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 outline the goals (i.e. success factors), scope, and requirements for a data system before selecting a system or engaging a vendor. The tool provides several guiding questions to help your organization define the scope and needs of the system, then offers a more detailed tool to document and prioritize the technical, functional, and implementation requirements. This tool is designed to help articulate the scope and requirements of a data system and to ensure that the data system and vendor selection process is tailored to meet the needs of an organization.
Articulating data system requirements is a critical step in selecting a data system. It ensures that the functionality and attributes of the system are based on the needs of an organization rather than its features. This tool support organizations to:
Identify Organizational Needs: It provides guidance on the right questions to ask to allow teams to align on problems they are seeking to solve with new technology and articulate their organization’s specific needs.
Streamline Vendor and System Selection: It consolidates information about success metrics and prioritize requirements in a way that can be shared with vendors or can be easily used to evaluate potential systems.
Supports Change Management: It prompts the identification of potential users, changes to program-related processes, and highlights implementation requirements needed to convey 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.