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</header>
<h1 class="title-2i3VAF title titlepage">Process code for software procurement</h1>
<div class="main-frame-2i3VAF">
<div class="content-pyxZwn content">
<div class="intro-bOfIDm">
<div class="titlepage-YKTtzZ"><div class="page-title-n652sE titlepage">1c. Discovery research</div></div>
<div class="content-YKTtzZ content">
<p class="this-section-will-help-you-vAyjm9 mulish-bold-black-16px">This section will help you:</p>
<div class="cluster-vAyjm9">
<article class="goal">
<img class="icongoal-Oo2MFD icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Bring stakeholders into the process and draw on their expertise
</p>
</article>
<article class="goal">
<img class="icongoal-LDXcxn icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">Manage expectations and get buy-in</p>
</article>
<article class="goal">
<img class="icongoal-mYgxU1 icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Understand users, their jobs, and their challenges
</p>
</article>
<article class="goal">
<img class="icongoal-J8u0lG icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Define the actual problem and state it clearly
</p>
</article>
<article class="goal">
<img class="icongoal-wIyVgc icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Set goals and key performance indicators for the project
</p>
</article>
</div>
</div>
</div>
<div class="challenges-bOfIDm">
<div class="titlesubsection"><div class="subsection-title titlesection">Common challenges</div></div>
<div class="cluser-3uPbkN">
<p class="you-may-encounter-th-5BoteC body">
<span class="span0-liIfFr body"
>You may encounter these frictions as you do the work of discovery research. These are challenges the </span
><span class="span1-liIfFr bodylink">Recommended actions</span
><span class="span2-liIfFr body">
are designed to solve, or that may arise as you take those actions.
</span>
</p>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-UdiH4r content">
<div class="title-SIY8pY title mulish-bold-black-16px">Focusing on existing products</div>
<p class="lorem-ipsum detail">
It’s common to have existing products in mind as you start a software sourcing process. However,
jumping to existing solutions without defining the actual needs can lead to buying something you
don’t need, or limit the possibility of innovative, better-than-expected solutions in the long run.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-b2sz4G content">
<div class="title-xN5xzX title mulish-bold-black-16px">Lack of creative confidence</div>
<p class="lorem-ipsum detail">
There is a myth that civil servants aren’t, or can’t be, creative and can’t design software. This is
false! You are the person who is best suited to understand the problem and imagine solutions. A good
development partner will integrate your design input.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-aVMpmh content">
<p class="title-2wkwDi title mulish-bold-black-16px">Insufficient or ineffective user research</p>
<p class="lorem-ipsum detail">
Not addressing the end user can result in building something that is incompatible with the day to
day nuances of their job.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-BeCI9x content">
<p class="title-eMxrHs title mulish-bold-black-16px">Lack of resources for discovery research</p>
<p class="lorem-ipsum detail">
Not having adequate time, resources or knowledge for a discovery research phase undermines the
entire procurement and development process. Allocating sufficient time and budget for initial
discovery work will save money and frustration in the long run.
</p>
</div>
</div>
</div>
</div>
<div class="actions-bOfIDm">
<div class="titlesubsection"><div class="subsection-title titlesection">Recommended actions</div></div>
<div class="frame-142-BxnujK">
<div class="x1-doing-discovery-research-FvKPBS titlesubsection">1. Doing discovery research</div>
<p class="discovery-research-i-FvKPBS body">
Discovery research is a way of getting close to the problem at hand. Many different methods can be used,
but the overarching goal is to understand the technical, social, procedural, and subjective dimensions
of the problem you are trying to solve or the process you are trying to improve—with an emphasis on the
end user.
</p>
<div class="action-FvKPBS action">
<div class="iconknowledge-N1hnKM">
<div class="bulb-xuqvxY">
<img class="union-NDGndr" src="img/[email protected]" alt="Union" />
<img class="group-194-NDGndr" src="img/[email protected]" alt="Group 194" />
<img class="line-48-NDGndr" src="img/[email protected]" alt="Line 48" />
</div>
</div>
<div class="content-N1hnKM content">
<p class="the-following-design-VfQpjZ mulish-bold-black-16px">
The following design research tools are useful ways of understanding users:
</p>
<div class="frame-204-VfQpjZ">
<p class="cognitive-walkthroug-y8hTBC detail">
Cognitive walkthrough<br />Contextual inquiry<br />Workshops with key stakeholders<br />Stakeholder
and user interviews
</p>
<p class="dot-voting-five-whys-y8hTBC detail">
Dot voting<br />Five whys<br />Heuristic evaluation<br />Mapping out opportunities, challenges,
ideas and fears
</p>
</div>
</div>
</div>
<div class="action-0dAVd3 action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-oohnQP content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Use discovery research tools and methods
</p>
<p class="lorem-ipsum detail">
Engage with various different groups of stakeholders to ask questions, surface ideas, and prioritize
them.
