DECISION DOCUMENT EXECUTIVE SUMMARY SCOPE AND REQUIREMENTS OPTIONS CONSIDERED COST BENEFIT ANALYSIS RESOURCE IMPACT ANALYSIS GENERAL FORMAT

DECISION DOCUMENT ONE PAGE SUMMARY Brief Narrative High Level Requirements General Requirements Summarized Three Year Cost Projection Recommended Solution APPROVALS PAGE Decision Makers/Funding People Key Implementers EXECUTIVE SUMMARY

EXECUTIVE SUMMARY SAMPLE Advisors must be more efficient using computer technology for student scheduling, documentation, and reporting. High Level Requirements Students schedule, reschedule and cancel appointments Automate the documentation of advised student records Automatic advisor schedules, workload reports and graphics General Requirements Summarized Three Year Cost Projection Recommended Solution We believe Vendor 2 meets our long-term needs and budget. StudentAdvisorReportsSystemNice WtRkScWtRkScWtRkScWtRkScWtRkScTotals Vendor Vendor FY11FY12FY13 Vendor 1$12,000$1,000 Vendor 2$11,040$840

DECISION DOCUMENT SCOPE AND REQUIREMENTS PROJECT SCOPE NARRATIVE -Defines Project Boundaries HIGH LEVEL REQUIREMENTS -General Definitions

SCOPE AND RQMTS SAMPLE Scope With budget constraints, limited resources, and the need to reduce work loads, advisors and staff must use their time more efficiently. They can reduce time consuming activities with available software and technology. This includes student scheduling, documenting visits, and duties related to student tracking, record transfers, and student advising reports. High Level Requirements Students schedule, reschedule and cancel their appointments Reduce no-show appointments with automated student reminders Automate the documentation of advised student records Advisors have more time to advise students into majors of study Maximize staff resources to provide student advising services Manage one calendar efficiently and prevent conflicts Capture advisor and student data with available statistics Automate advisor schedules, workload reports and graphics

DECISION DOCUMENT OPTIONS CONSIDERED DECISION ANALYSIS CRITERIA REQUIREMENTS LIST DESCRIPTIONS WEIGHTED REQUIREMENTS SCHEME VENDOR RANKING RESULTS VENDOR RECOMMENDATIONS

DECISION DOCUMENT DECISION ANALYSIS CRITERIA Must Have Requirements Meets or Does Not Meet Criteria Nice-to-Have Requirements

DECISION ANALYSIS CRITERIA SAMPLE Must Have Criteria 1 = Meets Criteria 0 = Doesn't Meet Criteria Vend 1Vend 2Vend 3 Vend 4 Vend 5 1. Student Options Advisor Responsibilities Reporting Capacities System Capabilities System Implementation Go or No-Go Ranking Go No-Go

DECISION DOCUMENT RQMTS LIST DESCRIPTIONS Describe the Must Have Requirements Detail the Rqmts for Evaluation Ranking May Include Nice-to-Have Requirements

RQMTS LIST DESCRIPTION SAMPLE Student Capabilities 1. General ease of system use for students 2. Students required to “login” to system 3. Web-access to schedule/reschedule, cancel appts 4. Automatic student appt reminders via 5. Automatic student appt reminders via text msgs 6. Limit one appointment per student per day 7. Schedule student groups (vets, nursing) 8. Schedule students by advisor name

DECISION DOCUMENT WEIGHTED REQUIREMENTS SCHEME Ranks the General Requirements Importance -Assign a numerical weight to each Ranks the Detail Requirements -Assign a numerical weight to each Ranks the Nice-to-Have Requirements -Assign numerical weights < “Must Have”

WEIGHTED RQMTS SCHEME SAMPLE RqmtWeightRankScore Rqmt A Rqmt B9981 Rqmt C8864 Rqmt D7749 Rqmt E6636 Rqmt F5525 Rqmt G4416 Rqmt H339 Rqmt I224 Rqmt J111

DECISION DOCUMENT VENDOR RANKING RESULTS Use a Major/Detail Rqmts Ranking Table - Roll Up Totals by Major/Detail Rqmts Show a Major Rqmts Summary Table

VENDOR RANKING RESULTS SAMPLE Vendor 1 Advisor Recording WeightRankScore a. Enter student visit notes b. Attendance (show/no-show) 9545 c. Search by student name d. Track unscheduled visits 8864 e. Appts - office, phone, s 7535 f. Advisor notification check-in 8324 g. Purge/transfer records 7642 Weighted Sub-Totals Total Percent 100% 78%

DECISION DOCUMENT COST BENEFIT ANALYSIS VENDOR COST COMPARISONS THREE-FIVE YEAR COST PROJECTIONS COST BENEFITS SUMMARY

COST BENEFIT ANALYSIS SAMPLE Requirements Vendor 1Vendor 2 1. Onetime software cost5,0004, Yearly maintenance cost1, Initial service package cost 4. Yearly service package cost 5. Server requirements2, Computer requirements3, System training cost1,000 Totals $12,000$11,040

DECISION DOCUMENT RESOURCE IMPACT ANALYSIS PERSONNEL RESOURCES COMPUTER OPERATING RESOURCES IMPLEMENTATION PLAN –RECOMMENDED TEAM –SCHEDULE OF EVENTS –POTENTIAL CONFLICTS

DECISION DOCUMENT HIGHLY EFFECTIVE PROCESS -General to Specific FACILITATES AGREEMENT -All Organizations Including IT DOCUMENTS DIRECTION - Excellent Communication Tool RESULTS OF USING THIS METHOD