Discovery Phase Success

Discovery Phase Success

A planning & strategy guide for IT leaders & decision makers Authors: Martin Paton and Dean Clay Discovery Architects

Glossary Acronym Daas KPI SLA SMART SME SQEP

Description Discovery as a Service Key Performance Indicator Service Level Agreement Specific, Measurable, Achievable, Relevant and Time-bound Subject Matter Expert Suitably Qualified and Experienced Personnel

Contents Introduction

Pg 3

Understanding the Discovery Phase

Pg 4

Setting the Stage for Success

Pg 7

Building the Right Team

Pg 9

Defining Scope and Requirements

Pg 11

Data Gathering and Analysis

Pg 13

Risk Assessment and Mitigation

Pg 15

Secure by Design

Pg 17

Vendor Selection and Partnerships

Pg 19

Budgeting and Resource Allocation

Pg 21

Discovery Timeline and Milestones

Pg 23

Communication and Stakeholder Management

Pg 25

Evaluation and Decision Point

Pg 27

Conclusion

Pg 29

Certes - Discovery as a Service (Daas)

Pg 32

Discovery Phase Success - Contents

1. Introduction In the ever-evolving landscape of technology, where innovation is the lifeblood of progress, IT leaders and decision makers find themselves at the forefront of pivotal strategic decisions.

The choices made during the early stages of a project can have far-reaching consequences, impacting not only the success of a venture but also an organisation’s competitive edge and bottom line. The discovery phase, often underestimated in its significance, stands as a critical juncture in any IT endeavour and it’s the focus of this eBook.

The discovery phase, at its core, is the compass that sets the direction for your IT initiatives.

It’s the phase where the seeds of success or failure are sown. Whether you’re embarking on a digital transformation, developing a new software application, or implementing a bespoke, cutting-edge solution, this initial phase plays a pivotal role in shaping the outcome. The decisions made here ripple through the entire project lifecycle, impacting everything from scope and budget to resource allocation and technology choices.

This eBook is designed to guide you through the complex landscape of the discovery phase. It caters specifically to IT leaders and decision makers who understand that their role is not just about steering the ship but also about charting the course. In the pages that follow, we will delve into the intricacies of the discovery phase, dissecting its components and Page 3

uncovering strategies to ensure your journey is marked by success, rather than uncertainty.

Our objectives in this eBook are to help you: 1. Understand the Significance of Discovery: Why the discovery phase is not just a procedural step but the cornerstone of any discovery project. You’ll gain a deeper understanding of its importance and be able to relate that to your own organisational goals.

2. Equip You for Success: Provide you with the knowledge and tools necessary to navigate the discovery phase effectively. From setting clear objectives and assembling the right team to making informed decisions and embedding a secure by design framework.

3. Inspire Confidence: By the end of this eBook, you’ll be well-prepared to steer your organisation through the discovery phase with confidence, knowing that your choices are grounded in strategic thinking and backed by a deep understanding of the process.

As we embark on this journey together, let us be mindful of the pivotal role the discovery phase plays in the success of IT initiatives. With the right knowledge and approach, you can transform this phase from a mere starting point into a launchpad for excellence in technologydriven endeavours.

Discovery Phase Success - Introduction

2. Understanding the Discovery Phase In the dynamic realm of discovery projects, where innovation is the driving force, the discovery phase stands as the foundation upon which successful endeavours are built.

To embark on this journey with clarity and purpose, it’s imperative to understand the fundamentals of the discovery phase, its key goals and outcomes and the pivotal role that IT leaders play in shaping its course.

2.1

What is the Discovery Phase?

At its essence, the discovery phase is the inception stage of any IT project or initiative.

It’s the prelude to the development, the groundwork that lays the foundation for what follows. During this phase, the primary objective is to gain a comprehensive understanding of the project’s scope, objectives, requirements, constraints and potential risks. Think of it as the process of mapping out the uncharted territory before you embark on your journey.

2.2

Why Is Discovery Important?

Within this eBook, we will be examining the reasons why the discovery phase is so important in significant detail. Our own extensive IT project delivery experience has taught that the main benefit of a successful discovery phase is that it enables us to make better decisions. The bottom line here is that these better decisions will save you both time and money over the project lifecycle.

McKinsey Consulting in collaboration with BT and University of Oxford conducted some interesting research around this in 2019. In a report titled: Delivering large-scale IT projects on time, budget and value. The research suggested that approximately half of large IT projects (> US $15 million) exceed their original budget and on average the following statistics apply: 45% Over Budget 7% Over Time 56% Less Than Predicted Value These are quite damning statistics. The key reasons attributed for these project failings were broken down further into more detailed analysis which found that four groups of issues were primarily responsible: 1. Missing Focus 2. Content Issues 3. Skills Issues 4. Execution Issues Based on our own experience we firmly believe that a comprehensive and structured discovery phase can pinpoint and resolve many of the issues identified at the outset of a project and for that reason should be a prerequisite for all IT projects.

