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SPOCETTE - Managing Minor Projects - Project Kick-off Template

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.

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

SPOCE Project Management Limited - HO0103 v.1


such that solutions can be identified. Probable Future Enhancements: • Short/Medium/Long Term 15. Formats.0 . FORMAT: A4 Report format (Supporting Diagrams as appropriate) DERIVATION: Sponsors/Users/Customers of the Outcome/End Product.SPOCETTE . Phasing-in (Pilot/Phased/Incremental/Big Bang) • Education & Training • Documentation • Testing (Individual/Technical/Customer) • Fall-back • Back-up • Data Protection 10. Strategies: • Implementation. Objectives for the End Product 5. Major Elements to be provided 6. Target Dates 14.Detailed Requirements: • Detailed Description of Each Major Element (What it is required to do. COMPOSITION: 1. 2.Managing Minor Projects . Outputs. including any constraints and future enhancements. performance required) • Constraints: • Development Costs 11.1 2 . QUALITY CRITERIA: 1. Is it complete as per “COMPOSITION” above? 3. constraints. EXTERNAL INFLUENCES: Appropriate Users to provide full information about their requirements. 3. Security aspects (if any) 9. Operating Considerations 13. Is the Specification a complete and accurate statement of requirements.1. Statement of User Requirements: 4. Media 7.Project Kick-off Template APPENDIX C1 SPECIALIST PRODUCT DESCRIPTION REFERENCE D. and probable future enhancements? 2. SPOCE Project Management Limited . Business Schedule. Has the sponsor (at an appropriate level) formally signed-off the Specification? QUALITY METHOD: Formal sign-off by both the sponsor and development representatives. User/Customer Availability 12. External Influences and interfaces 8.USER REQUIREMENTS SPECIFICATION PURPOSE/DESCRIPTION: To specify the user’s/customers’ requirements. General Description/summary. Inputs. Glossary of Customer Terms. Expected Benefits.HO0103 v.

• Technical. • technical aspects (Information system requirements. Is the scope of the system described consistent with the constraints defined in the Terms of Reference for the Feasibility Study Business Case? 2. Each option presents a high-level system design. • financial impact (approximate development.Problem Definition. For each option identified: 1.0 . • Organisational/Cultural.SPOCETTE . • 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. Detail comprising: • Textual description (supported by diagrams where appropriate) of the scope of the proposed system option (clerical/manual and IT aspects). • User consistent with rest of the Feasibility Study Report. and a conclusion as to whether it is achievable and desirable. • organisational impact on people and concurrent activities.Project Kick-off Template APPENDIX C2 SPECIALIST PRODUCT DESCRIPTION REFERENCE D. • Estimated resource requirements and outline costs for operation and on-going outline assessment of the impact of the option on the organisation. operational costs). each of which would satisfy the requirements to a greater or lesser extent. Free-format narrative supported by diagrams. viability of development. and implementation route(s). during the feasibility study. FORMAT: Section of Feasibility Study Report . • Perceived advantages and disadvantages of selecting the option. This description may be supported by models of the major processes. QUALITY CRITERIA: For each of the options identified: 1. The overviews of requirements are essentially textual technical. including non-financial and indirect benefits. financial and cultural. DERIVATION: • Product . inputs. • Business.1 3 . outputs and external interfaces (other systems and organisations) of the proposed information system. For the set of options: SPOCE Project Management Limited . models etc as appropriate. and is evaluated from the following viewpoints: • business support (the extent of support for business requirements and objectives). User Management. implementation.Managing Minor Projects . • ·mpact Analysis . To assemble/package all the options considered. and the requirement to be addressed.OVERVIEW OF REQUIREMENTS PURPOSE: To identify a set of information system options. COMPOSITION. Is the option feasible from all the following viewpoints: • Strategy. augmented by diagrams where appropriate.HO0103 v. • Management Services and IS/IT personnel. • Strategy Plan/documentation. Heading: • Option name and/or identifier. 2. • Outline timescale plan for the development/implementation of the option. • An outline estimate of the costs of development/implementation. • Risk assessment .

