Technology Transformation: (5) – Development of Scope and Roadmap

  • Infrastructure transformation is a critical process for businesses looking to stay competitive in today’s rapidly changing digital landscape. To effectively plan and manage this transformation, organisations need a comprehensive roadmap that outlines the scope of the project, identifies potential risks, and sets key performance indicators (KPIs). By conducting thorough assessments and strategically mapping out the project milestones, businesses can ensure successful implementation and achieve their goals.

    What is a project roadmap?

    A project roadmap is a valuable tool for project management that provides a high-level visual representation of the project plan. It maps out the various tasks, milestones, and deliverables of a project on a timeline, allowing project managers to effectively plan and communicate the project’s objectives and progress. The roadmap serves as a guide to mapping out project tasks and helps stakeholders understand the scope and direction of the project. It also plays a crucial role in scope management, ensuring that all project stakeholders are aligned and aware of the project’s goals and objectives.

    When Should You Use a Project Roadmap?

    Project roadmaps are an essential tool during the project planning phase and remain valuable throughout the entire project lifecycle. They serve as a tracking tool to keep key stakeholders, project managers, and team members informed about the progress of the project. Project roadmaps are commonly used by project managers, programme managers, and project management offices (PMOs) as portfolio management tools to track multiple projects.

    Project Roadmap vs. Product Roadmap

    While project roadmaps and product roadmaps are both visual planning tools, they have slight differences in their focus. Project roadmaps are used to manage and communicate the tasks, milestones, and deliverables of a specific project.

    Project roadmaps provide a comprehensive overview of the project plan, including the timeline and key objectives. They help project managers track progress and ensure that all stakeholders are aligned with the project goals and scope.

    Project roadmaps are valuable tools for project teams to stay organised and focused on the tasks at hand. They provide a clear visual representation of the project plan, making it easier for team members to understand their roles and responsibilities.

    Product roadmaps, on the other hand, are specifically designed for managing and communicating the development and improvement of a product. They outline the product’s features, enhancements, and updates over a certain timeframe.

    Product roadmaps help product managers prioritise features and align the development team towards the product vision. They provide a strategic direction for product development and help identify market opportunities and customer needs.

    Product roadmaps enable product teams to communicate their vision, roadmap, and backlog to stakeholders. They align development with business objectives and customer demands, ensuring that the product delivers value to customers.

    Both project roadmaps and product roadmaps serve as visual planning tools, providing a clear roadmap for success. However, the focus and objectives of each roadmap may vary depending on the nature of the project or product being managed.

    Project Roadmap vs. Project Plan

    A project roadmap and a project plan are two essential documents in project management, each serving a distinct purpose. While both are valuable tools for successful project execution, they differ in their level of detail and focus.

    A project roadmap provides a high-level overview of the project, outlining the goals, milestones, and deliverables. It serves as a strategic guide, offering stakeholders a broad understanding of the project’s direction and objectives. The roadmap acts as a visual representation of the project, allowing stakeholders to easily grasp the overall scope and timeline.

    A project plan, on the other hand, delves into the specifics of the project. It is a comprehensive document that includes detailed tasks, dependencies, timelines, resources, and budgets. The plan breaks down the project into manageable components, providing a roadmap for the project team to follow. Project managers use the plan to assign tasks, allocate resources, and create a realistic timeline for project execution.

    Key Differences

    1. Level of Overview: The project roadmap offers a high-level perspective, while the project plan focuses on the specifics and details of the project.
    2. Focus: The roadmap emphasises the project’s goals, milestones, and deliverables, providing a strategic view. The plan is concerned with specific tasks, dependencies, and resources, offering a tactical view.
    3. Scope vs. Detail: The roadmap provides a comprehensive overview, whereas the plan dives into the nitty-gritty details necessary for project execution.

    “The project roadmap helps stakeholders understand the overall project direction, while the project plan ensures that teams have a detailed roadmap to follow.”

