Project scope brief

Date adopted: 
September 18, 2020
Last update: 
September 18, 2020

This document can be used at any phase in the project when work is to be outsourced to a vendor for completion. The service delivery manager or project manager will complete the document and provide it to the selected vendor in the case of a direct award or the vendor list if the selection is via a shortlist.

Download the project scope brief template or see what information we include in the template below.

Project summary

This section provides the vendor(s) with the project background and the identified internal and external user as well as their needs.

Project scope

Complete this section. All items indicated as Required = “Yes” must be included in the vendor’s Statement of Work.

What: Agile delivery process that follows the government's digital service standards.
Required (Yes/No): Yes
Notes:

What: Sprint demos
Required (Yes/No):
Notes: Per the agile delivery process above.

What: Discovery workshop and requirements facilitation
Required (Yes/No):
Notes:

What: Site architecture / user experience / wireframes
Required (Yes/No):
Notes:

What: Web design
Required (Yes/No):
Notes:

What: Logo design or brand work
Required (Yes/No):
Notes:

What: Web development
Required (Yes/No):
Notes: [in Drupal 8]

What: Integration to other system(s)
Required (Yes/No):
Notes: [If yes, define the systems]

What: Vendor QA testing prior to delivery
Required (Yes/No):
Notes:

What: WCAG AA 2.0 compliance
Required (Yes/No):
Notes:

What: Usability testing
Required (Yes/No):
Notes:

What: Content migration
Required (Yes/No):
Notes:

What: End user training
Required (Yes/No):
Notes: [Documents and/or training session? Content entry or other topics?]

What: Weekly status reports
Required (Yes/No): Yes
Notes: Per the agile delivery process above.

What: [Weekly/bi-weekly] status meetings
Required (Yes/No):
Notes:

What: Code deployment support
Required (Yes/No):
Notes:

What: Code change management
Required (Yes/No):
Notes:

What: Launch support
Required (Yes/No): Yes
Notes:

What: Post launch support/sustainment work
Required (Yes/No):
Notes: See launch date in Timeline section below

What: Ongoing support and maintenance/site sustainment
Required (Yes/No):
Notes: Prefer to include this in the scope of this contract.

Project timelines and high-level schedule

Provide project dates as known. Delete lines that are not included in this project’s scope as described above.

  • Vendor selected:
  • Contract signed:
  • Kick-off meeting:
  • Discovery workshop:
  • Alpha prototype:
  • Web design:
  • Website build:
  • Code change management and delivery:
  • Staff training:
  • Content entry / content migration:
  • Beta testing:
  • UAT and bug fixes:
  • Website launch:

Contract award process

Adjust the table below to reflect dates for vendor selection if this is a shortlist process OR frame the contracting timeline for the direct award. Ensure this matches the dates in the “Project timelines and high-level schedule” above.

Day (Month, Day, Year):
Activity: Project brief shared with vendors

Day (Month, Day, Year, time (range)):
Activity: Question and answer meeting with each vendor (to be scheduled).

Day (Month, Day, Year before [time] PT:
Activity: Response submission deadline – 1. Statement of work to be submitted by vendors, 2. Schedule the 30-minute presentation (optional).

Day (Month, Day, Year, time (range)):
Activity: 30-minute presentation by vendors (optional)

Day (Month, Day, Year):
Activity: Notify all vendors regarding contract award decision via email

Project budget (optional)

Provide both the total project budget as well as the portion allocated to the scope in this document to be outsourced to a trusted vendor.

  • The total project budget is $X - $Y.
  • The approved budget for this vendor scope of work is $X – Y.

Statement of work (SOW) requirements

Vendor SOW requirements are standard. Check with the eServices portfolio manager prior to revising the content below.

  • Detailed scope that matches the table above
  • Approach to provide the project scope
  • Budget breakdown
  • Milestone based project delivery schedule / work plan
  • Payment schedule – monthly for Time and Materials, by milestone for Fixed Cost
  • Payment terms – Net 30
  • Note that the Government of Yukon is GST exempt