DISCOVERY – INDIVIDUAL INTERVIEW NOTES

Project Name:
Interviewee Name:
Interviewee Role / Unit:
Date:
Facilitator:
Note-Taker:
Interview Type: (SME / Operational User / Leadership / Compliance / Analytics)
Session Length:

1) Role Context
- What tasks does the interviewee perform in this process?
- Frequency/volume (if known):
- Upstream dependencies:
- Downstream impacts:

2) Current-State Summary (from interviewee perspective)
- Start trigger:
- Key steps (short bullets):
- Approvals / decision points:
- Exceptions handled:

3) Pain Points & Breakdowns
- Top pain points (ranked if possible):
- Common error causes / rework drivers:
- Bottlenecks / wait states:
- Workarounds currently used:

4) Constraints
- Policy/compliance constraints:
- Security constraints:
- System/technical constraints:
- Timing constraints (deadlines/cycles):

5) Desired Outcomes (not solutions)
- Desired outcomes:
- Success measures the interviewee would recognize:

6) Risks & Dependencies
- Risk of no change:
- Risk of change:
- Dependencies (people/teams/data/tools):

7) Supporting Evidence
- Examples provided (screenshots/reports/scenarios):
- Links / file locations (if applicable):

8) Follow-Ups
- Clarifications needed:
- Additional stakeholders to interview:
- Actions assigned / due dates:

DISCOVERY – INTERVIEW SYNTHESIS SUMMARY (CONSOLIDATED)

Project Name:
Interview Window Dates:
Number of Interviews:
Stakeholder Groups Represented:

1) Validated Problem Statement(s)
- PS-01:
- PS-02:

2) Themes (What We Heard)
Theme 1:
- Evidence/examples:
- Stakeholder groups mentioning it:
Theme 2:
...

3) Outliers / Conflicting Inputs
- Outlier:
- Who raised it:
- Why it may matter:

4) Current-State Gaps (Fit/Gap Highlights)
Gap G-01:
- Current state:
- Desired outcome:
- Constraint notes:

5) Constraints Summary
- Policy / Compliance:
- Security:
- System / Integration:
- Capacity / Timing:

6) Risks & Dependencies (High-Level)
- Top risks:
- Top dependencies:

7) Draft Requirements (initial)
REQ-01:
- Type: (Functional / Non-Functional)
- Priority: (High/Med/Low)
- Acceptance criteria (draft):

8) Options Considered (initial)
Option A:
- Benefits:
- Tradeoffs:
- Risks:
Option B:
...

9) Initial Recommendation Direction (draft)
- Recommended direction:
- Preconditions / decision points:
- Items to defer to future optimization:

DISCOVERY TEAM REVIEW SESSION – AGENDA & OUTPUTS

Session Purpose:
- Validate interview themes and constraints
- Confirm priorities and requirements direction
- Identify decisions needed and ownership (RACI)
- Align on recommendation path for leadership

Attendees:
Facilitator:
Date/Time:

Agenda (60–90 minutes)
1) Reconfirm scope boundaries (5 min)
2) Review validated problem statement(s) (10 min)
3) Review themes and evidence (20 min)
4) Review constraints (policy/compliance/security/system) (10 min)
5) Discuss options and tradeoffs (20 min)
6) Confirm priorities + what moves forward vs deferred (10 min)
7) Assign ownership using RACI (10 min)
8) Next steps + decision log updates (5 min)

Outputs
- Confirmed problem statement(s)
- Confirmed constraints
- Updated requirements priorities
- Updated risks/dependencies
- RACI assignments for next phase
- Decisions logged (with owner/date)
- Draft recommendation alignment

EXECUTIVE RECOMMENDATION – ONE PAGER

Project Name:
Sponsor:
Date:

1) Decision Requested
- (Go / No-Go / Defer / Close)

2) Problem & Impact
- What is happening?
- Who is impacted?
- Why it matters now?

3) Evidence Summary
- Stakeholder themes (high-level)
- Baseline metrics (if available)
- Compliance/policy drivers

4) Constraints
- Policy/compliance:
- Security:
- System/integration:
- Capacity/timing:

5) Options Considered
Option A:
- Pros/Cons/Risks
Option B:
- Pros/Cons/Risks
No-change:
- Pros/Cons/Risks

6) Recommendation
- Recommended path:
- Preconditions / dependencies:
- High-level timeline (next phase):
- Ownership highlights (RACI summary)

7) Risks & Mitigations
- Top risks:
- Mitigation approach:

8) What Will Be Deferred (Future Optimization)
- Deferred item(s) and why: