Guide
DEFINE
Checklist: 0 of 6 completed
DEFINE | WHY → WHAT → VALUE → SOLUTION → FUNDING
From need to a defined, estimated, and approved initiative
INPUT: Business need / trigger
PRIMARY OUTPUT: Defined & Approved Initiative
EXPECTED OUTCOME: Ready to PLAN
TRIGGER
What triggered the need for action?
Frequent stock shortages reported by multiple manufacturing sites despite available inventory in the network.
Examples: stakeholder request; regulatory change; business opportunity; technology lifecycle; operational problem; strategic decision.
INPUT
OUTPUT
Request; event; issue; strategy
Validated trigger statement
PROBLEM
What problem are we solving or what opportunity are we pursuing?
Lack of end-to-end visibility of material coverage and delayed identification of supply risks.
Describe the current situation and impact. Do not embed the solution.
INPUT
OUTPUT
Trigger statement; available evidence
Clear problem / opportunity statement
OBJECTIVE
What must be achieved?
Enable earlier identification and mitigation of material shortages across plants.
Describe the target result, not a system, project, feature, or activity.
INPUT
OUTPUT
Problem statement
Solution-independent objective
EXPECTED OUTCOME
What change should stakeholders experience?
Earlier identification and mitigation of shortages, resulting in fewer shortage-related production disruptions.
Focus on the beneficial change enabled for stakeholders. Outcome is not a deliverable.
INPUT
OUTPUT
Objective; stakeholder needs
Expected outcome statement
SMART SUCCESS CRITERIA
How will we know we succeeded?
By [date], at least [X%] of critical shortages will be identified at least [Y days/hours] before impact, reducing shortage-related disruptions by [Z%] against the agreed baseline.
Specific; Measurable; Achievable; Relevant; Time-bound. All placeholders must be agreed before GO.
INPUT
OUTPUT
Objective; outcome; baseline; measurement data
Agreed SMART success criteria
SCOPE, REQUIREMENTS & CONSTRAINTS
What must the solution cover, and within which boundaries?
Cover selected plants and relevant ERP/supply-chain data; provide central visibility and alerts; use approved platforms and integrations; avoid plant disruption.
Define minimum scope, high-level requirements, exclusions, and known limits needed to shape and estimate the solution.
INPUT
OUTPUT
Objective; outcome; stakeholder needs; current process/system; known boundaries
High-level scope; requirements; key constraints and exclusions
RECOMMENDED SOLUTION
How do we intend to achieve the objective?
Implement automated data integration, a centralised material coverage dashboard, and alerting mechanisms.
Describe the recommended response and why it fits the requirements and constraints.
INPUT
OUTPUT
Objective; outcome; success criteria; scope; requirements; constraints
Recommended solution
DELIVERY APPROACH
What is the most appropriate way to deliver the solution?
IT project delivered through a pilot and subsequent phased rollout.
Examples: project; program; change request; enhancement; operational change; service request; backlog item.
INPUT
OUTPUT
Recommended solution; organisational context
Delivery recommendation
COST & FUNDING
What will it cost, and is funding available?
Estimated cost based on supplier quotation, internal effort, licences, and infrastructure. Funding status: approval required.
A quotation is a cost input. Funding is the authorised financial coverage. GO requires a viable funding path.
INPUT
OUTPUT
Scope; requirements; constraints; solution; delivery approach; quotation; internal cost; available budget
Estimated total cost; funding status
DEFINE GATE
Is the initiative sufficiently defined, estimated, and financially viable to start planning?
READINESS CHECK
GO: Proceed to PLAN.HOLD: Complete missing definition, estimate, or approval.STOP: Initiative is no longer viable, justified, or funded.
INPUT
OUTPUT
Complete phase outputs and approvals
GO / HOLD / STOP decisionApproved phase baseline
DELIVERY IMPACT
What will need to be delivered?
Solution; Enhancement; Operational Transition; SAP Change; Cloud Migration
OPERATIONAL IMPACT
What will change in operations if approved?
Support ownership; Monitoring; Access; Supplier model; Documentation
SUCCESS METRICS
• Business objective approved
• Scope baseline agreed
• Sponsor identified and committed
• Success criteria documented
• Go / No-Go decision achieved