In the Fall of 2011, the American Association of Motor Vehicle Administrators (AAMVA) hired Clerus Solutions to help develop requirements for the electronic titling of new vehicles and then develop an estimate of costs for conducting a proof of concept, based on the requirements. Stakeholders involved in this project included state titling agencies, vehicle manufacturers and vehicle dealers. Deliverables for this project included the following three phases.
Developing trust, conducting comprehensive interviews with relevant stakeholders, and efficiently gathering expert opinions were important to the success of this effort. Clerus Solutions’ team excelled at using effective facilitation, in-depth analyses, and progressive elaboration to elicit clear and meaningful requirements that considered all stakeholder interests.
The first phase of this project, the Initiation and Planning Phase, included the following:
Facilitating an initial project kick-off meeting via teleconference with the existing AAMVA E-Titling working group to review project scope, gather relevant documentation and facts, discuss previous activities, and determine expectations.
Developing the Project Plan which, among other things, included:
- Establishing the SharePoint Workspace - The SharePoint project site ensured that all stakeholders had shared access to information, reports, and solutions as they were gathered and developed. Use of SharePoint provided stakeholders with tools that facilitated open communication, while reducing time commitment to ensure stakeholders focused on other business priorities.
- Developing the Stakeholder RACI Matrix - Once the stakeholders were identified, Clerus Solutions produced a RACI (Roles, Assignment, Communications, and Interest) matrix to annotate communication needs for each stakeholder group.
- Developing the Communications Matrix - A tactical communications matrix was developed based on the RACI matrix and information gained from the working group.
- Refining the Work Breakdown Structure to reflect stakeholder input.
The second phase of the project was the Requirements Gathering Phase. It included:
- Drafting an initial description of the first time titling business process and existing infrastructure
- Conducting a face-to-face requirements meeting
- Drafting the Requirements Document based on the outcome of the meeting
- Working with the stakeholders to finalize the Requirements Document.
The third and final phase of this project included development of the Scope and Costs Document. A draft was created based on the finalized Requirements Document. Clerus Solutions then worked with the stakeholders to finalize the Scope and Cost Document.