The challenge
Every implementation was documented a little differently. Scope lived in emails, changes were agreed in passing, and test plans were rebuilt from scratch for each client.
That made projects harder to hand over, harder to bill accurately, and harder to sign off cleanly with the client.
What we put in place
- A scope agreement for every project that captures the client's processes and becomes part of the contract, so everyone signs up to the same thing.
- Change requests for anything added after go-live, each short, versioned and signed, building an audit trail over time.
- Meeting contact reports that record attendees, decisions and actions, sent to the client after every key meeting.
- Client-facing process documents that translate system configuration into plain-language business rules and diagrams.
- Test packs generated from the same process data, with core and extended cases, ready for user acceptance testing.
- A build handoff that turns a signed scope or change request into clear instructions for the build team.
Results
6standard documents across the project lifecycle
1house style for every client
Signedscope and changes, every time
Samepath from workshop to sign-off
Implementations follow one repeatable path. Clients know what they've agreed to, changes are visible and billable, and sign-off is based on tests everyone has seen.