Project Kick-off Template • 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).Managing Minor Projects .1 4 .SPOCETTE .HO0103 v. SPOCE Project Management Limited .

HO0103 v.1 5 . 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.Project Kick-off Template APPENDIX C3 SPECIALIST PRODUCT DESCRIPTION REFERENCE D. Existing Elements Identified: 3.DESIGN SPECIFICATION PURPOSE/DESCRIPTION: To outline and define the Requirement from a technical viewpoint. 2. QUALITY CRITERIA: 1. List of Equipment Required 7. 5. Specialist Specifications for all Equipment to be purchased or developed. Specialist Design and/or Plan 6. Changes and Impact 4. FORMAT: A4 Report Format or as appropriate. EXTERNAL INFLUENCES: None SPOCE Project Management Limited . • Existing Equipment etc.Managing Minor Projects .0 . COMPOSITION: 1. 2. Is the Design consistent with the Requirements? 3. New Elements Required to be Developed. DERIVATION: • Specialist Product for Specification.3. Summary of Elements/Functions etc Required. and provide a technical design to plan the development.SPOCETTE . Is it complete as per “COMPOSITION” above.

0 . Supporting Specialist/Technical Documentation. QUALITY CRITERIA: 1. Operating Documentation (where appropriate). Test Products: • Test Plan • Test Data • Expected Results 3. Developed Undertaking (End Product) 2.Managing Minor Projects .SPOCETTE . 2. Existing Elements/Equipment. EXTERNAL INFLUENCES: None SPOCE Project Management Limited . Is the Overall solution Consistent with the Design? (Specialist Product) 4. 3. Test Results. 5. 4. FORMAT: As appropriate DERIVATION: 1. Does the outcome address all the stated Requirements QUALITY METHOD: Physical Test (or appropriate evaluation) with satisfactory outcome.Project Kick-off Template APPENDIX C4 SPECIALIST PRODUCT DESCRIPTION REFERENCE D. Specialist Product Specification. Specialist Product Design. 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. COMPOSITION: 1.DEVELOPED END PRODUCT PURPOSE/DESCRIPTION: To produce the End Product.1 6 . Informal sign-off by Project Manager.HO0103 v.4. procedures and supporting documentation to meet the users’ stated requirements.

SPOCE Project Management Limited . QUALITY METHOD: Test of End Product functionality.Agreement and Sign-off by User/Customer Representative(s). 7. User Testing Data. EXTERNAL INFLUENCES: Availability of User/Customer Staff.HO0103 v. 8. Inputs. • Expected Outcomes from each run/test/simulation.Beneficial to Test 4.Managing Minor Projects . Testing Strategy/Approach. 9. Satisfactory Test Outcomes when measured against expected results. followed by Formal Quality Review (Users).0 .Project Kick-off Template APPENDIX C5 SPECIALIST PRODUCT DESCRIPTION REFERENCE D. Formal Sign-off by Users. Project/Development Team. 6. Relevant Areas .5.1 7 . Satisfied Users/Customers (evidenced by sign-off). Sequence of Testing.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. • Test Results: • Initial • Final (after fixes) • List of Required Fixes. Areas for Testing: 2. QUALITY CRITERIA: 1. Testing Schedule. All tests complete 2.Test if time allows 5.SPOCETTE . COMPOSITION: 1. Recommended Areas .Essential to Test 3. Other Areas . 3. FORMAT: As appropriate DERIVATION: Users/Customers. 10.

