Assessing Feasibility: Strategies for Obtaining User Approval for Your Next Agile Project with Document Templates

Example of Feasibility Study

here’s an example of how the template could be used for a real-life project:

1. Meeting Date and Time: March 31, 2023, 10:00 AM
2. Meeting Attendees: John Smith (Client), Jane Doe (IT Consulting Company)
3. Purpose of the Meeting: Discuss the feasibility of an Agile development project for a new e-commerce website.
4. Project Overview:
   • The objective of the project is to create a new e-commerce website for the client’s business, which sells apparel and accessories online.
   • The business needs a new website to replace the existing one, which is outdated and not user-friendly.
5. Scope of the Project:
   • The project will involve designing and developing a new website with a modern, user-friendly interface that will attract more customers to the client’s business.
   • The website will include features such as product pages, a shopping cart, a checkout process, and a customer account management system.
6. Stakeholders:
   • The client, John Smith, is the primary stakeholder and will be responsible for providing feedback and approving the final product.
   • The IT consulting company, Jane Doe, will be responsible for designing and developing the website.
7. Use Case / user story:
   • Use cases will include scenarios such as browsing products, adding items to the cart, and completing the checkout process.
8. Project Timeline:
   • The project will be completed in three phases: design, development, and testing.
   • The design phase will take approximately two weeks, the development phase will take four weeks, and the testing phase will take two weeks.
9. Project Risks:
   • The main risks for the project include delays due to unforeseen issues, such as technical difficulties or changes in requirements.
   • To mitigate these risks, the IT consulting company will provide regular progress updates and communicate any issues or changes to the client promptly.
10. Next Steps:

• The next steps for the project will be to finalize the requirements and obtain approval from the client to proceed with the project.
• The IT consulting company will provide a detailed proposal outlining the scope, timeline, and cost of the project based on the requirements discussed in the meeting.

What is Next ? After the First Meeting

Here is a template:

1. Finalize the Requirements:

• Gather all relevant information about the project requirements.
• Define and prioritize the requirements using the Agile approach.
• Document the requirements in a clear and concise format.

Here’s an elaboration on each of the three steps for finalizing the project requirements:

• Gather all relevant information about the project requirements: To gather all relevant information about the project requirements, you’ll need to engage with the client and other stakeholders to learn about their needs and goals for the project. This could involve conducting interviews, surveys, focus groups, or workshops to elicit the requirements. You should also review any existing documentation, such as the client’s business plan, market research, or previous project artifacts, to gain a deeper understanding of the project’s context and objectives.
• Define and prioritize the requirements using the Agile approach: Once you’ve gathered all relevant information about the project requirements, the next step is to define and prioritize the requirements using an Agile approach. This means breaking down the requirements into smaller, more manageable pieces, such as user stories or epics, and organizing them into a prioritized backlog. The Agile approach emphasizes collaboration, so it’s important to involve the client and other stakeholders in this process to ensure that the requirements are accurately captured and prioritized.
• Document the requirements in a clear and concise format: Finally, it’s essential to document the requirements in a clear and concise format that can be easily understood by the development team and other stakeholders. This could involve creating a product backlog that includes user stories, acceptance criteria, and any other relevant information. It’s important to ensure that the requirements are traceable, so that the development team can easily link them back to the business objectives of the project. You may also want to use visual aids, such as flowcharts or wireframes, to help illustrate the requirements and ensure that everyone has a shared understanding of the project scope.

Example

Here is an example of how you might apply each of the three steps to finalize the project requirements for an e-commerce website project:

Gather all relevant information about the project requirements:

For the e-commerce website project, you might conduct a workshop with the client and other stakeholders to learn more about their needs and goals for the project. During the workshop, you might ask questions such as:

• What are the main objectives of the new website?
• What types of products will be sold on the website?
• Who are the target customers for the website?
• What features and functionality are most important to the client and the customers?

You might also review any existing documentation, such as the client’s business plan or market research, to gain a deeper understanding of the project context and objectives.

