Out-of-scope business functions and features refer to those activities or capabilities that are not included in the scope of a project or product development request (PDR). These are tasks, processes, or functionalities that are explicitly excluded from the project or product requirements.
When defining out-of-scope business functions and features for a PDR, it is important to clearly outline what will not be addressed or delivered as part of the project. This helps manage expectations and prevents scope creep. Here are some common examples of out-of-scope elements for a PDR:
Advanced Features
Any advanced or complex features that are beyond the basic requirements of the project, it highlights that any highly complex or sophisticated functionalities that go beyond the core, basic requirements of the project are considered out of scope.
For overall awareness, the key points are:
Advanced or Complex Features, this refers to feature capabilities that are more intricate, comprehensive, or specialized than the fundamental requirements defined for the project. These advanced features may provide enhanced capabilities, integrations, or customizations that extend beyond the agreed-upon scope.
Beyond Basic Requirements, the focus is on the core, essential requirements that the project needs to deliver. Anything that exceeds these basic, necessary functionalities is deemed out of scope for the current project.
KEY INSIGHT: The clear delineation of advanced features being out of scope helps manage expectations and ensures the project stays focused on delivering the fundamental capabilities within the defined constraints. This prevents scope creep and allows the team to prioritize the critical requirements over more complex, optional functionalities.
KEY VALUE: By explicitly calling out advanced features as out of scope, the project can maintain its core objectives and avoid getting drawn into developing unnecessary, resource-intensive capabilities that are not essential for the initial phase.
Third-Party Integrations
Integrations with external systems or third-party applications that are not essential to the core functionality of the product, it highlights that any integrations with external systems or third-party applications that are not essential to the core functionality of the product are considered out of scope.
The key points are:
Integrations with External Systems or Third-Party Applications, this refers to connecting the product or project to other software, platforms, or services that are developed and managed by external parties.
These could include integrations with CRM tools, accounting software, data analytics platforms, and various other third-party systems.Not Essential to Core Functionality, the focus is on the primary, fundamental capabilities that the product needs to deliver. Any integrations that are not directly required to support the core functions and features of the product are deemed out of scope for the current project.
KEY INSIGHT: By stating that third-party integrations that are not essential to the core product functionality are out of scope, the project can maintain a clear focus on delivering the primary features and capabilities. This will avoid scope creep and ensures the team can prioritize the critical product requirements.
KEY VALUE: Defining third-party integration limits upfront helps manage stakeholder expectations and ensures the project stays within the defined boundaries, resources, and timelines. It allows the team to prioritize the most important integrations that are necessary for the product's core functions.
Customization Requests
Customization or bespoke development that goes beyond the standard features offered by the product, it addresses any customization or bespoke development that exceeds the standard features and capabilities offered by the product.
Here are the key points:
Customization or Bespoke Development, this refers to tailoring the product or creating unique functionality that is specific to the needs of an individual customer or use case. It involves going beyond the out-of-the-box features and configurations to create specialized, made-to-order enhancements.
Beyond Standard Product Features, the focus is on the core, standard set of features and functionalities provided by the product. Any customization requests that require significant additional development or modification of the product's baseline capabilities are considered out of scope.
By clearly defining customization requests as out of scope, the project can maintain a clear boundary around the standard product offering. This helps manage the following:
Expectation, manage customer/stakeholder expectations around the level of personalization available.
Prevention, prevent scope creep by avoiding open-ended, bespoke development work.
Focus, Ensure the project can deliver the core product efficiently without getting sidetracked by extensive customization demands.
Establishing these limits upfront allows the team to prioritize the standard product features and functionalities, while still accommodating a reasonable degree of configuration to meet specific customer needs within the defined scope.
KEY INSIGHT: By clearly defining customization requests as out of scope, the project can maintain a clear boundary around the standard product offering, manage stakeholder expectations, and ensure efficient delivery of the core product features without scope creep.
KEY VALUE: Defining customization requests as out of scope provides clarity on the standard product offering, manages expectations, and enables efficient delivery of the project's primary objective.
Legacy System Migration
Migration of data or processes from legacy systems that are not directly related to the new product development, it addresses the migration of data or processes from existing, outdated systems that are not directly relevant to the new product development.
Here are the key points:
Legacy System Migration, this refers to the process of transferring information, workflows, or functionalities from older, legacy software or IT systems. It involves extracting data, converting formats, and integrating processes from the legacy environments.
Not Directly Related to New Product, the focus is on the development and deployment of the new product or project. Any migration efforts that are not essential to or directly supporting the core functionality of the new product are considered out of scope.
By defining legacy system migration as out of scope, the project can maintain a clear delineation between the new product development and the potentially complex and time-consuming task of migrating from old systems and this helps manage the following:
Prevention, prevent the project from getting bogged down in legacy system integration challenges.
Focus, ensure the team can concentrate on delivering the new product's core capabilities efficiently.
Expectation, manage stakeholder expectations by clearly establishing the boundaries of the new product development.
KEY INSIGHT: Establishing these limits upfront allows the organization to plan and resource the legacy system migration as a separate, parallel effort, rather than trying to incorporate it within the new product delivery timeline and scope.
KEY VALUE: This separation of concerns helps the project stay focused on its primary objectives while still addressing the necessary legacy system migration through a dedicated, independent initiative.
Training and Support
Extensive training programs or ongoing support services that are not part of the initial project scope, it addresses the extensive training programs or ongoing support services that are not part of the initial project scope for the new product development.
Here are the key points:
Training Programs, this refers to any comprehensive or specialized training initiatives required to educate users on how to effectively utilize the new product. It includes activities such as in-person workshops, e-learning modules, user manuals, and other instructional materials.