• Limitations on service provided. • Description of the current processes.HO0103 v. FORMAT: Section of the Feasibility Study Report . • System inputs for major processes/functions. time. • Criticality/impact of the problem related to business goals. How initially detected.history/quantification.Managing Minor Projects . 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. effort. QUALITY CRITERIA: 1. • Background to the perceived problem .1 . • Security limitations/issues. Free-format narrative supported by diagrams. recorded under the following headings: • Major processes/functions. COMPOSITION. 3. background documentation/statistics.Project Kick-off Template APPENDIX C6 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.SPOCETTE . staffing. and quantified in terms of finance. • Flexibility of procedures etc limitations/issues. Three major components: 1.0 . Identification and definition of problems. • Unsatisfied functional requirements.6. • Analysis and description of the users' current situation. Survey of the current processes within the organisation. DERIVATION: User staff and consistent with rest of the report.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. • Quality or reliability limitations/issues. In particular the following are to be addressed: • Background issues affecting the user organisation. • Identification and definition of problems perceived by management and user staff. models etc as appropriate. Identification and definition of the users' requirements. 2. • An agreed statement of the users' main information requirements and the facilities and applications which at present fulfil them. frequency of occurrence. recorded and addressed? 8 SPOCE Project Management Limited . structured in the following way: • Statement of the perceived problem. The findings from the above will be recorded in a formal Process Definition Statement. System outputs. making use of existing documentation.

Technical: • Are the users' requirements mutually consistent? . recorded and addressed? 2.SPOCETTE . have priorities been identified and agreed with the users? QUALITY METHOD: Formal Quality Review EXTERNAL INFLUENCES: User personnel SPOCE Project Management Limited .1 9 .HO0103 v.Project Kick-off Template • Is there evidence that the users have agreed that their major requirements have been identified.Managing Minor Projects .if not.

FORMAT: As appropriate DERIVATION: Operations Personnel (where appropriate). 6. QUALITY METHOD: Informal Review by Project Manager EXTERNAL INFLUENCES: Operations Staff Availability.0 . Production Test Results. Production Tests Satisfactorily Completed. All Previous Development products QUALITY CRITERIA: 1. 2. Production Tests Schedule. 5. Supporting Documentation Recorded and Transferred.Managing Minor Projects . Users Informed that Production Tests Completed.SPOCETTE . 4. Specialist Products Transferred to Production. 3. 7.1 10 .7. 2.HO0103 v. COMPOSITION: 1.IMPLEMENTATION PLAN PURPOSE/DESCRIPTION: To assure the correct implementation of the delivered system. Operations Timetable (Where appropriate). Sequence of the work catered for in the End Product. Hand-over Products Transferred. SPOCE Project Management Limited .Project Kick-off Template APPENDIX C7 SPECIALIST PRODUCT DESCRIPTION REFERENCE D.

implemented. or replaced. 6. 8. Site Contact & Visit Arranged. Discussed and Agreed. Client Staff and Management 2. Project Team as appropriate. Process/Functional Check List. comprehensive and reflects their needs? QUALITY METHOD: Formal Quality Review .SPOCETTE . Problem Statements.Managing Minor Projects . Questionnaire for Visit. Prioritised Functional Priorities. 4. 7. enhanced. 2.PRODUCT EVALUATION PURPOSE: To provide a an initial description of the current facility or system that is to be developed. Statistics. Site Visit Complete.HO0103 v. Management Reports.1 11 . DERIVATION: Client . Availability of Suitable Client Documentation & Data SPOCE Project Management Limited . Has Client Management formally signed off the Evaluation and agreed that the Required Enhancements/System Requirements Statement is accurate.Project Manager. 5. Is the Evaluation consistent with the Project Brief (PID 0) . Client Representative.Project Kick-off Template APPENDIX C8 SPECIALIST PRODUCT DESCRIPTION D. Required Enhancements/System Requirements Identified. 3. FORMAT A4 Report Style. Follow-Up Visit Complete.Terms of Reference? 2. modified.8. EXTERNAL INFLUENCES: 1. QUALITY CRITERIA: 1.0 . Evaluated Findings. Manuals.Procedures. COMPOSITION: 1.