Discovery Phase Success - Understanding the Discovery Phase

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IT Executives Identified 4 Groups of Issues as the Primary Cause for Project Failures

Missing Focus

Unclear Objectives Lack of Business Focus

Content Issues

Shifting Requirements Technical Complexity

Execution Issues Unrealistic Schedule Reactive Planning

Skill Issues

Unaligned Team Lack of Skills

Undefined Cause

Figure 1 Project Failures Primary Causes Page 5

Discovery Phase Success - Understanding the Discovery Phase

2.3

Key Goals and Outcomes of the Discovery Phase:

1 2 3 4

Clarity of Objectives:

The discovery phase serves as a platform to crystallise the project’s objectives and define precisely what it seeks to achieve. It is during this phase that you set the compass heading and establish the project’s destination.

Identification of Stakeholders:

It’s crucial to identify and engage with all relevant stakeholders during the discovery phase. These stakeholders could be internal or external, including business leaders, end-users, regulatory bodies and third-party vendors. Their input and expectations will shape the project’s trajectory.

Resource Allocation:

One of the core goals of the discovery phase is to allocate the necessary resources, both human and financial. IT leaders need to ensure that the project is adequately funded and has the right talent pool to execute the plan effectively.

Risk Assessment:

Identifying potential risks and challenges is a critical aspect of this phase.

By anticipating and addressing risks early on, project leaders can formulate strategies to mitigate them, reducing the likelihood of costly setbacks down the road.

In summary, the discovery phase serves as the compass that guides your IT project.

Understanding its goals, outcomes and the integral role of IT leaders within it is essential to navigate this phase successfully. In the chapters that follow, we will delve deeper into each of these aspects, equipping you with the knowledge and tools needed to steer your IT initiatives toward a successful outcome.

Discovery Phase Success - Understanding the Discovery Phase

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3. Setting the Stage for Success The success of any discovery begins with a well-defined plan and a clear sense of direction. In this phase of setting the stage for success, we will explore the key elements that lay the foundation for your journey: Establishing clear objectives and goals, identifying stakeholders and their expectations and allocating resources and budget.

3.1

Establishing Clear Objectives and Goals:

The first step in setting the stage for success is to define the objectives and goals of your discovery. This is not merely a matter of setting a vague mission statement; it’s about crafting specific, measurable, achievable, relevant and time-bound (SMART) goals.

Strategy:

Consider:

Without clear objectives and goals, your discovery can easily lose its way. Ambiguity can lead to misalignment between team members and stakeholders, resulting in wasted time, effort and resources.

3.2

Start by asking fundamental questions: What is the problem or need your discovery addresses? What are the desired outcomes?

How will you measure success? By establishing clear objectives and goals, you provide a roadmap for your team and ensure that everyone involved understands the discovery’s purpose and direction.

Identifying Stakeholders and Their Expectations:

In every discovery, a multitude of stakeholders hold a vested interest. These stakeholders can include executives, end-users, regulatory bodies and third-party partners. It’s essential to identify them early in the process and understand their expectations.

Consider:

Failure to identify and engage with key stakeholders can lead to misunderstandings, conflicts and unmet expectations. This can derail your discovery and result in dissatisfaction among those who hold influence over its success.

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Strategy:

Create a stakeholder map, listing all relevant parties and their roles. Engage with them to gather their input and expectations. Effective communication and collaboration with stakeholders will ensure that their needs are considered in the discovery’s planning and execution.

Discovery Phase Success - Setting the Stage for Success

3.3

Allocating Resources and Budget:

Resource allocation, including budgeting, is a critical aspect of setting the stage for success.

It’s about ensuring that you have the necessary resources in place to execute your discovery effectively.

Strategy:

Consider:

Inadequate resource allocation can lead to delays, scope creep and even discovery failure. It’s essential to have a realistic understanding of what it takes to bring your discovery to fruition.

Begin by conducting a thorough resource assessment. Identify the skills, personnel, hardware, software and financial resources required. Once you have a clear picture, allocate resources and budget accordingly. Be prepared to adjust and reallocate resources as the discovery evolves.

In conclusion, setting the stage for success involves defining clear objectives and goals, identifying stakeholders and their expectations and allocating the necessary resources and budget. This phase is about establishing a strong foundation that will guide your discovery toward successful outcomes.

4. Building the Right Team Success hinges not only on the strategy and planning but also on the team that executes the plan. Building the right team is a fundamental step in ensuring the smooth progression of your discovery. In this chapter, we will explore the essential aspects of assembling a winning team, including selecting the right team members, defining roles and responsibilities and the importance of cross-functional collaboration.

4.1

Selecting the Right Team Members:

The composition of your discovery team can make or break your IT initiative. Each team member brings unique skills, experiences and perspectives that contribute to the discovery’s success. It’s imperative to carefully select individuals who are not only competent but also aligned with the discovery’s goals and values.

Consider:

Choosing team members without the necessary skills, experience, or commitment can lead to bottlenecks, delays and decreased productivity. Inadequate team selection can also result in a lack of diversity in perspectives, hindering innovation.

