Information systems consultation: scoping a digital project, from need to options

Situations calling for digital project scoping

• A general management is considering a new software package without a formalised statement of need.
• A public body is hesitating between a software package, custom development and an online service.
• An educational institution is launching a digital project without defined project governance.
• An ongoing project is drifting in terms of costs, deadlines or user adoption.
• A mid-sized company is preparing specifications and first seeks to clarify the scope and the stakeholders.

Process

1. Gathering of the need. ASKonsult first identifies the stated need and the existing applications, based on the information provided.
2. Project qualification. The analysis then specifies the scope, the stakeholders, the constraints and the timetable.
3. Review of the options. The software package, custom development and the online service are then compared against the client’s criteria.
4. Risk identification. Change management and project governance risks are identified.
5. Presentation of findings. The scoping steps to be undertaken are presented in a note or in a 60-minute videoconference, the only synchronous step of the oral format.

Deliverable

In written format, the deliverable takes the form of a scoping note. In a videoconference, a session record sets out the points examined. In both cases, it first restates the need and compares the options available. It then flags change management and governance risks. Finally, it sets out, in order, the steps prior to the specifications. The note is delivered 5 working days after receipt of complete information. The videoconference, for its part, takes place in a slot at least 7 days after booking (priority slot possible within 5 working days), Tuesday to Thursday.

Prerequisites

The analysis is based on a description of the existing systems and on the entity’s organisation chart. Budget and timetable constraints supplement this information. Available project documents also inform the qualification. The timeframe runs from receipt of all this information.

Frequently asked questions

Written note or videoconference: which format to choose?

The note is suitable when a scoping document is to circulate among management or the project’s future stakeholders. The 60-minute videoconference, on the other hand, allows a direct exchange on the options and risks. It gives rise to a session record. In both cases, the deliverable covers the need, the options, the risks and the steps prior to the specifications.

At what stage of the project does the consultation take place?

The consultation devoted to digital project scoping takes place upstream of the specifications. It is aimed in particular at projects launched without a statement of need, without a decision between solutions or without project governance. A project already under way may also fall within its scope when cost, schedule or adoption overruns appear. The deliverable then sets out, in order, the scoping steps to be undertaken.

What timeframes apply to digital project scoping?

Timeframes are indicative and run from receipt of a complete file. The note is delivered within the 5 working days following that receipt. For the videoconference, the slot is set at least 7 days after booking (priority slot possible within 5 working days), Tuesday to Thursday. The firm schedules these sessions in advance, in set time slots. In addition, an admissibility check precedes the start of the consultation.

Which right of withdrawal applies?

For a consumer client, a seven-day right of withdrawal applies. A slot set at least seven days after booking preserves this right. However, a consultation scheduled less than seven days ahead entails immediate performance. The firm then obtains the client’s express consent, after informing the client of its consequences. In that case, the right of withdrawal can no longer be exercised.

Does the information provided remain confidential?

The firm treats the information and documents provided as confidential, including the organisation chart and the project documents. They circulate solely through the secure area. They serve only the purposes of the consultation. This obligation survives the end of the relationship. Reciprocally, the client undertakes the same discretion regarding non-public deliverables.

What follows the consultation?

When scoping reveals a wide-ranging undertaking, the Information systems master plan package (K-15) takes over. A need for recurring support falls under the Steering subscription (A-02). Local authorities and public institutions, for their part, have the Institutions and Territories subscription (A-04). Where needed, the digital (C-04) and AI (C-24) consultations supplement the analysis.

Out of scope

The consultation devoted to digital project scoping does not include drafting the specifications. Nor does it include selecting a software vendor on the client’s behalf. Client-side project management support also remains outside the service, as does any development. The client thus remains the sole decision-maker on the choice of solution.