Introduction
Finalizing the scope and budget for an implementation project is a critical phase in the Architecture Development Method (ADM). This phase, known as Phase F, involves rationalizing the resources required for the architecture project, packaging architecture specifications, and ensuring that the implementation practitioner is set up for success. This guide will outline the steps necessary to finalize the scope and budget effectively, including practical examples to illustrate key concepts.
Step 1: Rationalizing Resources for the Architecture Project
Identifying Required Resources
The first step in finalizing the scope and budget is to identify the resources necessary for the implementation project. This includes:
- Human Resources: Determine the skills and expertise required for the project, including roles such as project managers, developers, business analysts, and testers.
- Technical Resources: Identify the technology stack, tools, and platforms needed for implementation.
- Financial Resources: Estimate the budget required for the project, including costs for personnel, technology, training, and any third-party services.
Example: For a new customer relationship management (CRM) system implementation, the required resources might include:
- Human Resources: 1 Project Manager, 2 Developers, 1 Business Analyst, 1 Tester
- Technical Resources: CRM software license, cloud hosting services, integration tools
- Financial Resources: Estimated budget of $150,000
Packaging Architecture Specifications
Once the required resources are identified, practitioners should package the architecture specifications. This package should include:
- Architecture Principles: Guidelines that govern the design and implementation of the architecture.
- Requirements: Detailed specifications that outline what the implementation project must achieve.
- Controls: Mechanisms to mitigate identified risks associated with the implementation project.
Example: The architecture specifications for the CRM project might include principles such as data security, user accessibility, and integration with existing systems. Requirements could specify that the system must support mobile access and integrate with the company’s email marketing platform.
Step 2: Assigning Work Packages
Identifying Work Packages
If one or more work packages have not already been assigned to the implementation project, practitioners should identify and assign them. Work packages are discrete units of work that contribute to the overall project objectives.
- Filling Gaps: Be familiar with which gaps the work packages are filling and the purpose of their sequence in the roadmap.
- Understanding Exclusions: It may also be necessary to understand which work packages the project will not be filling and the implications of these exclusions.
Example: For the CRM implementation, work packages might include:
- Work Package 1: Requirements Gathering
- Work Package 2: System Design
- Work Package 3: Development and Testing
- Work Package 4: User Training and Support
Assessing Risks Within Work Packages
Identify the risks associated with each work package and the overall implementation project. This includes potential delays, resource constraints, and technical challenges.
Example: Risks for the CRM project might include:
- Work Package 1 Risk: Incomplete requirements gathering leading to scope creep.
- Work Package 2 Risk: Design not aligning with user needs, resulting in rework.
- Work Package 3 Risk: Development delays due to resource availability.
Step 3: Architecting the Implementation Package
Creating the Implementation Package
The implementation package should be architected to ensure that the project remains on track while allowing for flexibility in a volatile environment. This involves:
- Defining Clear Boundaries: Establish clear boundaries for the implementation project to avoid scope creep while allowing for necessary adjustments.
- Maintaining Flexibility: Ensure that the architecture can adapt to changes in the EA landscape without compromising the project’s objectives.
Example: The CRM implementation package might include a clear scope statement that defines the features to be delivered, along with a change management process that allows for adjustments based on stakeholder feedback.
Aligning with the Architecture Vision
Ensure that the implementation package aligns with the overarching architecture vision of the portfolio. This includes reviewing the stakeholder map and understanding how the project fits within the broader EA landscape.
Example: The CRM project should align with the organization’s vision of enhancing customer engagement and improving sales processes. The stakeholder map should identify key stakeholders, such as sales teams and customer service representatives, and their roles in the project.
Step 4: Refining Estimates and Timelines
Updating Estimates and Timelines
Refine the estimates and timelines for the project within acceptable variance limits. This involves:
- Consulting Subject Matter Experts (SMEs): Engage with SMEs to validate estimates and timelines based on their expertise and experience.
- Adjusting for Variance: Ensure that estimates fall within acceptable variance limits set by the enterprise.
Example: If the initial estimate for the CRM project was $150,000, after consulting with SMEs, the refined estimate might be adjusted to $160,000 to account for additional training needs.
Cascading Updates to the Enterprise Roadmap
Once the estimates and timelines have been refined, it is essential to cascade these updates to the enterprise roadmap. This ensures that all stakeholders are aware of the changes and that the project aligns with the overall strategic objectives of the organization.
- Communicate Changes: Share the updated scope, budget, and timeline with relevant stakeholders, including project sponsors, team members, and other impacted departments.
- Update Project Documentation: Ensure that all project documentation reflects the latest estimates and timelines, including project charters, status reports, and governance plans.
Example: For the CRM implementation, the project manager might send out a revised project charter that includes the updated budget of $160,000 and a new timeline that extends the project completion date by two weeks due to additional training requirements.
Step 5: Completing the Architecture Review
Conducting the Architecture Review
Before finalizing the scope and budget, it is crucial to complete an architecture review. This review should assess whether the proposed architecture aligns with the organization’s standards and principles and whether it effectively addresses the identified risks.
- Gather Feedback: Involve key stakeholders and SMEs in the review process to gather diverse perspectives and insights.
- Evaluate Compliance: Ensure that the architecture specifications comply with established architectural principles and guidelines.
Example: During the architecture review for the CRM project, stakeholders might provide feedback on the proposed integration with existing systems, ensuring that it adheres to data security standards and user accessibility requirements.
Documenting Review Outcomes
Document the outcomes of the architecture review, including any recommendations for changes or improvements. This documentation serves as a reference for the implementation team and helps ensure accountability.
Example: The architecture review for the CRM project might result in recommendations to enhance data encryption measures and improve user interface design based on stakeholder feedback.
Step 6: Populating the Governance and Approval Plan
Establishing Governance Structures
A governance plan outlines the structures and processes that will guide the implementation project. This includes defining roles and responsibilities, decision-making processes, and reporting mechanisms.
- Define Roles: Clearly outline the roles of key stakeholders, including project sponsors, project managers, and team members.
- Decision-Making Processes: Establish how decisions will be made throughout the project, including escalation procedures for addressing issues.
Example: The governance plan for the CRM project might specify that the project manager is responsible for day-to-day decision-making, while major changes to scope or budget require approval from the project sponsor and the steering committee.
Securing Approval for the Implementation Package
Once the governance plan is in place, seek formal approval for the implementation package from relevant stakeholders. This approval is essential for moving forward with the project.
- Present the Package: Prepare a presentation that summarizes the architecture specifications, scope, budget, and governance plan.
- Address Concerns: Be prepared to address any questions or concerns raised by stakeholders during the approval process.
Example: The project manager for the CRM implementation might present the implementation package to the executive team, highlighting how the project aligns with strategic goals and addressing any concerns about resource allocation.
Conclusion
Finalizing the scope and budget for an implementation project is a critical step in ensuring its success. By rationalizing resources, packaging architecture specifications, assigning work packages, and establishing governance structures, practitioners can set the stage for effective solution delivery.
Throughout this process, it is essential to maintain open communication with stakeholders, refine estimates and timelines, and ensure alignment with the organization’s architecture vision. By following the steps outlined in this guide, practitioners can navigate the complexities of implementation planning and drive successful outcomes for their projects.
Final Thoughts
As you embark on your next implementation project, remember the importance of thorough planning, stakeholder engagement, and flexibility in the face of change. By finalizing the scope and budget with diligence and care, you can ensure that your organization is well-prepared to implement change effectively and achieve its strategic objectives.