4.2

Strategy:

Begin by identifying the specific skills and expertise required for your discovery. Look for team members who possess these skills, but also consider cultural fit and alignment with the discovery’s objectives. Building a diverse team with complementary strengths fosters creativity and problem-solving.

Defining Roles and Responsibilities:

Once you’ve selected the right team members, it’s crucial to establish clear roles and responsibilities. Without defined roles, team members may step on each other’s toes, causing confusion and inefficiencies.

Strategy:

Consider:

Ambiguity in roles and responsibilities can lead to duplication of effort, conflicts and misalignment with the discovery’s objectives.

This can result in wasted time and resources.

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Develop a comprehensive team charter or document that outlines each team member’s roles, responsibilities and reporting structures. Clearly define expectations and set boundaries. Regularly review and update these roles and responsibilities as the discovery evolves to ensure alignment with the discovery’s goals.

Discovery Phase Success - Building the Right Team

4.3

Cross-Functional Collaboration:

Discoveries are often multifaceted, requiring expertise from various domains. Cross-functional collaboration is the glue that binds these diverse skills together, ensuring that the discovery progresses cohesively.

Strategy:

Consider:

Siloed teams and lack of collaboration can lead to communication breakdowns, missed opportunities and bottlenecks. It can also result in suboptimal solutions that fail to address the discovery’s overarching goals.

Promote a culture of cross-functional collaboration within your team. Encourage open communication, knowledge sharing and teamwork. Establish regular meetings and channels for sharing insights and progress updates. Cross-functional collaboration not only enhances the quality of work but also fosters a sense of ownership and collective responsibility.

In conclusion, building the right team is a critical aspect of a discovery’s success. By selecting the right team members, defining clear roles and responsibilities and fostering cross-functional collaboration, you create a solid foundation for the successful execution of your discovery.

5. Defining Scope and Requirements Our own experience has shown that the success of a discovery is intrinsically linked to how well its scope and requirements are defined. In this chapter, we delve into the critical process of defining scope and requirements, encompassing gathering business requirements, technical requirements and constraints as well as creating a requirements document.

5.1

Gathering Business Requirements:

Understanding the business needs and objectives that underlie your discovery is paramount.

Gathering business requirements involves in-depth conversations with stakeholders, end-users and decision makers to uncover the core purpose and desired outcomes of the discovery.

Consider:

Failure to accurately gather and document business requirements can result in a misalignment between discovery deliverables and organisational goals. This can lead to discovery delays, scope creep and even discovery failure.

5.2

Strategy:

Initiate comprehensive discussions with key stakeholders to identify and document their needs and expectations. Utilise techniques such as interviews, surveys and workshops to extract essential information. Collaborate closely with business analysts to ensure that these requirements are well-documented and translated into actionable discovery objectives.

Technical Requirements and Constraints:

In parallel with business requirements, it’s essential to identify the technical requirements and constraints that will shape the discovery. This includes determining the technologies, platforms and infrastructure necessary to meet discovery objectives.

Consider:

Ignoring technical requirements and constraints can lead to inadequate planning, resulting in compatibility issues, security vulnerabilities, or the use of inappropriate technologies that hinder discovery progress.

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Strategy:

Engage your technical experts and architects early in the process to identify the specific technical requirements and constraints.

Consider factors like scalability, security, data integration and system compatibility. Align the technical requirements with the business objectives to ensure a cohesive approach.

Discovery Phase Success - Defining Scope and Requirements

5.3

Creating a Requirements Document:

Once you’ve gathered business and technical requirements, it’s crucial to document them thoroughly. A well-crafted requirements document serves as a roadmap for the discovery, outlining what needs to be achieved and how it will be accomplished.

Consider:

Failing to create a requirements document can lead to confusion, miscommunication and disagreements among team members and stakeholders. It can also make it difficult to track progress and ensure that discovery goals are met.

Strategy:

Develop a comprehensive requirements document that clearly articulates the discovery’s objectives, scope, functional and non-functional requirements, as well as any dependencies or constraints. This document should serve as a reference point throughout the discovery ‘s lifecycle, ensuring that everyone remains aligned with the discovery‘s goals.

In summary, defining scope and requirements is a fundamental step in the success of your discovery. By diligently gathering business requirements, identifying technical requirements and constraints and creating a comprehensive requirements document, you establish a solid foundation for discovery execution.

6. Data Gathering and Analysis In today’s data-driven world, the ability to gather, analyse and derive insights from data is a cornerstone of a successful discovery. Next, we will explore the vital processes of data gathering and analysis, emphasising the importance of data collection, data sources and methods and the critical task of analysing data for insights.

6.1

Importance of Data Collection:

Effective data collection is the bedrock upon which informed decision-making rests. Gathering relevant data provides the empirical basis for understanding context, identifying trends and making data-driven decisions.

