Specification
A short phase that readies the team for the build and delivery. Ensures that the client and team have a mutual understanding of the scope of delivery, that there is sufficient documentation for the next phase, and that a backlog board is created with stories with UAT. Will include Leads of previous and next phases, Backlog Steward, and PM. May include Discovery Lead and Delivery team.
- Phase owner: Backlog Steward
- Supported by: Project Manager, Tech Lead
- Informed: Sponsor, AM, Projects Coordinator
- Primary Client contact: Project Manager
Typical activities
- Estimation
- Prioritisation
- Board creation
- Backlog refinement
- Content planning
- Sprint mapping
Deliverables
| Deliverable | Owner | Shared With | Format | When |
|---|---|---|---|---|
| Backlog ready for Sprint 1 | Backlog Steward | Dev team + PM | Board (Jira / Linear / Trello) | Before Sprint 1 starts |
| Statement of Work (updated with new estimates) | PM (approved by Sponsor) | Client + internal team | Signed document / PDF | Before Sprint 1 starts |
Templates
| Template | Owner | Audience |
|---|---|---|
| Wideband Estimation Sheet | Tech Lead / Backlog Steward | Internal |
| Specification Sheet | Backlog Steward | Internal |
| Project Management Sheet | PM | Internal |
| Risk Register | PM | Internal |
| SoW | PM | Both |
Tools and platforms
- Gitlab / Excel — backlog and sprint board creation
- Google Sheets / Wideband Estimation Sheet — estimation
- Harvest — budget alignment check
- Gitlab / Project Google Drive — sprint documentation
- Project Rocket channels and meetings
Checkpoint
-
The agreed scope is documented and stable ↳ Required output: Backlog created; stories linked to agreed scope
-
Acceptance criteria are defined ↳ Required output: All Sprint 1 stories have UAT criteria
-
Technical architecture decisions are confirmed ↳ Required output: Architecture notes in project workspace
-
Estimates are aligned with the available budget ↳ Required output: PM has confirmed estimates fit budget; SoW updated
-
Change control expectations are clear ↳ Required output: Change control process documented or referenced in SoW
-
Risks to delivery are visible ↳ Required output: Risk register reviewed and updated
Handover
| From | Backlog Steward |
| To | Project Manager + Tech Lead |
| Mechanism | Sprint 0 planning meeting or Specification close-out with PM, Tech Lead, and delivery team. No formal lead change — PM has been active throughout and continues. |
| Backlog Steward | Confirm backlog is ready: stories defined, acceptance criteria written, board set up. Hand board access and ownership to PM and Tech Lead. |
| Tech Lead | Confirm architecture decisions are documented. Confirm team is ready for Sprint 1. |
| PM | Confirm budget, SoW, and estimates are aligned. Communicate Sprint 1 start to client. Ensure change control process is understood by all. |
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