Project Scope
Define objectives, in-scope deliverables, out-of-scope items, assumptions, and measurable success criteria. Be explicit about exclusions to avoid scope creep and to support contract exhibits and acceptance testing.
Use a Business Discovery Document to align stakeholders, document requirements, and surface compliance or operational risks early. It clarifies scope, improves estimate accuracy, and preserves an auditable record of client statements and decisions for project governance.
Typical users complete or request a Business Discovery Document to collect baseline information across functions before project planning.
Use the completed document as the reference for approvals, change control, and contractual exhibits during project execution.
Define objectives, in-scope deliverables, out-of-scope items, assumptions, and measurable success criteria. Be explicit about exclusions to avoid scope creep and to support contract exhibits and acceptance testing.
List primary and secondary stakeholders with roles, contact info, decision authority, and escalation paths. Identify SME availability and response SLAs to prevent approval delays during implementation.
Document existing systems, integration points, data owners, sample data exports, and known data quality issues. Note authentication methods and any PCI or HIPAA scoped elements requiring special handling.
Capture end-to-end process steps, inputs, outputs, cycle times, and exception handling. Include versioned process maps and highlight manual handoffs that are frequent error vectors in production.
Specify regulatory obligations (HIPAA, FERPA, SOX, state privacy laws), required controls, retention requirements, and whether a BAA or data processing addendum is necessary for third-party vendors.
Record identified risks, mitigation steps, unresolved assumptions, and single points of failure. Tie risk owners to mitigation timelines and to decision gates in the project plan.
| Workflow Field Name and Purpose | Configuration / Recommended Setting |
|---|---|
| Signer Authentication | Email + SMS code recommended |
| Routing Order | Sequential with conditional parallel where needed |
| Field Validation | Use required fields and format masks |
| Archival Location | Store signed PDF in secure records repository |
Ensure platform integrations and file formats match recipients' systems to prevent processing errors during e-submission.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8 per user per month billed annually for Business plan | $15 per user per month billed annually on standard plan | $14 per user per month billed annually on core plan | $19 per user per month billed annually on core plan | $15 per user per month billed annually for business plan |
| Free Trial | Seven-day free trial; no credit card required | Trial availability varies by vendor and plan | Trial availability varies by vendor and plan | Trial availability varies by vendor and plan | Trial availability varies by vendor and plan |
| Bulk Send | Bulk send included on Business Premium plan | Plan-dependent; confirm vendor | Plan-dependent; confirm vendor | Plan-dependent; confirm vendor | Plan-dependent; confirm vendor |
| Audit Trail | Comprehensive audit trail with timestamps and IP logs | Comprehensive audit trail with timestamps and IP logs | Comprehensive audit trail with timestamps and IP logs | Comprehensive audit trail with timestamps and IP logs | Comprehensive audit trail with timestamps and IP logs |
| HIPAA Compliant | HIPAA-compliant with BAA available upon request | HIPAA-compliant; BAA available for qualifying plans | HIPAA-capable; BAA available per contract terms | Not HIPAA-certified; requires manual controls and review | Not HIPAA-certified; review alternatives for health data |
| Envelope Cap | No envelope cap; usage not artificially limited | Limits to 100 envelopes per user per year | Vendor-managed quotas; confirm plan limits with vendor | Vendor-managed quotas; confirm plan limits with vendor | Vendor-managed quotas; confirm plan limits with vendor |
Optica Ventures standardized discovery intake to reduce duplicate questions and centralize evidence for deals.
A healthcare provider used the document to collect operational, IT, and compliance details before system implementations.