Summary
This article outlines the standardized discovery process for HCM projects at the University of Arkansas. It defines roles and responsibilities, details each discovery phase and planning session, and provides fillable templates with field explanations to ensure consistency, compliance, and stakeholder alignment across all project initiatives.
Body
Discovery Phase Framework – BPM HCM
The discovery phase is the foundational stage of a project where problems, scope, requirements, and constraints are clarified. It aligns stakeholders, reduces uncertainty, and ensures projects proceed with evidence-based insights and institutional compliance.
Purpose
This article provides a consistent, repeatable approach for conducting discovery on HCM projects at the University of Arkansas. It includes role responsibilities, discovery phases, planning sessions, and standardized templates used to guide discovery documentation and assessment.
Roles & Responsibilities
- BPM – HCM: Facilitate sessions, document findings, lead mapping, and develop initial project plans.
- Data Analytics: Provide analytics, validate assumptions, and support baseline metrics.
- Functional Teams: Supply SME input, identify challenges, and review compliance requirements.
- Project Sponsor: Confirms scope, priorities, and final decisions.
- Stakeholders: Provide feedback, validate needs, and confirm solution alignment.
Back to Top ↑
Project Discovery Phases
- Kickoff & Alignment: Establish objectives, roles, expectations, and timelines.
- Current-State Mapping & Fit/Gap: Document workflows and identify inefficiencies.
- Stakeholder Research: Conduct interviews or surveys to capture insights.
- Synthesis: Analyze findings to identify risks and opportunities.
- Draft Plan: Develop initial milestones and dependencies.
- Planning Sessions: Validate findings and confirm priorities.
- Conclusion Meeting: Secure stakeholder sign-off and finalize outputs.
Back to Top ↑
Planning Sessions
Definition: Collaborative working sessions where stakeholders refine discovery results, validate changes, and prepare for implementation.
Typical Activities
- Review discovery findings
- Validate policy implications
- Confirm process improvements
- Finalize change impacts
- Document risks and dependencies
- Update decision logs and project plans
Outputs
- Validated requirements
- Policy update recommendations
- Updated project plan
- Documented risks and dependencies
- Governance-ready summary documentation
Back to Top ↑
Discovery Deliverables
The following standardized deliverables are produced during discovery to support governance, planning, and decision-making:
Note: These deliverables use standardized BPM templates to ensure consistent documentation, governance readiness, and audit traceability.
Back to Top ↑
Success Criteria
- Stakeholder-validated requirements
- Policy compliance reviewed
- Baseline metrics established
- Approved project plan and priorities
Back to Top ↑