Refinement Process
Purpose and Scope
This SOP outlines the process for managing Refinement Week, including responsibilities, deliverables, client communication, and effective use of tools like the Client Input Board and Plutio. It ensures alignment across the team and maintains consistency during project refinement.
This SOP applies to Business Analysts (BAs) and Project Managers involved in the Refinement Phase of a project.
In Plutio
Definitions
- Refinement Week: A dedicated week for finalizing project scope, documentation, and deliverables, involving daily calls with the client.
- Client Input Board: A centralized board containing essential project assets like the final scope, data sheet, user flow, and diagrams.
- Plutio: A project management tool used to organize tasks, track time, and facilitate communication.
Procedure
1. Set Up and Use the Client Input Board
- Assets to Include:
- Final Scope
- Data Sheet
- User Flow
- Information Architecture and Hierarchies
- Integration Diagrams
- Responsibilities:
- The BA ensures that all assets are prepared, uploaded, and linked in the board.
- Tag the Project Manager (PM) once each deliverable is ready.
2. Final Scope
- Add the link to the finalized scope in the designated section.
- Include a description explaining its purpose and use.
- Tag the PM to confirm readiness.
3. Data Sheet
- Link the data sheet with visual representations for clarity.
- Use it to explain data handling during the design process.
- Tag the PM after adding the link.
4. User Flow, Information Architecture, and Integrations
- Follow the same steps as above:
- Add links to the respective diagrams.
- Ensure clarity and accessibility for the client and PM.
- Tag the PM once completed.
5. Manage Refinement Week Calls and Timeline
-
Daily Calls:
- Conduct five calls during Refinement Week, one per day.
- Start and end dates must align with the weekly timeline.
-
Call Agenda:
- Call 1: Predefined agenda includes introductions, timeline overview, and refinement questions.
- Calls 2–5: BA prepares custom agendas for each call, ensuring efficiency and focus.
- The PM may add topics or documentation to the agenda as needed.
-
Documentation:
- After each call:
- Add the recording link to the board.
- Document call conclusions and next steps.
- Tag the PM to keep them informed.
- After each call:
6. Communication and Updates
- Use the Client Input Board to address client questions and share finalized deliverables.
- Encourage clients to respond promptly to Plutio invites for streamlined communication.
- Notify the PM if any issues arise during the week.
- Encourage client to join Plutio, but if they don't it is not a MUST at this stage.
Responsibilities
- Business Analyst (BA):
- Ensure all deliverables are prepared and linked on the Client Input Board.
- Lead Refinement Week calls and maintain documentation.
- Project Manager (PM):
- Provide oversight and add agenda items when needed.
- Monitor progress and ensure alignment with the timeline.