    Both the project roadmap and the project plan are critical to driving successful project outcomes. While the roadmap provides a high-level overview and strategic direction, the plan lays out the detailed tasks, dependencies, and resources required for executing the project. Ultimately, these two documents work hand in hand to guide project teams towards achieving their goals.

    What Should Be Included in a Project Roadmap?

    A project roadmap is a strategic planning tool that outlines the scope, goals, and objectives of an infrastructure transformation project. It provides a high-level overview of the project, helping stakeholders understand its purpose and direction. When creating a project roadmap, there are several key elements that should be included:

    1. Project goals and objectives: Clearly define the high-level purpose and desired outcomes of the project. This helps align all stakeholders and ensures everyone is working towards a common goal.
    2. Project risks: identify and assess potential threats that could impact the project’s success. By proactively addressing these risks, project managers can mitigate their impact and ensure smoother execution.
    3. Project timeline: Provide a comprehensive overview of the key milestones and deliverables. This helps in visualising the project’s progress and ensures that the project stays on track.
    4. Task dependencies: Identify the order in which tasks must be completed. Dependencies between tasks help in planning and ensure that the project follows a logical sequence.
    5. Project resources: define the personnel, technology, and budget required for each phase of the project. This helps ensure that the necessary resources are available and allocated appropriately.
    6. Key individuals: Identify the key individuals involved in the project and their roles. This clarifies responsibilities and establishes clear communication channels.
    7. Kickoff meeting: Conduct a kickoff meeting to align all stakeholders and ensure a common understanding of the project objectives, scope, and timeline.
    8. Roles and responsibilities: Clearly define the roles and responsibilities of each project team member. This ensures clarity in tasks and deliverables and helps avoid confusion or duplication of efforts.

    An effective project roadmap includes project goals, objectives, risks, timeline, task dependencies, key individuals, and a kickoff meeting to set project alignment among stakeholders. It also defines roles and responsibilities, ensuring clarity in tasks and deliverables.

    By including these elements in a project roadmap, project managers can effectively plan, communicate, and manage their infrastructure transformation projects, leading to successful outcomes and the achievement of project objectives.

    How to Create a Project Roadmap in 5 Steps

    To create a comprehensive project roadmap that outlines the scope, tasks, timeline, dependencies, and milestones, project managers can follow these five steps:

    1. Break down the project scope into manageable tasks: Begin by identifying the key components and objectives of the project. Break down the scope into smaller, more manageable tasks that can be completed within a reasonable timeframe.
    2. Map out the project tasks using Gantt charts or project management software. Utilise Gantt charts, project management software, or other visual planning tools to map out the tasks, their durations, and their order of completion. This will provide a visual representation of the project schedule and help ensure task alignment.
    3. Identify task dependencies and link them to the project roadmap. Determine which tasks are dependent on others and establish their relationships. Link these tasks to the project roadmap to visualise the dependencies and ensure that tasks are sequenced correctly.
    4. Define project deliverables for each task: Clearly define the expected outcomes and deliverables for each task. This will provide clarity to the team members working on the project and help them understand the purpose and expectations of their work.
    5. Set project milestones to track progress and completion: Identify significant milestones or checkpoints throughout the project timeline. These milestones will serve as markers for tracking progress and completion. They provide project teams with a sense of accomplishment and help keep everyone aligned and motivated.

    By following these steps, project managers can create a well-structured project roadmap that effectively communicates the project plan, scope, task dependencies, and milestones. This roadmap acts as a valuable guide for the project team, ensuring smooth execution and successful project delivery.

    Project Roadmap Example

    A project roadmap example provides a clear demonstration of how a project roadmap outlines project phases, milestones, tasks, dependencies, key individuals, and dates. It serves as a visual representation of the project’s timeline, progress, and key elements that contribute to its successful execution.