6. Acceptance Tests Complete & Signed-off by Client.HO0103 v.PRODUCT ENHANCEMENTS PURPOSE: To provide a full description/specification of the current facility or system that is to be developed. modified.0 .Managing Minor Projects . Availability of Suitable Client Documentation & Data SPOCE Project Management Limited . QUALITY CRITERIA: 1. Project Team Assignment Schedule.SPOCETTE . or replaced. Are the Facility/System Requirements/Enhancements consistent with the Terms of Reference? 2. • Standard Sign-off. COMPOSITION: 1. 2. EXTERNAL INFLUENCES: 1. 4.Project Kick-off Template APPENDIX C9 SPECIALIST PRODUCT DESCRIPTION D. Have all the Acceptance Tests been completed and evaluated against the Acceptance Criteria? QUALITY METHOD: Formal Quality Review . comprehensive and reflects their needs? Have they completed a formal Sign-off to that effect? 3. Follow-up Complete.1 12 .9. Management Reports. Formal Sign-off of Required Facility/System Requirements. Acceptance Test Data. Specification of the Required Facility/System Enhancements. Statistics. Has Client Management formally signed off the Facility/System Requirements/Enhancement and agreed that they are accurate. Project Team as appropriate. enhanced. Acceptance Criteria/Test Plan/Data Specified. 5. DERIVATION: Client . FORMAT: • A4 Report Style. Client Staff and Management 2. Problem Statements. 7.Project Manager.Procedures. Client Representative. implemented. Manuals. 3.

EXTERNAL INFLUENCES: 1. • Supporting Equipment (specified). QUALITY METHOD: Formal Quality Review. COMPOSITION: 1.0 . Have all the Installation Tests been completed and formally signed-off? 3. implemented. Specification. Are the Hardware Requirements consistent with the Client Equipment/Hardware Strategy. • Screens.Managing Minor Projects .1 13 . 2.10.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. • Hardware. or replaced.Project Kick-off Template APPENDIX C10 SPECIALIST PRODUCT DESCRIPTION D. enhanced. • Communications. Are the Hardware Requirements consistent with the requirements? 2. Installation test certificate for the following: • Cabling.SPOCETTE . modified. QUALITY CRITERIA: 1.HO0103 v. Receipt Note. • Printers. External Suppliers. Client (Facilities). Contract. FORMAT: As appropriate DERIVATION: • System Evaluation. SPOCE Project Management Limited . • System Enhancements.

FORMAT: As appropriate DERIVATION: System Enhancements QUALITY CRITERIA: 1. Has the client formally agreed that all data conversion has been completed? QUALITY METHOD: Formal Quality Review. EXTERNAL INFLUENCES: Client SPOCE Project Management Limited .Project Kick-off Template APPENDIX C11 SPECIALIST PRODUCT DESCRIPTION D. Does the converted data fully support the client’s stated and agreed requirements? 3. Agree Exception Housing Routine. 6. 4. 5. 11. Initial Conversion Load.DATA CLEANSE/CONVERSION PURPOSE: To take on existing data/information to enable the facility/system to carry out the full functions as specified.11.HO0103 v.Managing Minor Projects . 12.Load Balances and Final Records. Maintain Conversion Records. 9. 3. COMPOSITION: 1. Build/Agree Conversion Rules.0 .1 14 . Evaluation of Records/Database. 7. Identify Data Issues. Have all actions been completed as per COMPOSITION above? 2. Resolve Exceptions. 8.Test Balance Load. Agree the Conversion of existing:new data Plan.SPOCETTE . 2.Sign off Conversion. Program Conversion. 10.

Minimum Performance Criteria.0 . overall. 9. 2. Build Parameter Files. 11. Develop Business Acceptance Test Plan.HO0103 v. Have the Minimum Performance Criteria been met? 3. 4. Has the Complete installation been tested.Install Enhancements.Run Acceptance Test for Enhancements. 8. EXTERNAL INFLUENCES: None SPOCE Project Management Limited . following fixes? QUALITY METHOD: Informal Quality Review . 10.Project Kick-off Template APPENDIX C12 SPECIALIST PRODUCT DESCRIPTION D. Build Acceptance Test Data. COMPOSITION: 1.Perform Full Acceptance Tests.Managing Minor Projects . Install the Test Version on Test Machine. Perform Basic Acceptance Test. Have all errors been fixed and individually re-tested? 4. FORMAT: • Test Plan/Test Schedule.12. Have all the required tests been carried out and the results documented? 2. Agree Transaction Process Linkage. 3. Agree Printing Requirements. DERIVATION: All previous Products QUALITY CRITERIA: 1. Obtain a Test Version of the System.Project Manager sign-off. .1 15 . 7. Develop Testing Database. 5.GO LIVE PLAN PURPOSE: To provide a fully technically tested system.SPOCETTE . 12. • Expected:Actual Results + Correlation Summary. 6.