Ongoing Support Services, this encompasses the continuous technical assistance, troubleshooting, and maintenance services provided to customers after the product's initial deployment. It involves handling user inquiries, resolving issues, and providing updates or enhancements to the product over time.
Not Part of Initial Scope, the focus is on delivering the core functionality and capabilities of the new product as defined in the initial project requirements. Any extensive training programs or ongoing support services that go beyond the initial scope are considered out of scope for the current project.
By defining training and support as out of scope, the project can maintain a clear boundary around the product's deployment and initial delivery. This helps manage the following:
Prevention, prevent the project from being burdened with extensive user enablement and long-term support responsibilities.
Focus, Ensure the team can concentrate on building and launching the new product's core features efficiently.
Expectation, manage stakeholder expectations by clearly establishing what is included in the initial project scope.
KEY INSIGHT: Defining training and support as out of scope, the project can maintain a clear boundary around the product's initial deployment, ensure efficient delivery of the core capabilities, and manage stakeholder expectations - while allowing these enablement and support activities to be handled separately.
KEY VALUE: This separation of concerns helps the project stay focused on its primary objectives of developing and deploying the new product, while the training and support can be addressed through dedicated efforts after the initial launch.
Infrastructure Changes
Changes to the underlying infrastructure or network architecture that are not necessary for the project delivery, it addresses modifications to the underlying IT infrastructure or network architecture that are not directly necessary for the delivery of the project.
Here are the key points:
Underlying Infrastructure, this refers to the foundational hardware, software, and networking components that support the IT environment. It includes servers, storage systems, operating systems, databases, and the overall network configuration.
Network Architecture, this encompasses the design and implementation of the communication pathways, connectivity, and protocols that enable data exchange. It involves aspects like routers, switches, firewalls, and the overall topology of the network.
Not Necessary for Project Delivery, the focus is on delivering the core functionality and capabilities defined for the specific project. Any infrastructure or network changes that are not directly required to support the project's requirements are considered out of scope.
By defining infrastructure changes as out of scope, the project can maintain a clear boundary around the necessary technical implementation for the product or service being delivered. This helps manage the following:
Prevention, prevent the project from getting sidetracked by complex or unnecessary infrastructure upgrades.
Focus, ensure the team can concentrate on developing and deploying the product's core features efficiently.
Expectations, manage stakeholder expectations by clearly establishing the technical requirements within the project's scope.
KEY INSIGHT: By defining infrastructure and network architecture changes that are not necessary for the project delivery as out of scope, the project can maintain a clear technical implementation boundary. This prevents scope creep and ensures the team can concentrate on deploying the product's core features , while allowing broader infrastructure initiatives to be handled as separate, parallel efforts.
KEY VALUE: This separation of concerns helps the project stay focused on its primary objectives while still addressing the necessary infrastructure changes through dedicated, specialized work streams.
Regulatory Compliance
Compliance with specific industry regulations or standards that are not relevant to the product being developed, it addresses the compliance with specific industry regulations or standards that are not directly relevant to the product or service being developed.
Below are the key points:
Industry Regulations and Standards, this refers to the laws, rules, guidelines, and best practices mandated by governing bodies or industry associations. These can include data privacy requirements, security protocols, accessibility standards, and other compliance obligations.
Not Relevant to the Product, the focus is on developing the core functionality and features defined for the specific product or service. Any compliance requirements that are not directly applicable to the product's intended purpose and use case are considered out of scope.
By defining regulatory compliance that is not relevant to the product as out of scope, the project can maintain a clear boundary around the necessary compliance efforts. This helps manage the following:
Prevention, prevent the project from getting burdened with extensive compliance work that is not essential to the product.
Focus, ensure the team can concentrate on building and delivering the product's core capabilities efficiently.
Expectation, manage stakeholder expectations by clearly establishing the compliance requirements within the project's scope.
Establishing these limits upfront allows the organization to plan and resource any broader compliance initiatives as separate, parallel efforts, rather than trying to incorporate them within the project's delivery timeline.
This separation of concerns helps the project stay focused on its primary objectives while still addressing the necessary compliance requirements that are directly relevant to the product through dedicated, specialized work streams.
Additional Modules
Development of additional modules or functionalities that are not part of the initial project requirements, it pertains to the creation of supplementary modules or functionalities that extend beyond the initial project requirements.
Below are the key points:
Development of Additional Modules, this involves the design and implementation of extra components or features that enhance the product beyond its original specifications. These additional modules may provide new capabilities, improved user experiences, or enhanced performance.
Not Part of Initial Project Requirements, the focus is on delivering the core functionalities and features outlined in the initial project scope. Any development efforts related to extra modules that are not included in the original requirements are considered out of scope for the current project.
By defining the development of additional modules as out of scope, the project can maintain a clear delineation between the primary project deliverables and any supplemental functionalities. This helps manage the following:
Prevention, prevent the project from expanding beyond its defined scope and timeline by adding unnecessary features.
Focus, ensure the team can concentrate on delivering the core functionalities efficiently.
Expectation, manage stakeholder expectations by clearly establishing the boundaries of the initial project requirements.
KEY INSIGHT: Establishing these limits upfront allows the organization to prioritize the essential project features and functionalities, while considering the development of additional modules as potential future enhancements or separate projects.
This separation of concerns enables the project team to focus on meeting the current project objectives effectively, while still allowing for the possibility of incorporating additional modules in future iterations or projects.
It is crucial to document these out-of-scope items clearly in the project documentation to avoid misunderstandings and ensure that the project stays on track. This helps in managing stakeholders' expectations and delivering the project within the defined scope, time, and budget constraints.