    Project Phases

    1. Planning Phase: This initial phase involves defining project objectives, identifying deliverables, and creating a project timeline.
    2. Design Phase: In this phase, key individuals collaborate to develop project plans and outline the steps required to achieve project goals.
    3. Development Phase: The development phase involves executing tasks, leveraging available resources, and adhering to the project timeline.
    4. Testing Phase: During this phase, project milestones are evaluated, and quality assurance measures are implemented to ensure project success.
    5. Deployment Phase: The final phase involves project implementation, user adoption, and a successful stakeholder transition.


    • Project Kickoff: This marks the official start of the project, where stakeholders are aligned on project objectives and expectations.
    • Design Approval: A significant milestone where project plans and designs are reviewed and approved by key individuals.
    • Development Milestones: These milestones track the completion of crucial development tasks and ensure progress towards project goals.
    • User Acceptance Testing: This is the milestone where project deliverables are tested to ensure they meet user requirements and expectations.
    • Project Completion: The final milestone signifying the successful conclusion of the project.

    Tasks and dependencies

    “The tasks and dependencies highlighted in the project roadmap example demonstrate the sequence and interdependencies of activities required for project completion. It ensures that tasks are executed in a logical order, enabling efficient project progression.”

    Key Individuals

    • Project Manager: responsible for overall project planning, coordination, and execution.
    • Team Leads: Individuals overseeing specific teams or departments involved in the project.
    • Subject Matter Experts: Key individuals possessing specialised knowledge essential to project success.
    • Stakeholders: individuals or groups with a vested interest in the project’s outcome.


    “The dates associated with each phase and milestone represent the project’s timeline, ensuring adherence to the established schedule and timely completion of project milestones.”

    By examining a project roadmap example, stakeholders gain a comprehensive understanding of the project’s scope, key phases, milestones, tasks, dependencies, key individuals, and associated dates. This clear visual representation facilitates effective project planning and management, enabling successful project outcomes.

    Project Roadmap Template

    A project roadmap template is an invaluable tool for beginner project managers. It provides a structured framework for organising and tracking project tasks, ensuring efficient and effective project management. One of the key features of a project roadmap template is the inclusion of a task list, which allows project managers to document and prioritise the various tasks required for project success.

    By using an Excel template, project managers can create a project roadmap with ease. The template automatically generates a visual timeline, enabling project teams to visualise the project’s progress and key milestones. This visual representation helps project managers and stakeholders gain a clear understanding of the project’s timeline and ensures that everyone is aligned with the project objectives.

    A project roadmap template also enables the creation of a dynamic roadmap that supports real-time tracking. With this functionality, project managers can monitor the progress of tasks, identify potential roadblocks, and make necessary adjustments to keep the project on track. Real-time tracking allows for agile project management, ensuring that teams can quickly adapt to changing priorities and requirements.

    In addition to the task list and visual timeline, a project roadmap template may include other project management functionalities. These functionalities can include resource management, document sharing, collaboration tools, and reporting capabilities. By utilising a comprehensive project roadmap template, beginner project managers can effectively plan, execute, and monitor their projects.

    A well-executed project roadmap template serves as a roadmap that guides the project team towards successful project completion. It provides structure and direction, ensuring that the project remains on track and aligned with the overall project goals. With a project roadmap template, beginner project managers can confidently navigate the complexities of project management and drive successful project outcomes.

    Project management templates are valuable resources that complement the project roadmap template. These templates provide ready-to-use frameworks for project planning, budgeting, and work breakdown structures. By utilising project management templates, beginner project managers can benefit from established best practices and industry standards, accelerating their project management journey and ensuring project success.

    What project management tools can be used to create a project roadmap?

    There are several project management tools available that can be used to create a project roadmap. Popular options include Gantt charts, Kanban boards, project dashboards, and project timelines. These tools enable project managers to visualise tasks, dependencies, milestones, and timelines on a collaborative platform, providing a comprehensive solution for planning, scheduling, and tracking projects.