Load system onto the production machine. and obtain sign-off.SPOCETTE . Prepare Operating Instructions. Have any errors identified. FORMAT: As appropriate + standard sign-offs. 9. Agree Operational Schedule.Managing Minor Projects . been fixed and tested? 3.GO LIVE ACCEPTANCE & HANDOVER PURPOSE: To provide the system/enhancements to the client.HO0103 v. 4. Has the overall system been tested following fixes? 4. 8. Review and sign-off all results. Have all the required tests been carried out and the results documented? 2. Cross check Final Balance position. Handover Operating Instructions. Sign-off Facility/System Handover.1 16 .13. Perform Parallel Demand run. To obtain final acceptance sign-off from the client. to handover responsibility of the system to the client for business use. 7. 2. 6.0 . Have all the sign-offs been obtained from the client? QUALITY METHOD: Informal Quality Review with Client representative EXTERNAL INFLUENCES: Client SPOCE Project Management Limited . COMPOSITION: 1. Run Full Acceptance Tests. DERIVATION: System Conversion QUALITY CRITERIA: 1.Project Kick-off Template APPENDIX C13 SPECIALIST PRODUCT DESCRIPTION D. 5. 3.

3.TRAINING PLAN PURPOSE: To provide suitable training in the use of the FacilitySystem enhancements for the client. 6.0 . 8. Availability of Equipment and Staff. Will the training cause minimum disruption to the client work? 3. FORMAT: As appropriate DERIVATION: All previous Products. 7.HO0103 v. Is the training measurable? 4. Allocate Room Availability. 10.1 17 . 9. Identify System Training Components. Allocate Equipment Availability. 2. Dry-Run Training Modules. 5.SPOCETTE .Project Kick-off Template APPENDIX C14 SPECIALIST PRODUCT DESCRIPTION D.Obtain and Analyse Assessment of Training. 2. Build Training Modules. COMPOSITION: 1. Client . 4. EXTERNAL INFLUENCES: 1. SPOCE Project Management Limited . Are the staff assessments of training measurable? QUALITY METHOD: Informal Quality Review.14. Deliver Training.Managing Minor Projects . Identify Staff Training Profiles. Allocate Staff to Courses. Sign-off Final Training Plan. Is the training plan timely? 2. QUALITY CRITERIA: 1.

SPOCE Project Management Limited .SPOCETTE . To identify enhancements or departures from the agreed Specification. EXTERNAL INFLUENCES: Client co-operation. Does the Review cover all aspects of the Facility/System Enhancement as specified? 2. 3. Are the results measured against the original requirements? 3.0 . 2. Has a plan for action been drawn up and agreed with the client? QUALITY METHOD: Informal Quality Review. 6. Formulate Corrective Actions. Collect Review Data.Project Kick-off Template APPENDIX C15 SPECIALIST PRODUCT DESCRIPTION D. Prepare Report. 4. Prepare and Agree Plan for Action. 5. Agree the Review Procedure.1 18 .HO0103 v.POST IMPLEMENTATION REVIEW PURPOSE: To provide a measure of the overall use and benefit of the system. Have firm conclusions been drawn and recommendations made? 4.15. Present the Findings. COMPOSITION: 1. FORMAT: A4 Report DERIVATION: The installed Faclity/System Enhancement QUALITY CRITERIA: 1.Managing Minor Projects .