Strategy:

Consider:

Insufficient or inaccurate data collection can lead to decisions that are based on assumptions rather than facts. This can result in poor resource allocation, missed opportunities and risks that go unnoticed.

6.2

Begin by defining clear data collection objectives. Identify the specific data points that are crucial to understanding the discovery‘s progress and impact. Use a variety of data collection methods, such as surveys, interviews, user analytics, technology audits and automated data collection tools (if available), to gather comprehensive and reliable data.

Data Sources and Methods:

Understanding where to find the data you need and the methods to collect it is essential. Data sources can be internal, external, structured, or unstructured and the methods used must be tailored to the nature of the data.

Strategy:

Consider:

Inadequate consideration of data sources and methods can lead to incomplete or biased data, making it challenging to draw accurate conclusions and insights.

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Conduct a thorough assessment of potential data sources, both within your organisation and externally. Leverage data collection methods that suit the nature of the data— quantitative, qualitative, or mixed-method approaches. Ensure that data collection is ethical, compliant with regulations and respects privacy.

Discovery Phase Success - Data Gathering and Analysis

6.3

Analysing Data for Insights:

Collecting data is only the first step; the real value comes from analysing it to extract actionable insights. Proper analysis allows you to identify trends, anomalies and correlations that inform strategic decisions.

Strategy:

Consider:

Neglecting data analysis can result in missed opportunities for improvement and innovation.

It can also lead to errors in judgment and discovery outcomes that fall short of their potential.

Employ appropriate data analysis techniques, which may include statistical analysis, data visualisation, machine learning, or data mining, depending on your discovery’s needs. Collaborate with data analysts or data scientists who possess the expertise to interpret the data effectively. Use data analysis tools and software to streamline the process and uncover valuable insights.

In summary, data gathering and analysis are integral to successful IT discovery projects. By recognising the importance of data collection, carefully selecting data sources and harnessing the power of data analysis, you empower your discovery with the insights needed to make informed decisions and drive meaningful outcomes.

7. Risks and Mitigation Risks are an inherent part of the journey when running complex discovery projects. In this chapter we discuss the critical processes of risk assessment and mitigation, addressing the identification of potential risks, assessing the impact and likelihood as well as strategies for risk mitigation.

7.1

Identifying potential risks:

Recognising and acknowledging potential risks is the first and foremost step in managing them effectively. Risks can take various forms, from technical challenges and resource constraints to external factors such as market shifts or regulatory changes.

Strategy:

Consider:

Failing to identify potential risks can leave your discovery vulnerable to unexpected issues, leading to delays, budget overruns, or even failure.

7.2

Begin by conducting a comprehensive risk assessment with your discovery team.

Encourage open communication and brainstorming sessions to identify all possible risks, regardless of their perceived likelihood or impact. Leverage historical data and lessons learned from past discovery projects to uncover potential pitfalls.

Assessing Impact and Likelihood:

Once risks are identified, it’s essential to assess their potential impact and likelihood of occurrence. Not all risks are equal and understanding their significance allows you to prioritise and allocate resources effectively.

Consider:

Ignoring the assessment of risk impact and likelihood can result in a misallocation of resources and efforts. Focusing on low-impact, low-likelihood risks at the expense of more critical ones can lead to missed opportunities for mitigation.

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Strategy:

Implement a systematic approach to evaluate each identified risk. Consider factors such as the potential impact on discovery objectives, timelines and budget. Simultaneously, assess the likelihood of the risk materialising. Use qualitative and quantitative techniques, such as risk matrices or risk modelling, to categorise and prioritise risks.

Discovery Phase Success - Risk Assessment and Mitigation

7.3

Strategies for Risk Mitigation

After assessing the risks, the next step is to formulate strategies for risk mitigation. Mitigation involves developing plans to reduce the likelihood and impact of identified risks, allowing your discovery to navigate potential obstacles proactively.

Strategy:

Consider:

Neglecting risk mitigation strategies can lead to vulnerabilities that could have been addressed, resulting in costly consequences and setbacks.

For each identified risk, develop a tailored mitigation plan that outlines specific actions, responsibilities and timelines. Mitigation strategies may include risk avoidance, risk reduction, risk sharing, or contingency planning. Continuously monitor and update your mitigation strategies as the discovery progresses, adapting to changing circumstances.

In conclusion, risk assessment and mitigation are integral aspects of successful discovery project management. By identifying potential risks, assessing their impact and likelihood and developing robust mitigation strategies, you can enhance your discovery’s resilience and minimise the likelihood of costly setbacks.

8. Secure by Design In an era defined by the relentless evolution of technology, ensuring the security of discovery projects is not just an option; it’s a mandate. This chapter addresses the pivotal role of Secure by Design, emphasising an understanding of Secure by Design principles, integrating security into the discovery phase and compliance and regulatory considerations.

8.1

Understanding Secure by Design Principles

Secure by Design is a proactive approach to cybersecurity that integrates security considerations into every phase of the discovery project lifecycle. It’s about treating security as a foundational element rather than an add-on or afterthought.

