2.1. Describe the existing process, including a brief history.

Ad-hoc methods result in projects that come in overdue, over budget, and with continual scope creep, providing lower than desired levels of client satisfaction.

Incomplete preliminary analyses result in constant changes to specifications throughout the development process.

Specifications are frequently undocumented and uncontrolled.

Not all knowledgeable clients are represented in the decision-making and analysis.

Current ad-hoc methods are unenforceable, and existing, disparate standards are typically not followed or enforced. For example, the Work Request system is frequently circumvented, and naming conventions are often ignored.

The following documentation is frequently lacking:

Roles and responsibilities are not clearly defined.

2.2. Is it tied in to other manual or automated systems?

The manual Work Request system would be impacted. The time tracking system would also be affected.

2.3. Does it impact, or is it impacted by, other departments? Indicate the level of involvement, and how this project will impact their business processes.

The current situation highly impacts all administrative departments in their dealings with DMS. The current level of involvement of these departments varies. This project will impact their business processes by resulting in a process change that will require greater and more extensive involvement in the development of systems, but will result in systems that are better designed and more completely meet their needs in the first release, with higher reliability.

2.4. How many people/workstations access the system? How many might be accessing it concurrently?

N/A

3.1. Describe the project briefly, including the scope and the expected outcome.

This project includes the selection and recommendation for the purchase of a tool for process management with a suite of methodologies, the internal adaptation of the methodologies for use at Princeton (including methods for compliance checking), and initial training in both the tool and the methodologies.

The expected outcome of the project is the consistent use of a process management tool and suite of methodologies by all of DMS, plus client departments and high-level managers to:

3.2. How many people/workstations would access the system? How many might be accessing it concurrently?

There will be 50+ DMS staff members, plus approximately 50 client staff members accessing the system, with up to 50 total concurrent clients.

3.3. List and briefly describe the business objectives (the business reasons for doing the project).

Objective 3: Control of the scope of projects by ensuring complete and accurate specifications before enhancement or modification of an existing sytem, construction of a new system, or purchase of a packaged solution.

Objective 4: Ensure that all IS projects adhere to University standards whether the project is to create or purchase a new system, or maintain or enhance an existing system.

Objective 5: Provide a development process that produces repeatable results and enhances maintainability.

3.4. Why does this project need to be addressed at this time?

Major projects are starting now without using a standard methodology. Also, if addressed now, implementation and training can be completed just in time for most major projects.

3.5. What are the consequences if the project is NOT undertaken, for example, loss of functionality, or non-compliance with legal guidelines?

If the project is not undertaken, we run the risk of carrying forward the known problems listed in 2.1 (above) into the Universitys next generation of software. Distributed platforms and object orientation in an unregulated, unstructured environment create new opportunities for introducing inconsistencies, redundancies, and design errors.

3.6. Was this project mandated by someone or some agency outside your department? If so, who? (For example, government agency)

The Report of Visiting Committee on Administrative Computing, dated 11-8-94 stated that a Methodology was needed by DMS.

3.7. What other projects, if any, are dependent upon the completion of this one?

All administrative systems projects are dependent on the completion of this one.

4.1. Describe potential solutions, if any were discussed.

The potential solutions include:

4.2. What business functionality was discussed, but excluded from this project?

No business functionality that was discussed was excluded from this project.

4.3. What client resources will be available for analysis and design?

Keeping in mind that DMS is the client for this project, members of the Methodology & Standards CSF team are expected to continue on the project, and wed like to call on other DMS staff members, CIT resources, and client representatives, as needed.

4.4. What are the time constraintsinclude earliest possible start date, required completion date, business cycles that affect testing, training, or implementation?

The earliest possible start date is immediately. The required completion date is as soon as possible. Business cycles and current projects that could impact the project schedule include NT conversion, year-end processing, and Year 2000 testing and related hardware and software installations.

4.5. (Optional) List any known technology constraints.

The database for the repository provided by the package should be Oracle or Access, or be able to interface with these databases.

The software must be NT-compatible, and Web compatibility is desirable.

5.1. Suggest one or two people to represent your department in the preliminary planning phase of this project. The preliminary planning team should include a high-level representative (project sponsor) and one or more people who actually use the processes included in this project.