Smart Definition

Traditional definitions and requirements

There is one big problem with the definition of traditional definitions and requirements. The customer’s business and its future needs are not clearly described. Although the project should be a business development project, the focus will only be on describing the technical solution of the software being implemented.

In modern times, when everyone is in a hurry, the reading of lengthy documents on business does not work. No one has time to wade through big volumes of documentation. On the other hand, the listing of two hundred claims in Excel does not really tell you what type of solution is most optimal for the customer. The question of why the definitions lack a clear business description, is in response to the general fear of a large workload.

What follows is this: the project group won’t have a clear idea what the solution will be like. No-one knows when the definition is 100% ready. And no-one knows what the END RESULT will be, because only changes are documented, not the whole processes. Everything missing from the definition document is now a change request, adding costs to the project and pushing back deadlines. Customization needs are found only during testing, and they are done in a hurry with extra cost.

 “The big question is: What is the most effective way to make a definition that will lead the project to success.”

Smart Definition

ProjectTOP have developed a light but descriptive way of implementing the specifications. In the definition, the parties focus on what they do best. The customer describes the business and its needs. The vendor plans a solution.  The end result will be a clear picture of what changes will result in business, as well as what customization is sensible to implement in the application.

The definition is divided into entities that are manageable by use cases. At the same time, a base project is being built for real-time reporting.

ProjectTOP Process use case template

ProjectTOP Process Use cases are a little different than usual. The use case is a business process that is easily accessible. The following items are characterized in the use case:

  • It has a clear start and end.
  • The process can include several organizational functions
  • It is a limited entity.
  • The description is made from a business standpoint.
  • The vendor describes the solution that meets business needs.

Below is an example of use cases of a sales area. The company is a medium size, steel component manufacturing company.  Their business is quite simple and stable but they want growth

Structure of the use case

The Use case document has been constructed from four parts

  • Description + Special features, requirements and comments
    • By reading these pages, the reader understands what the use case is about.
  • Process flow and functional description pictures
    • These images are required for communication.
    • By using these pictures, going through the process is easy.
    • Remember to follow the instructions of how the images should be drawn
  • Descriptions of process steps + List of exceptions and frequency
    • Written description of how the process works.
    • Common decision on the process to be implemented.
    • List of exceptions and frequency.
  • Descriptions of solution
    • The vendor’s technical plan of how the solution will be implemented.

Definition process

Careful definition is important. Everything missing from the definition document is an expensive change request, adding costs to the project and pushing back deadlines. On the other hand, accurate, ineffective definition uses a lot of expensive time and the project timetable expands.

We utilize use cases that model complete business processes to get a clear picture of both the definition phase’s progress and the end result of the solution. Use cases are created using a simple, yet effective process that provides everyone in the project with a clear picture of the business’s needs, and makes sure the end result supports them. The ProjectTOP method makes sure nothing important is missing from the definition, and that change requests during the project are decreased by 60% on average.

ProjectTOP Process

To learn more about real-time reporting, reporting for steering group and successful deployments, check out the ProjectTOP Process. The easiest way to do it is through participating in our webinars.

Link to the ProjectTOP Process

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