Strategy:

Consider:

Traditional security measures often focus on patching vulnerabilities or addressing threats after they’ve emerged, leaving discovery projects susceptible to breaches and costly security incidents.

8.2

Embrace the core principles of Secure

by Design, such as threat modelling, risk assessment and secure architecture. This approach encourages security to be an integral part of discovery planning and implementation from the outset, reducing vulnerabilities and minimising the potential for security breaches.

Integrating Security into the Discovery Phase:

The discovery phase serves as the ideal entry point for integrating security into your discovery project. By embedding security practices early, you ensure that security is woven into the discovery project’s DNA. Strategy:

Consider:

Neglecting security considerations during the discovery phase can lead to security gaps and vulnerabilities that may not become evident until later in the discovery, resulting in costly retroactive fixes.

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Collaborate with security experts and architects to identify potential security risks, threats and vulnerabilities specific to your discovery. Incorporate security requirements into your discovery’s objectives, scope and design. Conduct security assessments and threat modelling to proactively address your discovery security concerns.

Discovery Phase Success - Secure by Design

8.3

Compliance and Regulatory Considerations:

In today’s regulatory landscape, organisations are often bound by stringent data protection and compliance requirements. Failure to meet these standards can lead to legal ramifications and reputational damage.

Strategy:

Consider:

Overlooking compliance and regulatory considerations can result in non-compliance, which can lead to fines, legal actions and a tarnished reputation.

Identify the relevant compliance standards and regulatory requirements that pertain to your discovery. Collaborate with legal and compliance experts to ensure that your discovery’s design and implementation align with these standards. Implement necessary controls, documentation and reporting mechanisms to demonstrate compliance throughout the discovery’s lifecycle.

In summary, Secure by Design is a fundamental approach to safeguarding your IT discovery projects in an ever-evolving threat landscape. By understanding Secure by Design principles, integrating security into the discovery phase and addressing compliance and regulatory considerations, you fortify your discovery project against potential security breaches and legal risks.

9. Vendor Selection and Partnerships

In the interconnected world of IT, selecting the right vendors and building strategic partnerships are essential components of discovery success. This chapter delves into the intricacies of vendor selection and partnerships, covering the importance of evaluating vendors and service providers, negotiating contracts and SLAs and the significance of building strategic partnerships.

9.1

Evaluating Vendors and Service Providers:

Choosing the right vendors and service providers can significantly impact your discovery’s outcomes. Careful evaluation ensures that you engage with partners who align with your discovery’s goals and deliver quality services or products.

Strategy:

Consider:

Without proper vendor evaluation, you risk choosing partners who may not meet your discovery’s needs, leading to delays, cost overruns and suboptimal results.

9.2

Establish a robust vendor evaluation process that considers factors like reputation, expertise, experience, references and the alignment of their offerings with your discovery’s requirements. Use vendor assessment frameworks to objectively evaluate and compare potential partners.

Negotiating Contracts and SLAs:

Effective contract negotiation and Service Level Agreements (SLAs) are crucial for setting expectations, terms and deliverables with your vendors. Well-crafted contracts and SLAs protect your interests and ensure accountability.

Strategy:

Consider:

Inadequate contract negotiation or SLA definition can lead to misunderstandings, disputes and vendor relationships that fail to deliver as expected.

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Engage legal and procurement experts to draft contracts that clearly outline responsibilities, timelines, payment terms and dispute resolution mechanisms. Define SLAs with measurable metrics and performance indicators that align with your discovery’s goals. Negotiate terms that are favourable and align with the discovery’s objectives.

Discovery Phase Success - Vendor Selection and Partnerships

9.3

Building Strategic Partnerships:

Rather than viewing vendors as mere suppliers, consider them as potential strategic partners.

Cultivating strong relationships with your vendors can provide long-term benefits beyond the current discovery.

Strategy:

Consider:

Treating vendors solely as transactional relationships can limit collaboration, hinder innovation and fail to leverage the full potential of your partnerships.

Foster a culture of collaboration and partnership with your vendors. Engage in open and transparent communication, share insights and explore opportunities for joint innovation.

Consider long-term partnerships that extend beyond the current discovery, where both parties can benefit from mutual growth and success.

In conclusion, vendor selection and partnerships are critical elements of effective discovery. By thoroughly evaluating vendors and service providers, negotiating contracts and SLAs diligently and building strategic partnerships, you ensure that your discovery benefits from the expertise and support of reliable partners.

10. Budgeting & Resource Allocation Effective budgeting and resource allocation are the cornerstones of IT project management.

Chapter 10 delves into the critical aspects of budgeting and resource allocation, addressing the challenges of budgeting for the discovery phase, resource allocation strategies and the importance of contingency planning.

10.1

Budgeting for the Discovery Phase:

The discovery phase lays the groundwork for your IT project and budgeting for this phase is essential. Allocating resources wisely during this phase sets the tone for the project’s overall financial health.

