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The Discovery PhaseThe Discovery PhaseWhy it’s the most importantWhy it’s the most important

phase of any projectphase of any project

A TUSC PMO PresentationA TUSC PMO Presentation

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Discovery PhaseDiscovery Phase

What is it? When does it occur? How does it compare with PMI’s Project Initiation and Planning phases?

What are the deliverables from this phase?

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What does the Discovery Phase What does the Discovery Phase Focus onFocus on??

1. Project Objective

2. Critical Success Factors

3. Scope Definition

4. Risk Definition

5. Assumptions

6. Compliance Evaluation

7. Best Practices Process Validation

8. Deployment Requirements

9. Organizational Readiness

10.Project Plans

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Focus Area 1: Project ObjectiveFocus Area 1: Project Objective

Defines business need and organizational goals

Indicates controlling factor(s) Time factor – meeting critical date Budget – cannot exceed $$ Corporate goal – streamline manufacturing by

10%

Indicates criticality factor mission critical to

Sales Force HR & Payroll Entire organization

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Focus Area 2: Critical Success Focus Area 2: Critical Success FactorsFactors

Explore and Document key project Critical Success Factors (CSFs) in the following areas:

Business Process Level CSFs Reduce cycle time Increase customer base Reduce service-call duration Streamline order processing

Application / End User CSFs Types of browsers supported Types of interfaces supported Standards that must be met Security and user access levels Performance Metrics that must be met

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Focus Area 2: Critical Success Focus Area 2: Critical Success FactorsFactors

Success factors must be stated in a manner that is measurable!

Not measurable if stated:“Must be able to collect / store customer data”

It IS measurable if stated: “Must be able to collect customer data via:

• single intranet screen within order process• two screens within customer maintenance• data loader, within 1 sec per record speed

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Focus Area 3: Scope DefinitionFocus Area 3: Scope Definition

What is in scope What is NOT in scope How will scope be managed How will scope be measured

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Focus Area 4: Risk DefinitionFocus Area 4: Risk Definition

Evaluate all areas: Hardware

Dev/Test/Prod Environments New or Existing? Performance?

Technology Bleeding Edge or Stable Support / Maintenance Knowledge base

Resources Turn over, Availability, Travel

Business Processes Change Aware

Qualify How likely is this risk?

Quantify What’s the cost if risk is realized?

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Focus Area 5: AssumptionsFocus Area 5: Assumptions

Com

munication

Validation

Iden

tific

atio

n

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Focus Area 5: Assumptions - Focus Area 5: Assumptions - InfrastructureInfrastructure

Technology upgrades Infrastructure Networks Scanning Equipment

Hardware Development Test (QA/Stress) Production End User / Workstations Printers Disk Storage

Software Development tools Migration Tools Version Control Performance Monitoring

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Focus Area 5: Focus Area 5: Assumptions - Assumptions - ChangeChange

Business Process Changes Will the project include business process re-

engineering? Validate timelines for “As is” vs “To be” Define guide lines for BPR

Inclusion and the “buy in” approach Acceptance of the “new world” How will process changes be communicated Consider using a BPR Marketing team

Town Hall Meetings News Letters E-Mail blasts Posters T-shirts, Mugs, Stress Balls Build Excitement

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Focus Area 5: Focus Area 5: Assumptions - Assumptions - Project TeamProject Team

Team Members, Roles and Authority Resource Availability Business Users Management Team Decision Making Authority Technical Team

Team Housing Where will the team work Is there Teaming space Dynamics of location

Team Building Create Trust Define Roles Find Common Thread to Unite

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Focus Area 6: ComplianceFocus Area 6: Compliance

Government Compliance Areas Sarbanes Oxley ACT

Separation of Duties Data Access Levels Business Process Analysis

HIPAA Act Data Security Customer Data Security Process Validations

PCI Compliance Data Encryption Document Controls

FDA Validation Requirements Process definitions Design, Dev, Test Operational Support

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Focus Area 6: ComplianceFocus Area 6: Compliance

Application Security Requirements Document the type of security that will be

needed. Application Level Security Rqmnts User Level Security Rqmnts Screen Level Security Rqmnts Field Level Security Rqmnts

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Focus Area 7: Best PracticesFocus Area 7: Best Practices

Conflict Resolution Process Risk Management Process Scope Management Process Escalation Processes defined and effective

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Focus Area 8: Deployment Focus Area 8: Deployment FactorsFactors

Definition of user community Quantity of users 50-100 or 100-1000

Access levels Intranet Internet Dedicated or Leased Lines

User Access Plan User ID creation Access Approval process Phased roll-0ut Plan

Deployment Plan

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Focus Area 9: Organizational Focus Area 9: Organizational ReadinessReadiness

Infrastructure Clear Understanding of Business Needs

Strong Upper Management Support Project Team Strength & Weaknesses

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Focus Area 10: Project PlansFocus Area 10: Project Plans

Resource Plan Communication Plan Scope Management Plan Change Management Plan Risk Management Plan Issue Management Plan Quality Management Plan Training Plan Deployment Plan Support Plan

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Discovery Team MembersDiscovery Team Members

Executive Management Government compliance, Corporate Infrastructure, Budget

IT Management Validation of infrastructure, IT governance and

compliance, resource availability, organizational readiness

Project Manager Plans: scope, risk, communication, resource

Business Managers Business objectives, critical success factors, deployment

requirements, compliance, security, resource availability

IT Support Staff Standards, interfaces, resources, design review

Business Representatives / End-User Committee Validation of design and business objectives, data

accessibility, organizational readiness for change @ business level, application success factors

Business Systems Analyst Process analysis

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RecapRecap

1. Project Objective

2. Critical Success Factors

3. Scope Definition

4. Risk Definition

5. Assumptions

6. Compliance Evaluation

7. Best Practices & Process Validation

8. Deployment Requirements

9. Organizational Readiness

10.Project Plans

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The Discovery PhaseThe Discovery PhaseWhy it’s the most importantWhy it’s the most important

phase of any projectphase of any project

A TUSC PMO PresentationA TUSC PMO Presentation

References: Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOK Guide). 3rd Edition, Project Management Institute, Pennsylvania, USA, Nov 2004

Neal Whitten, Neal Whitten’s No-Nonsense Advise for Successful Projects. USA, Management Concepts, Sept 2004.

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Thank You