Definition process - Praxis Framework

The goals of this process are to:

develop a more detailed picture of the project or programme;
determine whether the work is justified;
create governance policies that describe how the work will be managed;
gain the sponsor’s authorisation for the delivery phase.

Indicators	Level 2 attributes	On smaller projects the ‘definition team’ may simply be the project manager (applicable to level 2 or 3). In this case it may well be that the identification and definition processes are combined. If so, this maturity should be used for assessment purposes as the outputs of the combined process should be the same as for the definition process. It is not necessary for the name ‘definition team’ to be used as long as there is a team that has responsibility for the goals of the process. At level 2 the definition team may be appointed based more on availability than technical competence.
Description	A separate definition phase and process is recognisable and the goals are achieved.
Appoint definition team	Responsibilities for achieving the goals of the process are included in management team roles.
Define scope	Documentation is prepared that is sufficient for the management team, stakeholders and sponsor to understand the scope of the work.
Pre-authorisation work	Some pre-authorisation work is performed with the agreement of the sponsor.
Prepare governance documents	Documentation is prepared that is sufficient for the sponsor to understand how the work will be managed and assured.
Prepare delivery documents	Delivery documents are prepared that are sufficient for the sponsor to understand all relevant delivery aspects of the work, i.e. scope, timescale, risk etc.
Consolidate definition documentation	Governance and delivery documentation is combined to enable the sponsor to make an informed decision about progression to the delivery phase.
Mobilise	The equipment, facilities and other resources required to deliver the objectives, or the first stage or tranche of work are mobilised.

Indicators	Level 3 attributes
Description	A process for the definition phase is centrally defined. This is tailored to suit the context of the work.
Appoint definition team	Resources with the necessary technical competencies are made available to join or advise the definition team.
Define scope	Scope documentation conforms to organisational standards with adaptations appropriate to the context of the work.
Pre-authorisation work	The impact of performing pre-authorisation work is assessed and incorporated into delivery documentation.
Prepare governance documents	Governance documentation conforms to organisational standards with adaptations appropriate to the context of the work.
Prepare delivery documents	Delivery documents conform to organisational standards with adaptations appropriate to the context of the work.
Consolidate definition documentation	Governance and delivery documentation is combined, rationalised and summarised in accordance with organisational standards with adaptations appropriate to the context of the work.
Mobilise	Mobilisation takes the stage or tranche structure into account to ensure mobilisation is as efficient as possible.