LIBRARY-WIDE INFORMATION TECHNOLOGY PROJECT DEFINITION
1. Project Name
version
date
2. Client Name
Identify the sponsoring department, committee or team and the principal
client contact(s).
3. Decision Makers
Identify who all the decisions makers are at each phase of the project on the
client and development teams with contact information. Document what
kinds of decisions each person is responsible for.
4. Project Description and Goals
Describe the project in terms that are understandable to everyone on the
project team. Keep the description simple, accurate and unambiguous.
Also document what the project goals are and what the project must achieve
at a high level. These are not the same as the objectives. Goals are high
level and are not measurable (broad focus). Objectives are precise, detailed
and measurable (narrow focus).
5. Business Case
Define how and why the project is important to the department, committee,
team, client or organization. This may include current trends and
environmental changes.
The reason the project is necessary. For example where the library is
currently compared to where it needs to be in the future.
6. Key Business Requirements
Document each and every requirement that is critical to the library needs in
respect to this particular project. Ensure that you capture the low level as
well as the high level requirements.
7. Project Objectives
Clearly define the objectives of the project. The objectives define precisely
what it is the project must achieve. The objectives must be clear, concise
and unambiguous, achievable and measurable. The objectives should include
a high-level description of how the objectives will be achieved.
8. Benefits
Describe the "value" that the project will bring to the library. Include all the
benefits (practical and tangible) of the project.
9. Target Audience
Identify the target audience or “end-user” of the project. The definition of the
target audience will be influential in both the design and the specification of
the project.
10. The Problem
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Describe the problem(s), in detail, that needs to be addressed, in whole or in
part, as part of this project. It is common for some of the problems identified
for a project to be later defined as “out of scope” due to complexity or
financial reasons.
11. The Solution and Alternatives
Describe how the problem will be solved. The information contained in this
section is the foundation for producing time and cost estimates for the
project. Therefore, this information must be comprehensible, unambiguous
and very specific. This section should address every problem so that it is
clear exactly how each one will be solved.
12. Project Scope
The scope of a project is defined by specified boundaries that separate what
is included in the project from what is not included in the project. This
section will include the departments, locations, and products that will be
involved and included in the project. It also includes what features or
functionality will be delivered in each phase of the project, the technical
specification, the target audience for the project and each phase of the
project.
12.1 In Scope
12.2 Out of Scope
13. Pre-requisites
Document any specific pre-requisites for the project. This can include third
party software or hardware versions that have to be installed prior to
delivery of the first release, and subsequent releases, of the product. It can
also include any testing that the client has agreed to perform on the product.
Anything that is assumed the client will be providing, or responsible for.
14. Assumptions
Define any assumptions being made about the project, the technology, the
project team, roles and responsibilities, etc. It will be understood that all
information contained in the project definition document including time and
cost estimates, are based on these assumptions. Assumptions can be made
about technology being compatible or a client’s subject expert being able to
review the design.
15. Project Risks
Identify any project risks. Risk is the probability that something may happen
during or after the development of the project that will have an adverse
effect either on the project or the organization. Risks are events or
"unknowns" that are beyond the control of the project team.
16. Time and Costs
Provide information on the expected timeframe of the project and the
associated costs. The information contained in the solution section of the
document will be used as the basis for the detailed time and cost estimates.
17. Project Organization
An organizational structure for the proposed project team is essential to the
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project definition. At this stage it does not have to include specific names
but it should include titles (or roles) so that the size of the team is clearly
understood.
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18. Project Definition Approval
Documents the approval process and authorized signatories for the project
definition document. The client project approval process and timeline should also
be contained in this section.
Client:
Signature:
Print
Name:
Title:
Date:
Department Head:
Signature:
Print
Name:
Title:
Date:
Divisional AUL:
Signature:
Print
Name:
Title:
Date:
Project Coordinator:
Signature:
Print
Name:
Title:
Date:
Technical
Manager/Supervisor:
Signature:
Print
Name:
Title:
Date:
ITMC Chair:
Signature:
Print
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Name:
Title:
Date:
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Document Change Log
Initiator
Reason
Date
Version
Effective: 2/09, Revised: 3/10
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