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Irrevo Best Practices

Scoping the project roadmap

A project scope document is the deliverable used to communicate the strategic vision to all stakeholders and defines what success will look like after the project has been implemented. The goal for the scope document is to justify the value of implementing the project to the executive team or Board of Directors. It also grants the authority to the project team to carry out the tasks and milestones defined in the roadmap or timeline.  

A scope document should include the following:

Problem statement

This is a a project summary that includes the business needs and reasons for initiation that establishes strategic project objectives, and ties each to an enterprise-wide objective. For example, an organization’s objective is to retain 5% more customers this year over last and is tied to the project objective of improving customer loyalty through providing a better customer experience on the self-service customer website.

Vision statement

This describes what the project is expected to accomplish and its purpose.

Timeline

This includes a list of major milestones with a high-level estimated completion date for each

Return on investment

Determine your ROI, which the cost savings and/or other impacts provided by implementing the project through operational efficiencies and/or additional revenue.  Here is a Return on investment calculator that estimates what financial benefits may be achieved within a certain timeframe. Knowledge management benefits are often significant when realized in the long term. For this reason, amortizing benefits at least three years into the future is recommended.

Resources needs

List the main project team members that will be spending the majority of their time on this project. Be sure to include the roles of Sponsor, Project Manager, and other stakeholders.

Infrastructure requirements

Include capital and operational costs related to the implementation, such as software or hardware purchases

Complete inventory of content that will be migrated

Perform an inventory of the content you want to migrate and consider the priority of this content based on the intended consumer experience. Inventory all the  different sources for this content, and evaluate complexity to fully understand the different file types, average length, and number of embedded images, links, or tables.

Impact or risk of not implementing

Identify the risks that may arise during the project, along with the likelihood of occurrence, probable impact (High, Medium, Low), and any mitigation plans. Include any risks in case the project isn't completed or even started, such as required by law.

Assumptions

Identify the specific assumptions that impact the overall project, specifically detailing the environment and resources needed to successfully complete the project.

Exclusions

Define specific items that are not part of the project to create scope boundaries.

Critical success factors

Identify the elements that are vital for the project to be successful, like having adequate resources and hardware in place at the planned time.

Preliminary budget

Track any capital or operational expenses that must be forecasted for the project to be completed on time