</p>
</div>
</div>
</div>
<div class="frame-136-BxnujK">
<div class="x2-creating-user-profiles-P2oHbQ titlesubsection">2. Creating user profiles</div>
<p class="software-should-alwa-P2oHbQ body">
Software should always be in service of its actual users. For that reason, the procurement process
begins with mapping out who those users are, understanding their roles, understanding their expertise,
and documenting the risks and challenges they face. User profiles (also known as “personas”) describe
operational procedures as well as subjective experiences. Think of these user profiles as a description
of a real person and a day in their life at work. Of course, your write-ups should be anonymous,
incorporating elements from several different end users.
</p>
<div class="action-P2oHbQ action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-KfnNIc content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">Embed with the end users</p>
<p class="lorem-ipsum detail">
Accompany a municipal service delivery department employee and document specific requirements of the
tasks they perform.
</p>
</div>
</div>
<div class="action-edfR5B action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-U6MUBP content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Consider other users who are involved
</p>
<p class="lorem-ipsum detail">
This may include superiors, auditors, people who read regular reports, or people in other
departments whose work interacts with the user you are focusing on. Begin to create additional user
groups as needed.
</p>
</div>
</div>
<div class="action-dxCHXw action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-4lnMPH content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Create personas for each user group
</p>
<p class="lorem-ipsum detail">
These are fictional but highly detailed descriptions of prototypical users who interact with the
software. They should incorporate insights from several different real people.
</p>
</div>
</div>
<div class="action-y79wF3 action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-HDzsq8 content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">Write user journeys</div>
<p class="lorem-ipsum detail">
Describe the current job of the end user. Write down their workflow, pain points and goals. Repeat
for individuals in each user group. Here is an example—use this as a template, or create your own.
</p>
</div>
</div>
<div class="visualaiduserprofile-P2oHbQ">
<div class="group-201-LIrHL0">
<div class="visualaidmatrixbox-Xhggz9 visualaidmatrixbox">
<img
class="noun_secretary_simpler-VynK3i"
src="img/[email protected]"
alt="noun_secretary_simpler"
/>
<div class="name-VynK3i">
<div class="meta-wjEb1K">
<div class="flex-container-i41188144118463-ZzWQpy">
<div class="text0-i41188144118463-p1dwZJ mulish-bold-black-13px">
<span class="span0-m5BR8n mulish-bold-black-13px">Edu.<br /></span>
</div>
<div class="text1-i41188144118463-p1dwZJ mulish-bold-black-13px">
<span class="span1-JK0K0B mulish-bold-black-13px">Loc.</span>
</div>
</div>
<div class="flex-container-i41188144118797-ZzWQpy">
<div class="text0-i41188144118797-ZWdBhj mulish-normal-black-13px">
<span class="span0-H7kUBa mulish-normal-black-13px">College degree, Mathematics<br /></span>
</div>
<div class="text1-i41188144118797-ZWdBhj mulish-normal-black-13px">
<span class="span1-0y3lOy mulish-normal-black-13px">Tulsa, Oklahoma</span>
</div>
</div>
</div>
<div class="greta-hansen-27-wjEb1K">Greta Hansen, 27</div>
<div class="transit-data-analyst-wjEb1K mulish-normal-black-14px">Transit Data Analyst</div>
</div>
</div>
<div class="visualaidmatrixbox-IWYnsx visualaidmatrixbox">
<div class="flex-container-i41188144118806-6mFy8H">
<div class="text0-i41188144118806-7okfkv mulish-bold-black-13px">
<span class="span0-dJ2C21 mulish-bold-black-13px">Motivations<br /></span>
</div>
<div class="text1-i41188144118806-7okfkv mulish-bold-black-13px">
<span class="span1-pyfqIi mulish-normal-black-13px">Meet delay reduction KPIs<br /></span>
</div>
<div class="text2-i41188144118806-7okfkv mulish-bold-black-13px">
<span class="span2-7oy8ql mulish-normal-black-13px">Learning to code with React</span>
</div>
</div>
</div>
<div class="visualaidmatrixbox-l1Y0Ax visualaidmatrixbox">
<div class="flex-container-i41188144118808-FdkoDX">
<div class="text0-i41188144118808-Utznvc mulish-bold-black-13px">
<span class="span0-JrrdgT mulish-bold-black-13px">Risks<br /></span>
</div>
<div class="text1-i41188144118808-Utznvc mulish-bold-black-13px">
<span class="span1-2hxK0G mulish-normal-black-13px">Gaps in service delivery<br /></span>
</div>
<div class="text2-i41188144118808-Utznvc mulish-bold-black-13px">
<span class="span2-yIZI79 mulish-normal-black-13px"
>Public perception of transit efficiency<br
/></span>
</div>
<div class="text3-i41188144118808-Utznvc mulish-bold-black-13px">
<span class="span3-U9pCfx mulish-normal-black-13px">Changing political priorities</span>
</div>
</div>
</div>
<div class="frame-196-Xhggz9">
<div class="flex-container-i41188144118811-ZVugQQ">
<div class="text0-i41188144118811-xJzMxP mulish-bold-black-13px">
<span class="span0-oqe0x0 mulish-bold-black-13px">User story<br /></span>
</div>
<div class="text1-i41188144118811-xJzMxP mulish-bold-black-13px">
<span class="span1-93NryB mulish-normal-black-13px"
>Greta is an early-career transit data analyst who was recently hired by the Tulsa
metropolitan transit authority. Her job is to use existing data sources—and identify new
ones—that help to predict and reduce delays in public transit services. To do this, she is
building a workflow on top of the transit authority’s existing API.