Define and prioritize the requirements using the Agile approach: Based on the information gathered during the workshop and your review of existing documentation, you might define and prioritize the requirements for the e-commerce website project. You might break down the requirements into user stories, such as:

• As a customer, I want to be able to browse products by category so that I can easily find what I’m looking for.
• As a customer, I want to be able to view product details, including prices, descriptions, and reviews, so that I can make an informed purchasing decision.
• As a customer, I want to be able to add items to my cart and remove items from my cart, so that I can easily manage my order.
• As a customer, I want to be able to checkout securely and easily, with options for payment and delivery, so that I can complete my purchase quickly.

You would then organize these user stories into a prioritized backlog, based on factors such as business value, risk, and effort required.

Document the requirements in a clear and concise format: Finally, you might document the requirements for the e-commerce website project in a clear and concise format that can be easily understood by the development team and other stakeholders. You might create a product backlog that includes each user story, along with acceptance criteria that describe the specific requirements for each story. You might also use visual aids, such as wireframes or mockups, to illustrate the requirements and ensure that everyone has a shared understanding of the project scope. Additionally, you might consider using a tool such as Jira or Trello to track the progress of the project and manage the product backlog.

 

2. Obtain Approval from the Client:

• Prepare a detailed proposal outlining the scope, timeline, and cost of the project.
• Include a breakdown of the deliverables, milestones, and payment schedule.
• Review the proposal with the client and obtain their approval.

Example

Prepare a detailed proposal outlining the scope, timeline, and cost of the project: Once the project requirements have been finalized, the next step is to prepare a detailed proposal outlining the scope, timeline, and cost of the project. The proposal should provide a comprehensive overview of the project, including the business objectives, requirements, and expected outcomes. It should also include a detailed breakdown of the scope of work, timelines, and milestones for each phase of the project, as well as a clear description of the deliverables to be produced. In addition, the proposal should include a detailed cost estimate that breaks down the costs for each component of the project, such as development, design, and testing.

Include a breakdown of the deliverables, milestones, and payment schedule: It’s important to include a breakdown of the deliverables, milestones, and payment schedule in the proposal to ensure that everyone is on the same page about what will be delivered and when. The deliverables should be clearly defined and mapped out in a timeline that outlines when each deliverable will be completed. The milestones should also be clearly defined, highlighting key points in the project timeline when certain deliverables are expected to be completed. Finally, the payment schedule should be included in the proposal, outlining when and how much the client will be invoiced for each milestone.

Review the proposal with the client and obtain their approval: Once the proposal has been prepared, it’s important to review it with the client and obtain their approval before moving forward with the project. This review process should involve a detailed discussion of the proposal, including the scope of work, timelines, deliverables, and cost estimate. The client should have the opportunity to ask questions and provide feedback on the proposal before giving their approval. It’s also important to ensure that the client understands their obligations under the proposal, such as providing timely feedback and approvals, and making payments according to the agreed-upon schedule. Once the proposal has been approved, it can be used as the basis for the project plan, and work can begin on the project.

 

How to Prepare Detailed Agile Project Proposal

Here’s an example of how you could document the process of obtaining approval from the client:

1. Prepare a detailed proposal outlining the scope, timeline, and cost of the project:

Example Proposal Document:

Project Proposal for [Client Name] Project Title: [Project Name] Project Manager: [Your Name]

Introduction: The purpose of this proposal is to outline the scope, timeline, and cost of the [Project Name] project. This proposal is based on the requirements gathered during the initial consultation with [Client Name] and is intended to provide a clear understanding of the project and its deliverables.

