Phase I: Define the System Selection Project

Define the project, helps you prepare for the system selection project and is important to the success of the project.  

This phase includes:

MyApproach: Providing a risk management spreadsheet for identifying risks, migitating strategies and a basic risk assessment for download.

MySignoff: Online or downloadable signoff sheet to ensure proper completion of the phase.

Key deliverables from this phase are:

1. Completed risk management spreadsheet
2. Completed signoff checklist

Phase objectives

On completion of define the project you should:

1. Have a clear understanding of the need for a new system
2. Have a clear understanding of the benefits associated with a new system
3. Have explicit approval to proceed with the system selection project
4. Have certainty on the overall scope and boundaries for the project
5. Have certainty on management's expectations of the system selection project.

Phase risks

The risks of not completing define the project phase include:

1. Delays, resulting from unclear, or lack of appropriate approvals
2. Not maximizing potential benefits for the organization
3. Scope uncertainty
4. Poor planning inputs and actions

While flexibility in projects is required, the initial set-up and project scoping will set a good base from which to start the project.

Please work through each section before proceeding to the next section:

Important to note:

The use of the four KADS method™ sections, and the volume of content within each section will differ by phase of the system selection methodology. This occurs as the user gains knowledge and experience and moves into delivery and signoff.

What you need to know!

1. Get an overview of some of the challenges related to system selections and some insights into the software industry, who's who in the supply chain and how they work together.

Name: System selection and industry overview

Priority: 2

Type: READ

Phase: Define the project

Estimated time: 5-10 minutes

Length: 10 reading pages

2. If you have not completed a system selection before, this will give an understanding of the standard activities required to complete a system selection, as well as generic project and support considerations.

Name: The basics and some project considerations

Priority: 2

Type: READ

Phase: Define the project

Estimated time: 5-10 minutes

Length: 7 reading pages

By now, you should have a good understanding of what the project will entail. Consider what will make it successful! A useful online resource is Wikipedia to help with definitions and other information.

3. Consider the critical success factors for your system selection project. What will make it a success, what should you be trying to achieve to get successful outcomes. The following will educate you these generic critical success factors

Name: Critical success factors

Priority: 1

Type: ELP

Phase: Define the project

Estimated time: 5 minutes         

4. Now that you are familiar with the things that will deliver quality outcomes, what could make it fail? The following gives an overview of the risks in these projects, some of which will also impact the implementation of the system selected

Name: Risk factors and management

Priority: 1

Type: ELP

Phase: Define the project

Estimated time: 8 minutes         

Follow the link below to go to the risk management worksheet now to complete and assess risk and return. The risk management worksheet will be revisited later in the phase.

Link to: Risk management worksheet

5. Consider project governance and your organizational requirements with respect to governance, both formal and informal. The following gives some key definitions and some guidance and recommendations on system selection governance requirements.

Name: Governance considerations

Priority: 3

Type: ELP

Phase: Define the project

Estimated time: 10 minutes       

6. If you have not prepared a business case, or have prepared a business case and to ensure it will meet your project needs, the following READ gives some insights into what should be in the business case and potential benefits you should consider from any new system.

Name: Business case and system benefits

Priority: 3

Type: READ

Phase: Define the project

Estimated time: 10 minutes       

7. Now you will need to consider the objectives of the system selection project, who the stakeholders are, what approvals are required and what management expectations are. Go through the following ELP to get some ideas and prepare to move to phase <2: Planning the project>:

Name: Getting started

Priority: 1

Type: ELP

Phase: Define the project

Estimated time: 10 minutes       

You should now feel comfortable with system selection activities and understand some of the areas supporting a project of this nature.

Develop your approach and plans!

8. Complete the risk schedule to help assess the level of risk to your organization and the mitigating strategies you plan to use to counter these risks. Include this risk assessment for future use as part of your project documentation.

Name: Risk management worksheet

Priority: 1

Type: User

Phase: Define the project

Estimated time: 30 minutes

Length: N/A

You should now have assessed your system selection project with respect and developed mitigating strategies for these risks. This document should be printed and filed as part of the project documentation.

Sign off on the phase

1. Review the steps above and ensure you have read or completed each one. You should have a risk management worksheet finalised and agreed with all stakeholders as to what risk this project potentially holds for the organization.

Move onto the next phase when ready:     [ Phase 2 - Planning the Project ]