</span>
</div>
</div>
</div>
</div>
</div>
</div>
<div class="frame-137-BxnujK">
<p class="x3-writing-a-problem-statement-Nb9nfO titlesubsection">3. Writing a problem statement</p>
<p class="successful-software-Nb9nfO body">
Successful software procurement requires a clear definition of the problem you aim to solve. This short
written document details the problem and accurately reflects your discovery research. Put careful
thought into the problem statement – it will be the thread that runs throughout the entire software
sourcing process.
</p>
<div class="action-Nb9nfO action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-JRRuPm content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Consider your user research
</div>
<p class="lorem-ipsum detail">
Identify a number of problem(s) that need to be solved. Meet with associated stakeholders and
collaboratively prioritize problems. Keep looking for multiple problems that are
complementary—problems that have similar causes, even if they look different.
</p>
</div>
</div>
<div class="action-nDDbJR action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-T188Rx content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Write out a problem statement
</p>
<p class="lorem-ipsum detail">
Agree on a clear, meaningful problem that needs to be solved (and be open to the possibility of
solving it without software!). The problem statement should be concise and written in clear
language.
</p>
</div>
</div>
</div>
<div class="frame-138-BxnujK">
<p class="x4-defining-key-perfo-3wr54b titlesubsection">
4. Defining Key Performance Indicators (KPIs) and broader goals
</p>
<p class="the-problem-statemen-3wr54b body">
<span class="span0-i8kq3R body"
>The problem statement should be accompanied by specific metrics, milestones or observable
improvements that indicate the problem has been solved </span
><span class="span1-i8kq3R mulish-normal-black-16px"
>(often known as Key Performance Indicators, KPIs, or outcome-based targets)</span
><span class="span2-i8kq3R body">. </span>
</p>
<div class="action-3wr54b action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-RjSPh8 content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Write down broad administration goals, commitments and objectives
</p>
<p class="lorem-ipsum detail">
As they relate to the problem, include things like climate change targets, social equity
commitments, local economic development, returning citizens.
</p>
</div>
</div>
<div class="action-WBFOve action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-EDbpeC content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Write down the broader departmental goals
</p>
<p class="lorem-ipsum detail">As they relate to the problem.</p>
</div>
</div>
<div class="action-VZ05sb action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-ld6wLW content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">Write out your KPIs</div>
<p class="lorem-ipsum detail">
Review the problem statement and consider how you might measure the success of a solution. Also
think about how a solution could advance departmental or administration-wide objectives. KPIs can
include both.
</p>
</div>
</div>
</div>
<div class="frame-143-BxnujK">
<p class="x5-underwriting-the-problem-statement-K1Yzxs titlesubsection">
5. Underwriting the problem statement
</p>
<p class="everyone-involved-wi-K1Yzxs body">
<span class="span0-0KqjDq body"
>Everyone involved will refer to this and the KPIs throughout the procurement process. These will
guide your work, empowering you to design a successful solution. </span
><span class="span1-0KqjDq mulish-bold-black-16px"
>All associated stakeholders must have reviewed these before moving forward.</span
><span class="span2-0KqjDq body">
Early buy-in and aligned expectations will reduce risk and save significant time over the course of
the procurement or design process.</span
>
</p>
<div class="action-K1Yzxs action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-nhlqq0 content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Get stakeholders to sign a unified document
</p>
<p class="lorem-ipsum detail">
Collect the research, user journeys, problem statement, and KPIs into a single document, then
“underwrite” it—have stakeholders literally sign the document.