Strategy:

Consider:

Insufficient budget allocation for the discovery phase can lead to inadequate data collection, limited analysis and incomplete planning.

This can result in costly surprises later in the project.

Establish a dedicated budget for the discovery phase that considers the complexity and scope of your project. Include costs for data gathering, analysis, stakeholder engagement and any specialised tools or expertise required. Be prepared to adjust the budget as the project progresses and new insights emerge.

10.2 Resource Allocation Strategies:

Resource allocation is more than just assigning people to tasks; it involves aligning the right resources with the right tasks at the right time. Effective resource allocation is key to meeting project milestones and objectives.

Strategy:

Consider:

Poor resource allocation can lead to bottlenecks, delays and overworked team members. It can also result in underutilised resources, leading to inefficiencies.

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Conduct a thorough assessment of resource needs for the discovery phase. Consider the skillsets required, availability of team members and potential resource constraints. Implement resource allocation strategies that balance workloads, leverage the strengths of team members and ensure that critical tasks are adequately resourced.

Discovery Phase Success - Budgeting and Resource Allocation

10.3 Contingency Planning:

No project proceeds entirely without hiccups. Contingency planning involves preparing for unforeseen challenges, risks, or changes that may impact your project’s budget and resource allocation.

Strategy:

Consider:

Failing to plan for contingencies can leave your project vulnerable to unexpected disruptions, resulting in cost overruns, delays, or project failure.

Create a contingency plan that outlines potential risks, their impact on budget and resources and mitigation strategies. Set aside a contingency reserve within your budget to address unforeseen issues. Continuously monitor and update your contingency plan as the discovery progresses and new risks emerge.

In summary, effective budgeting and resource allocation are critical for the success of your IT project, especially during the discovery phase. By budgeting adequately, strategically allocating resources and planning for contingencies, you empower your project with the financial and human resources needed to navigate challenges and seize opportunity.

11. Project Timeline & Milestones A well-structured discovery timeline with clear milestones is the backbone of effective discovery.

Here we examine the intricacies of project timeline and milestones, addressing the challenges of creating a realistic timeline, setting milestones and deliverables and the significance of tracking progress and adjusting as needed.

11.1

Creating a Realistic Timeline:

One of the key challenges in discovery is establishing a realistic timeline that accounts for all discovery activities and dependencies.

Consider:

Unrealistic timelines can lead to rushed work, increased stress among team members and a higher likelihood of errors or missed objectives.

11.2

Strategy:

Collaborate with your discovery team to create a comprehensive timeline that considers all discovery phases, tasks and dependencies.

Break down the discovery into manageable segments and allocate time realistically, considering potential risks and contingencies.

Setting Milestones and Deliverables:

Milestones and deliverables provide clear checkpoints for progress evaluation and help ensure that the discovery stays on track.

Strategy:

Consider:

Without defined milestones and deliverables, it can be challenging to gauge progress and identify potential issues early.

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Establish specific milestones that mark significant discovery achievements and define deliverables that correspond to these milestones. Ensure that milestones are measurable, achievable and aligned with discovery objectives.

Discovery Phase Success - Discovery Timeline and Milestones

11.3

Tracking Progress and Adjusting as Needed:

Effective discovery requires continuous monitoring of progress against the established timeline and milestones. It’s essential to be proactive in identifying and addressing any deviations from the plan.

Strategy:

Consider:

Neglecting progress tracking can result in missed deadlines, scope creep and a lack of control over the discovery’s direction.

Implement robust management tools and techniques to track progress, such as Gantt charts, project management software and regular status meetings. When deviations occur, be prepared to adjust the timeline, resource allocation, or discovery scope as needed to bring the discovery back on course.

In conclusion, the discovery timeline and milestones are essential tools for discovery. By creating a realistic timeline, setting clear milestones and deliverables while diligently tracking progress, you will remain flexible enough to adjust as needed ensuring that your discovery progresses smoothly and reaches its intended destination.

12. Communication & Stakeholder Management Communication and stakeholder management are the lifeblood of any successful discovery. Now we will explore the critical aspects of communication and stakeholder management, addressing the challenges of effective communication strategies, keeping stakeholders informed plus handling challenges and changes.

12.1

Effective Communication Strategies:

Effective communication is the cornerstone of a successful discovery. It involves conveying information clearly, actively listening to stakeholders and facilitating open and transparent dialogue within the discovery team.

Strategy:

Consider:

Poor communication can lead to misunderstandings, misaligned expectations and conflicts among team members and stakeholders. This can result in delays, scope changes and decreased discovery success.

12.2

Develop a robust communication plan that outlines the who, what, when and how of discovery communication. Ensure that communication channels are well-established, including regular status meetings, reports, emails and collaborative tools. Tailor your communication style and content to your audience, whether they are technical experts or non-technical stakeholders.

Keeping Stakeholders Informed:

Stakeholder management involves identifying, engaging with and satisfying the needs and expectations of all parties involved in the discovery. Keeping stakeholders informed and engaged is essential to maintain their support and buy-in.

