The fourth of six (4 of 6) steps in Portfolio Task 3 - Elaborate Feature (Request) is where Solution selections are made. To clarify, this is where the implementation of change, which new Epics and/or Solutions represent, gets real!
To this point, there have been alternatives. In other words, ideas of what could be. Now, multiple options reduce to the actual components that will both address the initial Request and affect the overall Portfolio.
This execution of decisions made in the prior step leads to individual Solution selections. Afterwards, the lifecycle of each new Solution begins. Correspondingly, the lifecycle of each new Epic also gets underway.
Elaborate Feature (Request) - Step 4 of 6: Solution Selections
What's Before
Prior to this step, during PT3 - Step 3 of 6: Sponsor Review, the TMO presented recommendations, Planning Level 1 artifacts, and an initial Business Case. Key Stakeholders, Epic Owners, and the Sponsor(s) considered this information and chose which path(s) this Request would take. The TMO then arranged for the resources required to execute this, and subsequent Elaborate steps to be available.
What's Happening Now
At this point, the transition towards one or more new Solutions begins. Indeed, it is time to move past available options, and to settle on some definitive components. To put it differently, this is the time the organization will make some serious financial commitments.
They will procure applications, technologies, and/or tools to fulfill the Request. Additionally, they may engage with Service Providers. Of course, the organization will also make commitments to consume other resources. In doing so, they will reduce the availability of these resources to support other Requests.
To support this step, the TMO will add more Elaborate Stories to the Release Backlog. This next set of Stories will address the actions to complete during this state that facilitate the Feature's (Request's) progress. These are the final actions which prepare the organization for the initial Inception of a new Solution.
Next Set of Elaborate Stories
Solution Selection
To begin, the TMO will facilitate procurement of any new applications or technologies. This involves the selection of the Solution Components, including the core software, as well as purchase or licensing of individual modules or functionality as appropriate to fulfill the Request.
Service Providers
Concurrently, the TMO will also facilitate engagement with desired Service Providers. Afterward, these 3rd Parties will help the organization implement or support the Solution selections. For instance, parties may include software Vendor implementers, Solution Integrators, Independent Consultants, and/or entities which will help deliver or operate the Solution.
Other Procurements & Agreements
Additionally, the TMO will facilitate procurement of anything aside from Solution Components and Service Providers which requires an agreement, license, or other work to make it available to support the new Solution.
Solution Strategy & Architecture
As soon as the Solution selections occur, Architects can begin to define Solution's Strategy & Architecture materials. Solution Strategies and Architectural Diagrams will establish both guardrails and guidelines for the Solution's implementation. If desired, Solution Approaches can begin to outline future delivery activities.
Level 3 - Task Flow Diagrams
For each Business Process within scope of the next Solution Phase, Teams may create initial Task Flow (Level 3) Diagrams. This will map operational Tasks to functional Steps within various Solution Components. Further, it will identify affected organizational roles and responsibilities. These will help target participants for the next step of Elaboration.
Gap Analyses
Finally, the TMO will create a Gap Analysis to address any requirement that the Solution selection leaves met.
Step-by-Step
To Gain this State
While in this State
To Attain the Next State
- A Feature (Request) will progress to this state upon receipt of Sponsor approval.
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- It is highly unlikely that a Feature (Request) would regress to this state.
- Add next set of Elaborate Stories to Release Backlog
- Execute Solution selections. That is, license, purchase, acquire, etc. Solution Components such as applications, technologies, or platforms.
- If appropriate, engage Service Provider(s): Solution Integrators, Service Providers, etc.
- Complete any other Purchase Agreements, Contracts, etc.
- Produce draft Solution Strategy & Architecture materials.
- Complete draft Level 3 Process Diagrams.
- Conduct Gap Analysis.
- Upon completion of the actions in this step, the Feature (Request) will progress on to Inception.
