If you were asked to break-down your new software product into a set of requirements, could you easily do that, or you wouldn’t be able to move past the highest level of abstraction?
The above is a hard task, especially when you are early into your product development journey. However, if you want to move from a “vision” to a market-ready product, you’ll need to know how to communicate your product vision as a list of precise requirements. The discovery phase is meant to facilitate that.
What is Discovery Phase
The project discovery phase provides the “space” to formalize your software product vision and put down all the necessary functional and non-functional requirements. It’s a critical step for determining the optimal approach to software development.
The discovery research helps you frame:
- Main problem statement
- Scope and boundaries of the proposed solution
- Team and tech stack you’ll need for the project
- Risks and bottlenecks that may derail your efforts
- Preliminary roadmap for product development and delivery
If you have ever organized a sit-down session with your team (or an outsourcing partner) to collect data for the project and prioritize different requirements, you’ve already done some form of discovery.
That’s because the software discovery phase can emerge organically and intentionally.
Organic discovery occurs when both you and your IT outsourcing partner acknowledge that there is a need for clarifying project requirements and begin to exchange information. It is a natural part of co-creation — one of the key principles of how we work at Edvantis.
Co-creation in IT stands for proactive knowledge sharing and involvement of your IT partner in both the ideation processes and development process. Rather than trying to get all answers in-house, businesses tap into the vendor’s outside perspective and technical know-how to gain innovative suggestions and unbiased assumptions.
International discovery, on the other hand, is a more formal request, typically voiced out by the vendor when they need to collect extra data around the product specs, deliverables, and other business requirements.
Formal discovery sessions are the cornerstone to the successful delivery of managed projects — scoped, end-to-end outsourcing engagements with a set list of deliverables.
The formal discovery process relies on structured business analysis activities such as:
- Stakeholder and end-user interviews
- Product scoping and feature prioritization
- Product architecture analysis or design
- Backlog preparation
The above actions help both parties develop a shared understanding of jobs-to-be-done and provide a time and budget estimation for the development.
The Benefits of a Discovery Phase
IT discovery phase is meant to set proper expectations on both sides pre-engagement and align the two companies on the shared objectives. So that at the end of the planned software development life cycle, you, as a client, would walk away with a product that fully meets your requirements.
From an outsourcing partner perspective, discovery is a crucial step to minimize the risks of:
- Budget overruns
- Extended timelines
- Sub-par product quality
- Unscoped work
- And subsequently — unmet expectations
At Edvantis, we host client discovery sessions for all managed projects. But this step can drive positive outcomes for other types of engagements too.
Benefits of a Discovery Phase
- Sharper business case and solutions vision. Structured analysis helps uncover all project risks and requirements and translate your lofty “vision” into a set of concrete steps, requirements, and deliverables. These, in turn, can be effectively communicated to everyone on your team. And subsequently, used to determine the optimal service model, team composition, scope and priority of work, and work breakdown structure.
- Lower chances of budget and timeline overruns. Per PMI 2018 survey, 52% of IT projects completed in one year experienced scope creep or uncontrolled changes. That’s 43% higher than five years ago! Why such a sharp rise in numbers? Software projects have become significantly more complex, whereas the practices of requirements gathering and formalization remain underused. Discovery phase provides room and structure for defining the scope and subsequently mitigating the risks of overruns.
- Risk assessment and mitigation. Apart from gaining a list of project requirements and deliverables, you can also use the discovery phase as an opportunity to get a second opinion on your tech architecture and tech stack. An experienced IT partner will draw attention to any weaknesses in your infrastructure capabilities, possible incompatibilities, and potential tech or operational constraints. By having this data, you can identify potential project risks and take proactive steps to mitigate them.
Who Takes Part in IT Discovery?
The discovery phase is a two-way engagement, where both parties proactively contribute to the conversation.
Although the composition of the discovery team varies from one project to another, the following team is typically present at Edvantis:
- UX designer — helps collect and formulate non-functional requirements around product performance, usability, and main user flows.
- Business Analyst — assists with functional requirement gathering, clarification, and formalization. Helps spell out the requirements for every behavior and function of the proposed solution.
- Software Architect — assesses the current technical environments and infrastructures. Proposes the best-applicable software architecture design and technology stack.
- Account Manager — facilitates discussions with stakeholders, manages expectations, and proactively addresses any questions or concerns at this stage.
From your side, the following people should be available for client discovery sessions:
- Key stakeholders — typically product management team or a dedicated program manager. Though we also frequently work with partners on the c-suite level. To keep the discussions productive, only involve stakeholders with decision-making power for this particular project.
- Business users — involve end-product users if you haven’t previously collected and prioritized a list of requirements.
- CTO or Senior Software Architect — their knowledge is essential for clarifying technical requirements.
At Edvantis we schedule a series of virtual or in-person workshops with your team that usually involve a general overview session, led by an expert from your end and a follow-up Q&A session, where we pose further questions.
What is the Outcome of the Discovery Phase?
The discovery phase helps validate earlier assumptions, pinpoint the risks and limitations of the proposed solution, and establish subsequent cooperation terms.
At Edvantis, we provide each client with a detailed discovery project report that includes the next deliverables.
Outputs From the Discovery Phase
Problem Statement — a succinct “snapshot” of the problems your solution will address.
Defined and prioritized scope of work (SOW) statement — a project roadmap, describing all the work requirements, specific deliverables, and timelines we can commit to. The document includes:
- List of functional and non-functional requirements
- High-level features prioritized (priority of work)
- Technical requirements and proposed tech stack
Key personnel resources and skillsets identified — an overview of roles, required at your side (typically at PM/PMO level), along with the jointly-approved team composition, and optimal IT service model.
Project risks, assumptions, and limitations — digitalization of the identified risks and constraints that may delay project kick-off or impact the development process if left unaddressed. We also proactively address any limitations, arising due to technical feasibility or other operational constraints.
Access to the information and expert insights will determine the level of details we can provide in the Discovery report. We’ll do our best when it comes to requirements elicitation, collection, and analysis. But we also expect proactive input from you.
The discovery phase helps frame the project requirements and lay the “groundwork” for the subsequent lag of SDLC — development. We use findings from the discovery stage to create the final Scope of Work agreements and move on to the next steps of the engagement process.
The data we together collect at this stage will provide extra context for many decisions that will be made during the later project stages. The better aligned and informed we both are – the better project outcomes we can reach together!
Still have questions left about the discovery phase or other steps in IT outsourcing? Contact one of our account managers.