Strategy:

Consider:

Neglecting stakeholder engagement can lead to resistance, lack of support and potential roadblocks as stakeholders may feel disconnected from the discovery’s progress.

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Develop a stakeholder engagement plan that identifies key stakeholders, their interests and their communication preferences. Regularly update stakeholders on progress, milestones and any changes. Solicit feedback and input to demonstrate that their perspectives are valued.

Discovery Phase Success - Communication and Stakeholder Management

12.3

Handling Challenges and Changes:

No discovery is immune to challenges, changes, or unexpected events. How you handle these situations can significantly impact outcomes.

Strategy:

Consider:

Poorly managed challenges and changes can lead to disruptions, scope creep and resource constraints, ultimately affecting discovery success.

Establish a change management process that includes assessing the impact of changes, evaluating their necessity and obtaining approval from relevant stakeholders before implementation. Maintain open lines of communication when addressing challenges and proactively identify potential solutions and mitigation strategies.

In conclusion, effective communication and stakeholder management are critical for the success of a discovery. By implementing effective communication strategies, keeping stakeholders informed and adeptly handling challenges and changes, you ensure that your discovery remains on course and garners the support it needs to achieve its goals.

13. Evaluation and Decision Point As your discovery progresses through the discovery phase, it’s crucial to pause and evaluate the journey so far. Evaluation and decision points including assessing the discovery phase progress, making the decision to proceed or pivot and documenting lessons learned can greatly enhance your discovery’s chance of success.

13.1

Assessing the Discovery Phase Progress:

Periodic assessment of your discovery’s progress during the discovery phase is essential to ensure that it aligns with its objectives and remains on track.

Strategy:

Consider:

Neglecting to assess progress can lead to a lack of awareness of potential issues, deviations from the discovery’s goals and missed opportunities for improvement.

13.2

Establish a predefined set of Key Performance Indicators (KPIs) and metrics that reflect the discovery’s goals and objectives. Regularly measure and evaluate the discovery’s performance against these KPIs. This assessment provides insights into whether the discovery is meeting its intended outcomes and identifies areas that require attention.

Decision to Proceed or Pivot:

Based on your assessment of progress, you will arrive at a crucial juncture: the decision to proceed with the discovery as planned or pivot based on new insights and emerging data.

Strategy:

Consider:

Failing to make a well-informed decision can lead to wasted resources on a discovery that may no longer align with the organisation’s goals or market conditions.

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Consider all available data, feedback from stakeholders and insights gained during the discovery phase assessment. Evaluate whether the discovery’s objectives and expected outcomes are still relevant and achievable. Be prepared to make the tough decision to pivot or make course corrections if necessary to ensure the discovery’s success.

Discovery Phase Success - Evaluation and Decision Point

13.3

Documenting Lessons Learned:

Every discovery, regardless of its outcome, offers valuable lessons that can inform future initiatives. Documenting these lessons learned is a critical part of continuous improvement.

Strategy:

Consider:

Neglecting to document lessons learned can result in the repetition of past mistakes, missed opportunities for improvement and a failure to capitalise on the knowledge gained.

Encourage the discovery team to reflect on what went well and what could have been done differently. Document these insights in a structured manner, categorising them as best practices, challenges faced and potential improvements. Share these lessons across the organisation to promote a culture of learning and continuous improvement.

In conclusion, the evaluation and decision point in the discovery journey are essential for ensuring that your discovery remains aligned with its goals and objectives. By assessing progress, making informed decisions and documenting lessons learned, you not only enhance the success of the current discovery but also pave the way for more effective discoveries in the future.

14. Conclusion As we conclude our discovery journey it’s time to reflect on the key takeaways and look ahead to the implementation phase.

Figure 2 Discovery Benefits

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Discovery Phase Success - Conclusion

14.1 Recap of Key Takeaways Throughout this eBook, we’ve explored a comprehensive roadmap for navigating the discovery phase of IT projects. Here are some of the key takeaways:

1

The Importance of Discovery: Understanding the significance of the discovery phase in shaping the success of your IT project.

2

Team Building and Collaboration: Selecting the right team members, defining their roles and fostering cross-functional collaboration.

3

Scope and Requirements: The critical process of defining clear objectives, gathering business and technical requirements as well as creating a comprehensive requirements document.

4

Data Gathering and Analysis: The role of data in decision-making, data sources and methods, and techniques for analysing data for insights.

5

Risk Assessment and Mitigation: Identifying, assessing, and mitigating risks effectively to safeguard your project.

6

Secure by Design: Integrating security from the outset, addressing compliance and regulatory considerations while making security a core principle.

7

Vendor Selection and Partnerships: Evaluating vendors, negotiating contracts and fostering strategic partnerships to augment your discovery.

8

Budgeting and Resource Allocation: Allocating resources wisely, creating a realistic budget and planning for contingencies.

9

Discovery Timeline and Milestones: Setting a realistic timeline, defining milestones and tracking progress diligently.