Add Next Set of Elaborate Stories to Release Backlog
While a Feature (Request) is in this state, it is time to add another set of Elaborate Stories to the Release Backlog. Afterwards, participants will then work on each Story until it is complete.
Each Story represents artifacts that contribute towards preparation for Solution Inception. Inception marks the transition of the Feature (Request) from Portfolio Management onto Solution Delivery. The topics below indicate an initial list of Stories to add. Organizations may choose to add additional Stories if there are other artifacts they want to develop.
Add all the Elaborate Stories described below as soon as the Feature (Request) moves into this state on the Elaborate Feature Board. Relate each Elaborate Story added below to the parent Feature (Request).
Execute Solution Selections
It's time to replace 'stakes in the ground' with some definitive answers.
To this point, there may have been options available as to which application(s) and/or technology(ies) will support the Request. Now, the TMO will narrow down those options to specific Solution selections. Until these Solution Components are chosen, there is really not much more that can be done constructively.
To begin, it's time to procure any new software and/or hardware. Depending upon a variety of factors, this may be a simple purchase. Alternatively, it may involve some rather complex negotiations.  Either way, final decisions are required to move forward. Many of the other artifacts to produce in this step are dependent upon specific choices made here.
If there is a clear component preference, then several other artifacts in this step can get underway. Technically, this is jumping the gun. However, if it's a reasonable bet, there's no need to waste valuable time. Conversely, if there is a doubt as to which (or whether) core components to license, then it is advisable to wait for confirmation of the chosen Solution.
The most important selection is the primary application or technology. First, it is very likely the new Solution will take the same name as the chosen application or technology. Second, in addition to selecting the core product, in many cases there are additional decisions to make, such as which modules within the product to license at this time.
Next Phase Horizon
Which brings up an important clarification. The selection, and really, all of the work to complete during this step, apply to the first, or next, Solution Phase. Typically, this is not an all or nothing decision. If it is known that some modules are in scope, license those. If the Solution may select one or more other modules, no worries. In most cases they can be added, licensed, or otherwise enabled, sometime later. Adding a new module to a Solution is a common example to adding a new Epic to an existing Solution. New module, equals new functionality, equals new Epic. Easy peasy.
By definition, each Solution should have just one primary application or technology. If there are multiple primary applications, then there are multiple Solutions. In that case, the TMO must ensure completion of each section below for each of the Solutions.
Components Other than Solutions
However, there may be secondary, or related, software and hardware items to decide upon. For example, a PLM application may opt to use SolidWorks, Solid Edge or NX. Or an ERP may opt to use MS Word, or Google Docs to generate invoices, statements and so on.
In this case, note that the CAD software is likely not its own Solution, but rather a component of the PLM Solution. Alternatively, depending upon its use elsewhere in the portfolio, Office365 or Google may be their own, related Solution.
The Solution Components document will reflect the Solution selections made here. It is a companion artifact that goes along with the Solution's Architectural Diagrams.
Of course, the procurement of many components occurs in sets. For example, a CRM application, with multiple modules, is just a single acquisition. Or a PLM product, with licenses for a base product, plus individual modules, plus other integration add-ons, is also a single 'Component set'.
For each component, or component set, to acquire independently, add a 'Solution Selection - <Component Name>' Story to the Release Backlog. This allows tracking of each component individually.
Engage Service Providers
Most organizations do not staff the number of resources, and/or skill sets, they need to implement a large, new application or technology. In this case, many look to 3rd Parties for assistance. Typically, they look to the Software Vendor, to Solution Integrators, or to Independent Consultants for help. In many cases, they look to a combination of two or more of these alternatives.
The variety of these sources of assistance is one of the main reasons for the Iterative Transformation Model. Of course, a selected 3rd Party may offer an implementation method. Then again, the organization itself may, or may not, have its own method. But it's likely the ITM will offer advantages over either of these. The ITM helps align the efforts of both internal and external resources.