</p>
</div>
</div>
</div>
<div class="guidelinessolo-BxnujK">
<div class="title-4V7V41 title">
<img class="iconguidelines-qvHGNp" src="img/[email protected]" alt="icon.guidelines" />
<p class="guidelines-qvHGNp mulish-bold-black-16px">Software may not be the best or only solution</p>
<img class="arrowdown-qvHGNp" src="img/[email protected]" alt="arrow.down" />
</div>
<div class="flex-container-i22667502117085-4V7V41">
<div class="text0-i22667502117085-hVqfeV detail">
<span class="span0-9pHOik detail"
>It’s easy to assume that new software will solve all of the complex problems you and your
colleagues are facing. But sometimes software is not the only or best solution. Once you’ve written
a problem statement, KPIs and goals, take some time to explore many and varied ways of approaching
the problem and achieving your goals without software. Consider: <br
/></span>
</div>
<div class="text1-i22667502117085-hVqfeV detail">
<span class="span1-qgZSjJ detail"
>Changes to bureaucratic processes, budgeting, or policy directives.<br
/></span>
</div>
<div class="text2-i22667502117085-hVqfeV detail">
<span class="span2-d4QVIX detail">Communications and shifting departmental norms.<br /></span>
</div>
<div class="text3-i22667502117085-hVqfeV detail">
<span class="span3-Nr066x detail">Partnerships with outside organizations.</span>
</div>
</div>
</div>
</div>
<div class="outcomes-bOfIDm">
<div class="titlesubsection"><div class="subsection-title titlesection">Takeaways</div></div>
<p class="create-or-complete-t-eBbI9B body">
Create or complete the following outputs before moving on to the next step.
</p>
<div class="frame-144-eBbI9B">
<article class="outcome">
<div class="icongoal-mqHuMX icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<div class="this-is-an-outcome-t mulish-bold-royal-blue-16px">Documentation of discovery research</div>
</article>
<article class="outcome">
<div class="icongoal-xRJhIh icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<p class="this-is-an-outcome-t mulish-bold-royal-blue-16px">User profiles and user journeys</p>
</article>
<article class="outcome">
<div class="icongoal-7BHhDx icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<div class="this-is-an-outcome-t mulish-bold-royal-blue-16px">Problem statement</div>
</article>
<article class="outcome">
<div class="icongoal-wibWqG icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<p class="this-is-an-outcome-t mulish-bold-royal-blue-16px">
Broad goals and detailed KPIs for the project
</p>
</article>
</div>
</div>
<div class="references-bOfIDm">
<div class="titlesubsection"><div class="subsection-title titlesection">Further reading</div></div>
<div class="frame-140-vyL7WK">
<article class="reference">
<div class="number"><div class="x1 body">1.</div></div>
<div class="content-4ADZ86 content">
<div class="frame-163"><div class="source-name subtext">CityMart</div></div>
<a
href="https://medium.com/citymartinsights/unit-2-intention-collecting-needs-and-defining-statements-5bd27f5554bd"
target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">Defining needs and setting intention</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">2.</div></div>
<div class="content-kNy8xG content">
<div class="frame-163"><div class="source-name subtext">CityMart</div></div>
<a href="https://miro.medium.com/max/1400/0*eF6XTu_mo_9hYAL5" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Evaluation framework for problem ideas
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">3.</div></div>
<div class="content-Tm4drI content">
<div class="frame-163"><div class="source-name subtext">18F</div></div>
<a href="https://methods.18f.gov/discover/" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Discover: Build a greater understanding of your problem and the people it impacts
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">4.</div></div>
<div class="content-C7xcoi content">
<div class="frame-163"><div class="source-name subtext">The Atlas</div></div>
<a href="https://the-atlas.com/procurement-toolkit/" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">Free Procurement Toolkit For Cities</p>
</a>
<p class="you-should-read-this-ger4S9 mulish-normal-black-13px">
A toolkit to help government officials to develop a clear problem statement and select the most
appropriate procurement approach for the issue they want to solve.
</p>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">5.</div></div>
<div class="content-sEoxPl content">
<div class="frame-163"><div class="source-name subtext">Interaction Design Foundation</div></div>
<a
href="https://www.interaction-design.org/literature/article/personas-why-and-how-you-should-use-them"
target="_blank"
><div class="link-title-here mulish-bold-azure-radiance-16px">Personas—A Simple Introduction</div>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">6.</div></div>
<div class="content-SbuNuE content">
<div class="frame-163"><div class="source-name subtext">UX Collective</div></div>
<a
href="https://uxdesign.cc/understand-and-define-users-with-the-user-profile-model-f242047faaa9"
target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Understand and define users with the User Profile Model
</p>
</a>
</div>
</article>
</div>
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