Stage 2
Define high level needs

Description of lifecycle stage

This stage follows the Vision stage and is initiated by the problem owner based on a defined need for procuring a new system, to satisfy specific objectives derived from the Vision.

Based on this this initial problem definition the scope and high-level requirements will be defined. At this stage, similar authorities’ case studies can help the problem owner identify if other authorities are faced with the same problem, and how they tried to address it. In particular, how they scoped it and defined their high-level requirements.

Considerations for Stage 2

During this stage, authorities should consider developing an initial problem definition, defining the scope and the high-level requirements. This could include:

• Confirm policy goals and objectives to be achieved
• Use policy goals and objectives to identify relevant use-cases.
• Carry out a high-level assessment of what existing systems, assets and services are affected by the proposed system and the resulting impacts. This includes:
  • Those replaced by the proposed system
  • The required and/or desirable Interfaces
• Carry out a gap analysis to confirm what needs to be implemented to deliver the requirements, using the Smart Streets use-cases as a reference where appropriate
• Consider whether procurement is necessary to fulfil the objectives and if it is engage with the procurement team to commence the development of a procurement strategy, including the activities for stage 3, set out below

Start the project management process, using appropriate methods to work within the Authority’s governance structures. For example, this could include identifying a senior responsible officer setting up a project board with suitable representatives to provide challenge, and commencing the project risk and issue register.