In similar fashion, some Solutions require participation by other Service Providers. For example, a 3rd Party may host the Solution, or may be asked to operate and maintain the Solution after implementation. Each of these are additional services. Similarly, external vendors may operate some components through licensed access to their product, even though it may never be installed or maintained locally.
If the organization plans to use external Service Providers, then add a ' Service Provider Selection - <Service Type>' Story to the Release Backlog. Of course, if the Solution anticipates several types of Service Provider, add a Story for each Service type.
Complete any other Purchases, Contracts, etc.
Beyond Solution Components and Service Providers, there are often additional purchases or agreements to complete. For example, subscriptions to certain services or tools may be appropriate.
In the grand scheme of things, these tend to be relatively small costs. However, their lack of availability can cause large problems. Address these now in preparation to begin work on the Solution in the next step.
Produce Draft Solution Strategy & Architecture Materials
After Solution selection the primary application or technology is known. At this point, work can begin on several Solution Strategy & Architecture materials. If there is any doubt as to which application or technology will fulfill the Request, then avoid beginning these artifacts until it is known.
The TMO should arrange for a Product, System or Service Architect responsible for the application or technology to complete this work. One of the Service Providers identified above may provide this role. If there are multiple Solutions in the mix, then a Solution Architect may drive development of these artifacts.
Working from Vendor materials, as well as artifacts created throughout the Portfolio Tasks, the Architect(s) should prepare initial drafts for each of the Solution Strategies.
For each artifact, add a Story to the Release Backlog named 'Solution Strategies - <Strategy Name>'.
Further, the same Architect(s) should also prepare the Architectural Diagrams as well as compile the Solution Component descriptions.
For each of the three diagrams, add one Story to the Release Backlog named 'Architectural Diagrams - <Diagram Name>'. Add one more Story named 'Solution Component Definitions'.
The Architect may also prepare initial versions of the Solution Approaches. However, the Architect cannot complete these until Phase Inception occurs as part of the following step.
If the TMO wants Approaches at this time, for each artifact, add a Story to the Release Backlog named 'Solution Approaches - <Approach Name>'.
Produce Draft Level 3 Process Definition Diagrams
After selection of the core Components (see above), Team(s) can begin work on Level 3 Diagrams. For each Process, prepare draft Task Flow Diagrams for each Task that will use functionality a Solution Component provides. Once the Level 3 diagrams are available, each Team should also update the corresponding Process Requirements Matrices.
At this point, the intent is to produce draft versions of each Level 3 diagram. This work can take quite a bit of time. As a result, the ITM recommends that Teams complete these diagrams prior to Solution Inception. That is, this work is preparation for Solution Inception, rather than occurring during Inception.  The resulting draft Process Definition(s), along with the Solution Strategy & Architecture materials, become primary inputs into the next step of Elaboration.
For each Process within scope of the next Solution Phase, add one Story to the Release Backlog named 'Level 3 Diagrams - <Process Name>'. Then, add a second named 'Process Requirements - <Process Name>'.Â
Conduct Gap Analysis
The final action during this step is for the TMO to create Gap Analyses. In many cases, the Solution selections will not address all requirements. Look to the following for current requirements:
- Business, IT or Other Requirements (PT1 Step 3 of 5) or
- Process Requirements Matrices (see prior action).
For any requirement not already addressed by a Solution selection, identify the steps that will close the gap.
Add a Story to the Release Backlog named 'Gap Analysis - <Solution Name>'.Â
Participation & Updates to the WMS
The TMO will add the appropriate Elaborate Stories to the Release Backlog. Further, they will identify the resource to be responsible for each Story and assign the Story to them.
For information on the execution of each Story, refer to Portfolio Task 4 - Elaborate Stories.
What's Next
At this point, it is again time to shift attention to Portfolio Task 4: Elaborate Stories, in order to complete each of the Stories added above.
Once all of the Elaborate Stories added during this step are "Done", the Feature (Request) is ready to proceed on to PT3 - Step 5 of 6: Solution Inception.