Scope of Work: The scope of work for the [Project Name] project is as follows:

• [List of project requirements]

Timeline: The timeline for the [Project Name] project is as follows:

• Phase 1: [Start Date] to [End Date]
  • [List of deliverables and milestones]
• Phase 2: [Start Date] to [End Date]
  • [List of deliverables and milestones]
• Phase 3: [Start Date] to [End Date]
  • [List of deliverables and milestones]

Cost Estimate: The cost estimate for the [Project Name] project is as follows:

• Development: [Cost breakdown]
• Design: [Cost breakdown]
• Testing: [Cost breakdown]
• Total Cost: [Total project cost]

2. Include a breakdown of the deliverables, milestones, and payment schedule:

Example Deliverables and Milestones Document:

Deliverables and Milestones for [Project Name] Phase 1: [Start Date] to [End Date]

• Deliverable 1: [Description of deliverable]
• Deliverable 2: [Description of deliverable]
• Deliverable 3: [Description of deliverable]
• Milestone 1: [Description of milestone]
• Milestone 2: [Description of milestone]
• Milestone 3: [Description of milestone]

Phase 2: [Start Date] to [End Date]

• Deliverable 4: [Description of deliverable]
• Deliverable 5: [Description of deliverable]
• Deliverable 6: [Description of deliverable]
• Milestone 4: [Description of milestone]
• Milestone 5: [Description of milestone]
• Milestone 6: [Description of milestone]

Phase 3: [Start Date] to [End Date]

• Deliverable 7: [Description of deliverable]
• Deliverable 8: [Description of deliverable]
• Deliverable 9: [Description of deliverable]
• Milestone 7: [Description of milestone]
• Milestone 8: [Description of milestone]
• Milestone 9: [Description of milestone]

Example Payment Schedule Document:

Payment Schedule for [Project Name]

• Milestone 1: [Payment Amount] due on [Date]
• Milestone 2: [Payment Amount] due on [Date]
• Milestone 3: [Payment Amount] due on [Date]
• Milestone 4: [Payment Amount] due on [Date]
• Milestone 5: [Payment Amount] due on [Date]
• Milestone 6: [Payment Amount] due on [Date]
• Milestone 7: [Payment Amount] due on [Date]
• Milestone 8: [Payment Amount] due on [Date]
• Milestone 9: [Payment Amount] due on [Date]

3. Review the proposal with the client and obtain their approval:

Example Meeting Minutes Document:

Meeting Minutes for [Client Name] – [Date]

• Attendees: [List of attendees]
• Discussion: [Summary of proposal discussion]
• Action Items: [List of action items]

4. Obtain the client’s signature on the proposal document:

Example Approval Document:

Approval Document for [Project Name]

• Client Name: [Client Name]
• Project Manager: [Your Name]
• Proposal Date: [Date]
• Proposal Summary: [Summary of proposal]
• Approval Date: [Date]
• Client Signature: [Client signature]

Once the client has signed the approval document, it should be kept on file for future reference.

5. Set up a project kick-off meeting:

Example Meeting Agenda Document:

Project Kick-Off Meeting Agenda – [Project Name]

• Date: [Date]
• Time: [Time]
• Location: [Location]

Agenda:

• Introductions
• Project Overview
• Scope of Work
• Deliverables and Milestones
• Timeline
• Roles and Responsibilities
• Communication Plan
• Project Management Tools
• Next Steps

During the kick-off meeting, you should review the proposal and deliverables with the client, discuss the project timeline and communication plan, and assign roles and responsibilities to team members. You should also discuss the project management tools that will be used to track progress and manage the project.

6. Begin the project:

Once the kick-off meeting has been completed and all parties are in agreement on the project plan, work can begin on the project. Throughout the project, it is important to maintain open communication with the client and provide regular updates on progress and any changes to the project plan. This will help ensure that the project stays on track and meets the client’s expectations.

Example – Detailed Project Proposal

here’s an example of a detailed proposal for an Agile development project:

Proposal for Agile Development Project

Project Name: Online Store Development Project Manager: John Smith Proposal Date: January 1, 2023

Summary: The proposed project involves the development of an online store for a retail company. The website will allow customers to browse products, make purchases, and track orders. The development will follow the Agile methodology and include sprints, daily stand-up meetings, and continuous delivery.

