Scope & preparation
When this is useful
A custom business system may be useful when requests, approvals or records are spread across tools that do not reflect the actual workflow. Examples of a requirement could include a project register or internal request process; the appropriate scope depends on the organisation’s needs.
How ADPR can help
ADPR can help define the workflow and build an agreed system around it. User roles, permissions, status changes and reporting should be described before screens are designed. A system should make responsibility clearer rather than simply reproduce every existing spreadsheet.
A typical process
Observe the workflow and identify its key records and decisions.
Define roles, states and acceptance checks for a first release.
Implement, test with representative users and document administration.
What to prepare
- Current forms, spreadsheets or workflow notes
- User and approval roles
- Reporting needs and common exceptions
Possible scope outputs
- System requirements and role map
- Workflow-based application
- Administrator and user handover notes
The proposal will confirm what is included, who is responsible and the applicable timeline. These are scope examples, not a fixed package.
Questions worth asking
How do we avoid building too much at once?
Prioritise the workflow that creates the most friction and define a usable first release with clear boundaries.
Can the system connect to existing tools?
Integration feasibility depends on the tools’ supported interfaces, permissions and commercial terms. Assess this before committing.