Communication and Stakeholder Management: Employing effective communication

10 strategies, keeping stakeholders informed and adeptly handling challenges and changes.

Evaluation and Decision Point: Assessing progress, making informed decisions to proceed

11 or pivot and documenting lessons learned.

Discovery Phase Success - Conclusion

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Embarking on a discovery is a multifaceted journey filled with challenges and opportunities. As an IT leader or decision maker, you play a pivotal role in steering your organisation toward success.

Remember that:

Your commitment to thorough planning, proactive risk management and transparent communication sets the tone for the discovery’s success.

Collaboration, both within your discovery team and with external partners, is the key to innovation and overcoming challenges.

Embracing change and being adaptable are essential qualities that can turn obstacles into stepping stones.

Continuous learning and improvement are at the heart of successful discovery. The lessons learned in one discovery pave the way for even greater achievements in the future.

14.2

Looking Ahead to Implementation:

With a well-structured roadmap from the discovery phase, you are now poised for the exciting journey of project implementation. Keep your vision clear, your team engaged and your communication channels open. Stay agile and be prepared to adapt as you navigate the intricacies of execution.

Your organisation’s success and the realisation of your project’s objectives are within reach.

Continue to lead with vision, determination and a commitment to excellence. We wish you the utmost success in your IT endeavours and may your projects be a testament to the power of careful planning, strategic decision-making and effective leadership.

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Discovery Phase Success - Conclusion

15. Discovery as a Service (Daas) Certes has been established for 40 years within the IT industry, specialising in the public sector for 25 years.

Due to the complex nature of discovery, we found that the demand for discovery as a packaged service has been increasing amongst our central government clients. To meet this growing demand, we have created a flexible governance model which allows us to easily deploy Discovery as a Service independently into our government client’s business. We call this the Certes Tech Fusion Discovery Framework.

Created by our own team of Discovery Architects our Tech Fusion Discovery Framework provides bespoke governance and process structure to ensure the successful and consistent delivery of a discovery phase. Our Tech Fusion Framework is unique. It is built around the following 5 technology specialisms (pillars): Cloud, Infrastructure, Applications, Data and Security. These discovery specialisms can be deployed individually or combined to create a bespoke discovery solution to meet our client’s needs.

DaaS flexibility and our unique SQEP resourcing model allows our clients to conduct their discovery knowing the best SMEs are always available and allows for an independent discovery phase without upfront supplier, vendor or solution commitments. We provide accurate, unbiased and consistent discovery data to enable your organisation to make accurate decisions.

Our specialist DaaS teams will help you bring the right stakeholders together to gather and create important data, outline product architecture, investigate functional and nonfunctional requirements, select a stack, assess costs and plan project development, delivering optimum results as part of your transformational journey.

We offer fresh perspectives, domain knowledge and invaluable experience, ultimately steering your project towards smoother waters and greater success.

Discovery Phase Success - Discovery as a Service

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Certes Daas Provides

Key Benefits

SQEP

Instant access to technical and programme SMEs

Vendor & Solution Agnostic

Select your suppliers based on your actual requirements

Independent Discovery

Unbiased discovery data

Scalable Resources

Flex resources quickly and easily based on your project requirements

Tech Fusion Disovery Framework

We specialise in DaaS. Our Tech Fusion Framework provides all the governance required to provide consistently excellent results.

Whether you’re a seasoned IT leader or a newcomer to the field, we can help you to make informed decisions and optimise the outcomes of your IT endeavours.

Find out more here: About Certes Discovery as a Service: https://www.youtube.com/watch?v=YgsOrTTDiO0 Discovery Webinar: https://www.youtube.com/watch?v=5aHeH2mcz6M All Certes Podcasts: https://spoti.fi/49wFYoL All Webinars and Interviews: https://bit.ly/3FCSNQI

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Discovery Phase Success - Discovery as a Service

Free 2-Hour IT Discovery Consultation We offer a Free IT Discovery Consultation, a unique opportunity to enhance your IT projects. This initial assessment is a personalised 2-hour session with Discovery experts, tailored to address your specific challenges and goals, providing you with actionable strategies to ensure your IT initiatives succeed.

What you’ll gain from our FREE IT Discovery Consultation: Identify current challenges: You’ll have the chance to discuss your specific IT pain points with a technical expert who can truly understand your concerns.

Discover the power of exploration: Learn how the discovery process can transform your projects, providing you with deeper insights and more effective solutions.

No obligation: There’s absolutely no commitment required. We’re here to help you, without any strings attached.

Avoid program or project failure: Our experts can help to identify areas of concern before the start of a program or project, which will help mitigate risks.

Confidence and clarity in your next project: Armed with the knowledge and insights gained from this free 2-hour consultation, you wil be able to embark on your next project with a newfound confidence.

Unlock budget potential: Minimise the risk of overspending on your project by being fully prepared with the insights from our Discovery.

No risk, no obligation – just results!

Book Your Free Consultation Here Discovery Phase Success - Discovery as a Service

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