Scope of Work:

• Develop website wireframes and user interface designs
• Create a functional online store that allows customers to browse products, add items to their cart, and complete purchases
• Implement a payment gateway for secure transactions
• Create an account management system for customers to create and manage their accounts
• Develop an order tracking system to provide customers with updates on their orders
• Integrate social media sharing capabilities to allow customers to share products with their friends
• Test the website for functionality and usability

Deliverables and Milestones:

• Website wireframes and user interface designs – Week 1
• Functional online store with payment gateway – Week 3
• Account management system – Week 5
• Order tracking system – Week 7
• Social media sharing capabilities – Week 9
• Final testing and deployment – Week 10

Timeline: The project is expected to be completed within 10 weeks, starting on January 15, 2023 and ending on March 19, 2023.

Roles and Responsibilities:

• John Smith – Project Manager
• Jane Doe – Lead Developer
• Bob Johnson – Developer
• Sarah Lee – Designer
• Sam Jones – Quality Assurance

Communication Plan:

• Daily stand-up meetings to review progress and identify any obstacles
• Weekly project status reports to be shared with the client
• Monthly project review meetings to assess progress and make any necessary adjustments

Project Management Tools:

• Jira for tracking tasks and sprints
• Slack for team communication and file sharing
• GitHub for version control and code management

Cost: The estimated cost for the project is $100,000, with payment due on a bi-weekly basis.

Payment Schedule:

• 25% due upon project initiation (January 15, 2023)
• 25% due upon completion of the online store (February 5, 2023)
• 25% due upon completion of the account management and order tracking systems (February 26, 2023)
• 25% due upon final testing and deployment (March 19, 2023)

Review and Approval: The proposed project plan and estimated cost have been reviewed and approved by the client. By signing below, the client agrees to the project scope, timeline, and payment schedule outlined in this proposal.

 

Client Signature: ________________________ Date: ________________________

Next Steps:

• Project kick-off meeting to be held on January 15, 2023
• John Smith to distribute meeting agenda and confirm attendance with team members and client
• Development work to begin on January 16, 2023

During the project kick-off meeting, the project manager would review the proposal with the client, discuss the project plan and timeline, and assign roles and responsibilities to team members. The meeting would also be an opportunity to establish open communication channels and discuss any potential risks or obstacles that may arise during the project.

Once the meeting has been completed, the development work can begin in accordance with the project plan and timeline. Throughout the project, the project manager and development team would provide regular progress updates and ensure that the project stays on track to meet the client’s expectations.

 

Summary

Obtaining user approval is a crucial step towards project success because without it, the project may not be able to move forward. However, seeking approval before conducting a feasibility study can be risky, as it may result in unrealistic expectations, project delays, or even project failure.

Conducting a feasibility study before seeking approval is important because it helps to identify potential roadblocks and challenges that may impact the project’s success. This includes assessing the technical requirements, available resources, potential risks and constraints, and estimating the cost and schedule for the project. By conducting a feasibility study, project managers can gain a clearer understanding of the project’s scope and requirements, and develop strategies to mitigate risks and ensure project success.

The feasibility process for an Agile project involves a number of important steps, including project initiation, feasibility study, requirements gathering, cost estimation, schedule planning, and risk management. By following these best practices, project managers can identify potential roadblocks and challenges, and develop strategies to mitigate risks and ensure project success.

To increase the likelihood of obtaining user approval, the project manager can employ several strategies, including clearly defining the project scope and timeline, outlining the deliverables and milestones, and establishing open communication channels. By following these strategies, project managers can demonstrate the value of the project to the client and establish trust and confidence in the project team.

Overall, the feasibility process is critical for Agile project success, as it helps to ensure that the project is viable and achievable within an Agile framework. By conducting a thorough feasibility study and following best practices for obtaining user approval, project managers can increase the likelihood of achieving project success and delivering value to the client.