Project Selection Process S400

S400 - Feasibility Prototype

DEFINITION

Construct a prototype of the full system to demonstrate that the preferred solution is viable prior to finalising the full purchase contract.

SUMMARY

A prototype of the proposed solution is produced to demonstrate its viability and/or cost effectiveness, benefit etc.  It would be completed before agreeing to contract for the full solution.  The prototype and associated installation work and services may be provided free of charge by the vendor, or may be paid for, subject to an initial contract, as a paid investigation before a major investment programme.

The construction of the system may be at the client organisation, at the vendor’s facilities or at a suitable third party, for example a Consultants demonstration installation or a computer bureau.  The work will normally involve both the vendor and project team staff.

PATH PLANNING GUIDANCE

This process is optional.   It is not common practice, but may be used where it is appropriate to agree with the vendor to produce an initial prototype before commissioning the full system.

DEPENDENCIES

Prerequisites (Finish-Finish):

• Agree final marks and issues (S230)
• Benchmark (if required) (S240)
• Prepare and agree Selection Report (S250)

Dependent procedures (Finish-Finish):

• Agree contract with preferred vendor(s) (S310)

RECEIVABLES

• “demonstration” system supplied by the vendors
• contract or licence to use the components of the prototype system
• vendors’ proposals as modified by any subsequent correspondence
• reports / questionnaires from vendor demonstrations
• report from Package Fit tests (if any)
• findings from the final evaluation of marks and issues
• findings from Benchmarking (if any)
• Selection Report

DELIVERABLES

• Prototype
• Prototype Report

TOOLS

• (none)

DETAILED DESCRIPTION OF TASKS

The objectives and circumstances of a Feasibility Prototype will vary according to needs.  Given the variety of approaches that may be appropriate.

In many ways, the work involved in the construction of the prototype is a preliminary version of the prototyping and design work conducted during the Delivery Segment.  Many of the same design, technical and organisational considerations will apply and these are not considered here in any detail.  In some cases the exercise may be treated as a small Delivery Segment project in advance of the main implementation.

Prototyping techniques and concepts are considered in more detail in the Delivery Segment process D400.

It is worthwhile, however, noting some key considerations:

• Identify the precise objectives and scope of the prototyping exercise.  Normally it should be restricted to areas of genuine concern or risk.  It need not be a full working version of the final solution.
• Identify and agree the resourcing needs such as:
• staffing
• responsibilities
• time
• equipment
• software
• costs.
• Review the overall project plans and estimates for the effect of any changes in resourcing, timescales and costs.  Check how the net benefit is affected and ensure that the overall project remains beneficial.
• Make sure it is clear that the prototype is for evaluating the feasibility of the solution and is not a shortcut to providing the full solution - it will take longer and cost more than a project which omits this stage.
• Base the prototype upon the real needs of the organisation.  If necessary, involve the relevant users and management from the client organisation.
• It may be appropriate to treat the exercise as a series of specific tests.  If so the generic approach to testing may be applied.  Tests may be defined as objectives and in detail along with expected results using.  The process may be controlled with using test forms that are used to control any reported incidents and track them to resolution.  (See the appropriate Delivery Segment processes for further details of the approach to testing.)
• Work with the vendor so that the vendor can guide the project team towards all available solutions and is in a position to remedy any problems.
• Review the findings with the Project Sponsor and with key decision makers.  If required, document the evidence, the agreed findings and conclusions in a Prototype Report.