How to scope requirements for your digital construction project

How to scope requirements for your digital construction project

Philip White

13 October 2019 - 6 min read

Digital TransformationProject Management
How to scope requirements for your digital construction project

There are a number of well-established off-the-shelf software packages tailored for the construction industry. However if, like many construction firms, you find these digital products don’t meet all of your requirements, you’ll be investing in technology that is custom-made specifi...cally for your business and your unique processes.

Once you’ve identified an appropriate supplier for your bespoke solution, you’ll be ready to scope the build and establish clear deliverables. When this description of the work to be performed is signed off, the project will be able to move into development.

Understanding from the outset a supplier’s methodology and what input they expect from you will save on post-purchase regret. And spending time nailing down the deliverables in terms of the ‘user stories’ (explained below) will ensure your supplier develops a software platform that is well-received by end users and makes a huge impact on your business.

If this is the first time you’ve scoped a technology project, there are potentially a few unknowns about what happens when. This article details how to scope a project with your supplier, what documents to expect and some questions that you can prepare the answers for in advance.

The First Project Scoping Meeting

This initial project meeting should discuss the bespoke technology to be developed in more detail. You might have met with the supplier at the selection stage, however this face-to-face kick-off has some specific outcomes.

The key agenda points should be as follows:

Ultimate aim of technology

Every business has high-level goals for their new technology. Usually, this is one of two things: either to support growth or to reduce costs.

For example, your construction firm might be experiencing a time of rapid growth meaning current systems have become unmanageable and you urgently need an upgrade. Or it could be looking to enhance productivity and boost efficiency to make significant cost-savings, for example by digitalising paper-based, time-consuming processes to dramatically cut down on admin time.

It’s important to share the vision you have for your new digital solution with your supplier at this initial stage, so everyone is working to the same objective.

Different approaches to creating a solution and different budget options

As you are procuring a bespoke solution there is not a one-size-fits-all set price. Each project budget will vary depending on complexity and scale.

At this meeting, your supplier should present to you various options available and ensure you have an understanding of the various routes and approaches you could take to meet your goals.

Long-term vision for the business and its technology

Your supplier should discuss with you the long-term vision for your business and how technology fits into that vision.

This will help the supplier to devise a roadmap for different options, ways to divide up projects based on priorities and the optimal order. This plan might recommend starting small with technology that lays a strong foundation which you can then build upon further down the line.

Indicative budgets for preferred route

After you have debated different routes and one is chosen to progress, then approximate costs for the development should be shared.

Supplier’s methodology for project management and development

Many software development companies work in an agile manner, recognising that change will happen as a natural part of the project process. Whether this be a change as a result of a product prototype, a change in the marketplace or a change in an organisation’s processes, an agile approach allows for planning and adaptations as required.

Your supplier should explain their methodology with you. The scrum technique is often implemented by software development companies. This process breaks the project into ‘user stories’ or the specific functionality that the software will achieve, who the user will be and what area of the business it relates to.

Each user story is then put into a document called a ‘backlog’, prioritised and the amount of time to create that feature is estimated. This backlog is then tackled in ‘sprints’ or mini-projects, delivering working software in regular increments, enabling you to test features as they’re created and provide feedback at every stage.

How the supplier works with clients

It’s important to understand how the supplier works with its clients and what will be expected of you internally to manage the project.

You’ll be required to allocate dedicated resource to the project to ensure its success, for example by nominating a Product Owner with specific skills and capabilities to oversee the project, and Subject Matter Expert(s) who know intricately the area(s) of the business that the technology is being developed for.

Defining Project Scope

Your supplier should work with you to define project scope and create a statement of work. Within this, scoping sessions will occur to determine what areas will be prioritised within the project, as well as make decisions around functions that will be omitted in the initial stages. For example, your initial phase may not include aspects such as integration with other systems, which although may provide value, are not critical to the functioning of the system, but can be added at a later date.

The project scope will include the vision, as well as user stories, within a prioritised backlog which describe the high-level user roles, journeys and intentions of the system. These will be used by your supplier to delve into and analyse current business processes, gathering feedback from end-users. This will refine requirements, timescales and delivery methods for the project.

Questions to Consider Before Attending the First Project Scoping Meeting

To help you prepare for the first project meeting, here are eight questions to consider in advance:

1. What current systems and software do you have in place?

2. Why are you speaking to the supplier?

3. What are the issues with your current systems/processes?

4. What are the benefits you are envisaging with your new technology?

5. Who will use the system - in terms of numbers, teams, business functions?

6. Are you open to discussion or do you have a very specific solution in mind?

7. How will this new technology add value to your business?

8. What resource have you allocated internally to manage this project?

Scope for Success

This advice is based on how Audacia works with our new construction clients to confirm project scopes, budgets and ways of working – however different suppliers work in different ways.

We have recently worked with a number of construction companies and have experience in developing multiple bespoke software projects, such as land development planning applications for great visibility; customer portals to improve house buying processes; and on-site tablet applications to enable real-time collaboration across construction sites. We’ve also completed projects that integrate incumbent construction software products, as well as managing the migration of legacy systems onto new software platforms.

Find out more in our projects.


Want to talk to an expert about how to get started with your software project? Get in touch on 0113 398 4199 or at

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Philip is the Managing Director of Audacia and is responsible for the company's overall strategy and culture.