Technology Solution Initiate & Plan Process
INTRODUCTION ▪ PURPOSE ▪ SCOPE ▪ DESCRIPTION
DIAGRAMS ▪ INPUTS/OUTPUTS ▪ PROCESS RELATIONSHIPS
ROLES & RESPONSIBILITIES ▪ REVISION HISTORY
Process Name Technology Solution Initiate & Plan Process
Process Owner Manager, IT Portfolio
The Technology Solution Initiate & Plan process starts the Technology Solution Life Cycle (TSLC)
by defining the business needs and high level project plan.
The objectives of the Technology Solution Initiate & Plan process are:
1. Identify the short and long term business need(s).
2. Develop a ROM (Rough Order of Magnitude) Estimate for the cost/schedule; the ROM
Estimate is not an IT commitment, but rather a process for the customer to obtain a general
idea of what the effort might entail. The closeness of the ROM Estimate to the actual,
committed cost/schedule estimate that is developed during the Technology Solution Design
process is dependent on the level of requirements provided to the developing organization.
3. Develop a cost/schedule to develop the Technology Solution Requirements and Technology
Solution Design processes.
4. Customer provides funding to complete the Technology Solution Requirements and
Technology Solution Design Phases.
5. Develop Technology Solution Stakeholder agreement with Change Control Board and sign-
off before starting with the Technology Solution Requirements.
The Technology Solution Initiate & Plan process applies to all technology solutions including, but
not limited to: the development of application or system software, the configuration of commercial
off-the-shelf software, telecommunications / network implementations, database changes, and
information technology infrastructure projects.
4 PROCESS DESCRIPTION
This Technology Solution Initiate & Plan process is composed of the following sub-processes:
1. Develop Business Need Statement
A business needs statement (BNS) is developed to define the business objective and
business value of the technology solution. The BNS outlines what is considered in-scope,
out-of-scope, and any business assumptions. At a high level, this document will outline
business interfaces and functions, reports, and any other information that will help the
technology solution providers to determine the scope of the TSLC Requirements and Design
2. Create ROM Estimate
The customer may request an estimate on cost and schedule before requirements and
design are completed. This is called a ROM (Rough Order of Magnitude) because it is not a
committed cost or schedule. The more detailed the requirements, the better the ROM
estimate. ROM’s are used for budget estimates and for providing customers a quick idea on
the magnitude of an effort.
Upon request from the TSPM (typically the Portfolio Program Manager) for a ROM the
Technology Solution Coordinator (this is the BPL with IBSSC developed solutions) has up to
5 business days to coordinate and compile the ROM technology solution implementation
costs and schedule milestones from the Technology Service Providers. DAR’s and large
project technology solution implementations that will require additional time can request an
extension in writing in advance from the Portfolio Manager responsible for the technology
If the customer reviews the ROM Estimate and wants to proceed, step 3-6 are then
3. Define Change Control Board Document
The change control board for the Technology Solution is developed and documented at this
step. This document will outline the review personnel for any changes brought to the
technology solution, the stakeholders, and what the change process will be that is followed.
This must be communicated to the Technology Solution team.
4. Create Cost Matrix for Completing TSLC Requirements and Design
A cost matrix is developed for completing the TSLC requirements and design. This must
include all costs incurred by the technology solution providers such as hours, travel, etc.
This is the cost matrix that the developing organization will commit to. All assumptions (i.e.
resources available, meeting location(s), BNS will stay constant, etc.) that have an impact on
meeting this cost matrix must be documented. The TSLC implementation cost matrix is
provided at the completion of the design process.
5. Develop Initial Project Plan
An initial project plan is developed using the project plan template. The project plan includes
all TSLC processes and deliverables and will include dates completed for all items created in
the Initiate & Plan process (such as those outlined in process Step 3). All tasks associated
with the Technology Solution will be developed in the plan, and this plan will be updated
throughout the TSLC.
6. Documented Approval and Funding to Proceed
Upon the customer review of the cost matrix to develop the TSLC requirements and design, a
decision is made by the customer to proceed with the TSLC processes. If approved to
proceed, funding is obtained to support the TSLC requirements and design process and the
draft project plan is executed.
5 PROCESS DIAGRAMS
Business Need - Business Needs Statement
Providers Develop - Rough Order of Magnitude
Define CCB - Change Control Board Document
Create Cost - Cost Matrix for Completing TSLC
Matrix Requirements & Design
Project Plan - Initial Project Plan
Approved? No End
Obtain - Documented Approval and Funding
Approval/ to Proceed
6 PROCESS INPUTS/OUTPUTS
1. Customer Business Need for the Technology Solution – Defines the business objective
and business value of the technology solution. Outlines what is considered in-scope, out-of-
scope, and any business assumptions.
1. Business Needs Statement - Customer-provided deliverable describing the requested
technology solution to be developed.
2. Rough Order of Magnitude Estimate – An estimate document on the cost and schedule of
3. Initial Project Plan – Identifies all tasks associated with the Technology Solution and will be
updated throughout the TSLC.
4. Change Control Board Document – Describes any changes brought to the technology
solution and the change process to be followed.
5. Cost Matrix for Completing TSLC Requirements and Design – Documents all costs
incurred by the technology solution provider. All assumptions that have an impact on
meeting this cost matrix must be documented.
6. Documented Approval and Funding to Proceed - Authorization to proceed with initial
technology solution life cycle phase, based on approved funding.
7 PROCESS RELATIONSHIPS
USPS Technology Solution Life Cycle (TSLC) Technology Solution Planning
Technology Solution Analysis & Technology System Integration Release
INITIATE & PLAN Acceptance
Requirements Design Solution Build Testing (SIT) Management
Needs for the
Initial Project Plan
Cost Matrix for
Requirements and Planning
Rough Order of Change Control
Magnitude (ROM) Board Document
8 ROLES AND RESPONSIBILITIES
Customer – Entity requiring a technology solution to address a business need. The Customer is
also the source for project funding and is the owner of the developed technology solution. This
role is typically performed by a functional business group, but the role may also be performed by
Technology Service Providers (TSP) – All stakeholders that are responsible for providing any
part of the Technology Solution must provide input into the cost and schedule given for
completion of the TSLC requirements and design.
Change Control Board (CCB) – The personnel identified by the TSLC team to approve any
changes to scope, cost, or estimates. In the Initiate & Plan process, any changes to the
approved BNS or assumptions shall be reviewed by the CCB to ensure the original cost and
schedule to complete TSLC requirements and design are not impacted.
Technology Solution Project Manager (TSPM) – This person program manages the TSLC for
this business need. This includes coordinating with the customer and the TSPs and ensures all
TSLC processes are followed and TSLC deliverables are created at the correct time. Also
coordinates with the TSC in the event a ROM is requested. This role may be the responsibility of
any TSP but is typically performed by the IT Portfolio.
Technology Solution Coordinator (TSC) – This person is responsible for coordinating with the
TSPs in the development of the cost / schedule for the TSLC requirements and design. This role
may be the responsibility of any TSP, but is typically performed by the IBSSC.
9 REVISION HISTORY
The Postal Service Technology Solution Initiate & Plan Process Owner will document all changes
to this process in the revision history section.
Version Section(s) Revision Description Revision
# Revised Date
1.1 Process Updated verbiage in 4/28
Description Create a ROM step.