Data System Scoping Tool
Select a system that is tailored to meet your needs as an organization!
About The Data System Scoping Tool
The Data System Scoping Tool is designed to help organizations outline their goals (e.g., success factors), scope, and requirements for a data system before selecting a platform or engaging a vendor. The tool provides guiding questions to help your organization define the scope and needs of the system, followed by a detailed framework to document and prioritize technical, functional, and implementation requirements. By clarifying these factors upfront, the tool ensures that the data system and vendor selection process is aligned with your organization’s unique needs.
Defining and documenting data system requirements is a critical step in selecting the right solution. It ensures that the functionality and attributes of the system are based on the needs of your organization, rather than the other way around. This tool helps organizations to:
Identify Organizational Needs: Provides guidance on the key questions to ask, enabling teams to align on the problems they aim to solve with new technology and clearly articulate their organization’s specific needs.
Streamline Vendor and System Selection: Consolidates information about success metrics and prioritizes requirements in a format that can be shared with vendors or easily used to evaluate potential systems.
Support Change Management: Prompts the identification of potential users, changes to program-related processes, and critical implementation requirements to communicate to potential vendors.
How to use the tool
To make the most of this tool, organizations should:
Work through the guiding questions in the Data System Scoping Tool to identify the specific problem(s) the technology is meant to solve, the critical success factors, and the key project planning items.
Perform business process mapping for the program(s) to be housed in the data system (if not done already) and identify what possible future-state processes could look like with the data system.
Draft detailed requirements in Data System Requirements template then prioritize them on based on how critical they are to your success factors.