALIST PRODUCT DESCRIPTION D.12.0 - GO LIVE PLAN

PURPOSE: To provide a fully technically tested system. COMPOSITION: 1. Obtain a Test Version of the System; 2. Install the Test Version on Test Machine; 3. Build Parameter Files; 4. Agree Transaction Process Linkage; 5. Agree Printing Requirements; 6. Develop Testing Database; 7. Develop Business Acceptance Test Plan; 8. Build Acceptance Test Data; 9. Perform Basic Acceptance Test; 10.Install Enhancements; 11.Run Acceptance Test for Enhancements; 12.Perform Full Acceptance Tests; FORMAT: Test Plan/Test Schedule; - Minimum Performance Criteria; Expected:Actual Results + Correlation Summary; DERIVATION: All previous Products QUALITY CRITERIA: 1. Have all the required tests been carried out and the results documented? 2. Have the Minimum Performance Criteria been met? 3. Have all errors been fixed and individually re-tested? 4. Has the Complete installation been tested, overall, following fixes?

QUALITY METHOD: Informal Quality Review - Project Manager sign-off. EXTERNAL INFLUENCES: None

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APPENDIX C13 SPECIALIST PRODUCT DESCRIPTION D.13.0 - GO LIVE ACCEPTANCE & HANDOVER
PURPOSE: To provide the system/enhancements to the client; to handover responsibility of the system to the client for business use; To obtain final acceptance sign-off from the client. COMPOSITION: 1. Load system onto the production machine; 2. Run Full Acceptance Tests; 3. Review and sign-off all results; 4. Agree Operational Schedule; 5. Prepare Operating Instructions; 6. Handover Operating Instructions; 7. Cross check Final Balance position; 8. Perform Parallel Demand run, and obtain sign-off; 9. Sign-off Facility/System Handover; FORMAT: As appropriate + standard sign-offs. DERIVATION: System Conversion QUALITY CRITERIA: 1. Have all the required tests been carried out and the results documented? 2. Have any errors identified, been fixed and tested? 3. Has the overall system been tested following fixes? 4. Have all the sign-offs been obtained from the client? QUALITY METHOD: Informal Quality Review with Client representative EXTERNAL INFLUENCES: Client

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APPENDIX C14 SPECIALIST PRODUCT DESCRIPTION D.14.0 - TRAINING PLAN

PURPOSE: To provide suitable training in the use of the FacilitySystem enhancements for the client. COMPOSITION: 1. Identify Staff Training Profiles; 2. Identify System Training Components; 3. Build Training Modules; 4. Dry-Run Training Modules; 5. Allocate Staff to Courses; 6. Allocate Room Availability; 7. Allocate Equipment Availability; 8. Sign-off Final Training Plan; 9. Deliver Training; 10.Obtain and Analyse Assessment of Training; FORMAT: As appropriate DERIVATION: All previous Products. QUALITY CRITERIA: 1. Is the training plan timely? 2. Will the training cause minimum disruption to the client work? 3. Is the training measurable? 4. Are the staff assessments of training measurable?

QUALITY METHOD: Informal Quality Review.

EXTERNAL INFLUENCES: 1. Availability of Equipment and Staff; 2. Client ;

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APPENDIX C15 SPECIALIST PRODUCT DESCRIPTION D.15.0 - POST IMPLEMENTATION REVIEW

PURPOSE: To provide a measure of the overall use and benefit of the system; To identify enhancements or departures from the agreed Specification. COMPOSITION: 1. Agree the Review Procedure; 2. Collect Review Data; 3. Prepare Report; 4. Present the Findings; 5. Formulate Corrective Actions; 6. Prepare and Agree Plan for Action; FORMAT: A4 Report DERIVATION: The installed Faclity/System Enhancement QUALITY CRITERIA: 1. Does the Review cover all aspects of the Facility/System Enhancement as specified? 2. Are the results measured against the original requirements? 3. Have firm conclusions been drawn and recommendations made? 4. Has a plan for action been drawn up and agreed with the client? QUALITY METHOD: Informal Quality Review. EXTERNAL INFLUENCES: Client co-operation.

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