    Project managers can utilise Gantt charts to create visual representations of project timelines, allowing teams to easily understand the sequence of tasks and their durations. This tool is particularly useful for tracking dependencies and identifying potential bottlenecks in project execution.

    Kanban boards, on the other hand, offer a visual approach to project management, organising tasks into separate columns such as “to-do,” “in progress,” and “completed.” This tool allows teams to easily track the progress of tasks and collaborate effectively throughout the project lifecycle.

    Project dashboards provide a centralised location for monitoring key project metrics and status updates. They offer real-time visibility into project progress, allowing stakeholders to make informed decisions and address any emerging issues promptly.

    Project timelines serve as a chronological overview of project tasks, milestones, and deliverables. They provide clarity on project schedules and help stakeholders visualise important project milestones and deadlines.

    Ultimately, choosing the right project management tool depends on the unique needs and preferences of the project team. Whether it’s Gantt charts, Kanban boards, project dashboards, or project timelines, the selected tool should facilitate collaboration, enhance transparency, and streamline project execution.

    ProjectManager Helps You Create Project Roadmaps in Minutes

    ProjectManager is powerful project management software that provides all the essential features for creating project roadmaps in minutes. With its user-friendly interface and comprehensive functionalities, ProjectManager simplifies the process of planning and managing projects.

    One of the key features of ProjectManager is its project roadmap functionality. You can easily create a visually appealing and informative project roadmap that outlines the project’s objectives, milestones, deliverables, and timelines. ProjectManager offers a range of templates and customisation options, allowing you to tailor the roadmap to your specific project needs.

    With ProjectManager, you can also streamline project approvals. The software provides a seamless approval workflow, enabling stakeholders to review and approve project plans, budgets, and resources. This ensures that all project stakeholders are aligned and that the project can progress smoothly.

    Effective project planning is essential for success, and ProjectManager offers robust project planning tools. You can break down your project into manageable tasks, assign resources, set dependencies, and define task durations. The software also allows you to create Gantt charts, which provide a visual representation of your project schedule.

    For portfolio management, ProjectManager offers advanced features. You can track multiple projects simultaneously, monitor their progress, and assess their impact on your overall portfolio. With real-time updates and comprehensive dashboards, you can gain a holistic view of your project portfolio and make informed decisions.

    Furthermore, Project Manager simplifies document creation. You can generate project reports, status updates, and other important documents with just a few clicks. This saves you valuable time and keeps all project documentation organised and accessible in one central location.

    Overall, ProjectManager is a versatile project management software that empowers teams to efficiently gather project information, manage project scope, track progress, and collaborate on tasks and deliverables. By utilising ProjectManager’s project roadmap, project approvals, project planning, portfolio management, and document creation functionalities, you can streamline your project management process and achieve successful outcomes.


    In conclusion, a project roadmap plays a critical role in the planning and management of infrastructure transformation projects. This visual representation of the project plan is essential for highlighting the key elements, including goals, deliverables, milestones, and risks. By following the steps to create a comprehensive roadmap and leveraging project management tools, businesses can effectively plan and track their infrastructure transformation initiatives.

    A well-executed project roadmap ensures the successful implementation of the transformation, enabling businesses to achieve their strategic objectives. It provides a clear roadmap for the project team, stakeholders, and other key individuals involved in the transformation process, ensuring everyone is aligned and working towards the same goals.

    The project roadmap serves as a communication tool, allowing stakeholders to easily understand the scope, timeline, and dependencies of the project. This visual representation fosters effective collaboration and decision-making, facilitating timely adjustments and necessary course corrections throughout the project lifecycle. It enables project managers to proactively identify and mitigate risks, ensuring successful project outcomes.

    In summary, a project roadmap is an indispensable asset for businesses embarking on infrastructure transformation projects. By utilising this planning and management tool and emphasising the key elements, businesses can navigate the complexities of the transformation process, effectively execute their strategies, and achieve long-term success.

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