Software project scope checklist: what to agree before a build

Define the first release

• Who can use it and what each role needs to do.
• The main workflow from starting a task to completing it.
• Required fields, status changes, and exception handling.
• What is explicitly deferred.
• The devices and environments the release must support.

Keep the first release focused on a complete useful workflow. A collection of disconnected features can be harder to evaluate than one task that works from beginning to end.

Write acceptance examples

An illustrative acceptance example: “When a user submits an incomplete request, the system identifies the missing required information and preserves what was already entered.” Another: “An authorized staff member can identify requests waiting for review.”

For each example, identify who checks it and what evidence counts as a pass. Include error cases and accessibility needs, not only successful submissions.

Resolve data and access requirements

Identify the source of each dataset, who approves access, and which records must be migrated or retained. Confirm integrations with the system owner before treating them as guaranteed. Define user access and the process for removing access when responsibilities change.

Agree on launch and support

Document hosting, domain, account ownership, backups, training, support contacts, and the process for reporting problems. Clarify what maintenance is included and what counts as new work. Establish how changes affect cost and schedule.

Bring what you have

A current form, spreadsheet, process outline, or fictional example may be enough to start a scoping conversation. NovaPath can discuss the missing decisions with you. You do not need to turn the problem into technical requirements before making contact.