The first step in the discovery phase is to develop a clear understanding of the purpose(s) for the system; identify the key components of the system and the associated requirements. 

Frame the Need

First, identify the purpose(s) of the system. Why do we need this management system? What key capabilities are needed? What are the expected benefits of an explicit management system? This first step will make sure the design team has a solid foundation and “touchstone” for all future discovery, diagnosis, and design decisions.

For example, some of the purposes of a strategic management system might include:

1. 1.Facilitate strategic thinking throughout the organization!
   

2. 2.Rapid and frequent cycles - dynamic market.
   

3. 3.Common vision among the organization members.
   

4. 4.Explicit strategy and action plans deployed throughout the organization.
   

5. 5.Measures to track progress and make adjustments.
   

Identify the Key Components and Requirements

Identify the key components and requirements of the system. Components are often identified by existing models or standards (e.g., CPE). In addition to the components what are the key requirements of the system. This is best accomplished with input from a diverse group of system users. For example, key components of a strategic management system might include:

1. 1.Key steps, participants, time horizons, etc.
   

2. 2.Environmental scan
   

3. 3.Output: key strategic objectives with timetable
   

4. 4.Resource allocation
   

5. 5.Action Plans - short- and long-term including associated human resource plans
   

6. 6.Measures to track progress
   

7. 7.Output: Projections with comparisons
   

Recommended Reading

Each “area to address” section in the BUG book includes the criteria verbatim from the Baldrige CPE. These criteria assist the design team in the identification of the key system components and requirements. Regardless of whether you are using the CPE model or some other approach, the BUG book provides a useful set of questions to ask about a variety of management systems and processes. These criteria are in the form of questions. For example, “How do you collect and analyze relevant data and information pertaining to...?”

Example BUG Questions - System Requirements (PDF)

To become familiar with the process and scorecard requirements in the Criteria for Performance Excellence I recommend reading pages 7 through 26 in the NIST Criteria - Download Criteria (PDF)

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