Table of Contents | Appendix C-1 | Appendix C-3



The System Boundary Document (SBD) provides guidance on how to establish the boundaries of an information technology (IT) project. It establishes a formal agreement among the DOJ Component Executive Review Board (ERB) on the high level requirements, costs and schedule for an IT project. It records management decisions to mitigate and to accept a level of risk in the business, technological and project management environments. System development projects frequently experience cost overruns and schedule slippages due to a variety of reasons, including changing requirements and poor resource and schedule estimating. While requirements, schedule and resource changes will occur at times, these changes must be managed and controlled. Documented system boundaries are a tool for DOJ/Component management to use to provide this control.

The SBD is applicable to all DOJ/Component IT projects. The SBD captures the business functions, goals and objectives that the IT project will satisfy. It also captures critical success factors, assumptions and constraints for the IT project as well as performance measures that provide criteria to judge whether the IT satisfied the business goals and objectives. The SBD shall be approved by the DOJ/Component ERB.

1.0      OVERVIEW

The SBD records the essential properties of the envisioned system early in its development and provides guidance on its achievement.

1.1      Purpose

Identify the system / project to which this SBD applies and the strategic goals and missions it will support.

1.2      Background

The SBD is meant to help senior executives communicate between themselves and reach consensus on what they intend to achieve by pursuing this effort, and why. Provide information in this section on previous decisions or previous system development projects that are relevant to understanding the current project.

2.0      MISSION

The strategic planning information in this section should refer to DOJ/component strategic planning documents, such as the Strategic and Performance Plans, the JMD/component IT Strategic Plan, and the DOJ/Component Enterprise Architecture.

2.1      System Mission

Describe the mission for this system. Convey why this system is necessary for your component. Relate the system mission to the DOJ and/or component mission. The system mission will be discussed in terms of how it addresses the opportunities and deficiencies identified in the Concept Proposal.

2.2      Objectives

State the long term component business objectives expected to be achieved by using the system.

2.3      Goals

State any quantifiable targets that your component wishes to achieve, and the time frame for reaching them, as related to the proposed system. Goals must support one or more system objectives.

2.4      Critical Success Factors

Identify the critical factors for the system to be considered a success in achieving the business goals provided above. They are defined as conditions which must exist (or must be prevented). How will you know if this project is a success?

2.5      Performance Measures

For the business objectives above, describe how progress on their achievement will be measured and reported.


This section provides the preliminary documentation of functional and informational requirements based on the opportunities and deficiencies identified in the Concept Proposal.

3.1      Existing Methods and Procedures

This paragraph should provide a brief description of the current methods and procedures being employed to satisfy existing information requirements. Summarize the conclusions of any analysis that was performed on the ability of the existing system to satisfy the mission, objectives, goals, and critical success factors described above. Describe the products and services delivered to current customers.

3.2      Required Capabilities

3.2.1   Users' Functional Requirements

Describe user requirements in functional terms. The description should be in narrative form and written from the users' perspective. Graphical representations may be used if it helps the user express the requirements and their interrelationships. When a requirement is the improvement of existing methods and procedures, state the extent of anticipated improvement and the relationship to previously stated opportunities and deficiencies. Make sure that all of the functions included in the system are identified and that the functions are described in sufficient detail that an accurate estimate can be made of the resources required.

3.2.2   Users' Information Needs

Describe user requirements in terms of the information needed to perform their functions. The description should be in narrative form and written from the users' perspective. A subject area diagram or high level entity relationship diagram may be used if this helps the user describe the kind of information required.

3.2.3   Sensitivity of Data

Describe the requirements for protecting sensitive data. Sensitive information must be protected in accordance with the Computer Security Act of 1987 (Public Law 100-25).

3.2.4   Network Requirements

Describe all potential network support requirements to include number of users, projected volumes and types of data to be exchanged and the frequency of data exchange. These estimates should show the order of magnitude of support required at a level of accuracy and detail comparable to the functional requirements and information needs.

3.2.5   Interface Requirements

Describe the proposed system's relationship with existing and other proposed systems. Include the purpose of the requirement for any interface.

3.2.6   Technical Framework

Describe the potential impact to the component or DOJ infrastructure and the potential architectural and security implications by responding to the following:  Description

Define the life-cycle stages for all planned systems in this project - circle all that apply.
            [New, Upgrade, Replacement]
Who are the stakeholders for your project?
            [JMD, DOJ Components, Federal Agencies, Public, Other]  Resources for Development and O&M

What resources will you need to administer servers?
            [In-house, contractor, JMD, other, don't know}
What resources will you need to administer applications?
            [In-house, contractor, JMD, other, don't know}
What resources will you need to administer configuration management?
            [In-house, contractor, JMD, other, don't know}  Network Connectivity

What kind of connectivity will you require? Circle all that apply.
            [Internal DOJ Networks, External Government, External Public]
If using one of the Internal DOJ Networks, please specify.
            [JCON, JCN, JMD SMO LAN, other, don't know]  Application Requirements

Are you planning on using these JMD computing platforms? Circle all that apply.
            [OS/390, Unix, NT, Other, Not Sure]
If not, are you planning on purchasing new hardware? Y/N
Are you planning to do a pilot test system? Y/N
Do you expect your architecture to be compatible with your existing hardware/software?
            Y/N/ or Don't Know
What application software are you planning to use? Circle all that apply.
            [Oracle, JAVA, COTS, Other, Don't Know]
If COTS, name the product(s) (example: PeopleSoft).  Email

Will the system(s) have any components which rely on email services? Y/N  Integration

Will your system(s) need to integrate with other Department systems? Y/N
If yes, select all owners that apply.
            [JMD applications, Component applications, Federal Agency applications, Other]
For each selected, please provide the specific name of the owner, the system name(s), and if the system currently exists or if it is planned.  Capacity

Are you planning on using any resource intensive technologies? Circle all that apply.
            [Streaming Video, Video Teleconferencing, Other]
If other, please specify ___________________________________.  Client Platforms

Are you planning to make your application available from a JCON workstation? Y/N  Security

What is highest sensitivity of data for your system(s)? [Public, Confidential, Secret] Have you identified security requirements for all systems? Y/N _______
If yes, please provide web link _________________________________________
If no, when will you do this? (insert checklist of phases)

If your system(s) will need to have access to the Internet, please select the type of access:
             (insert checklist of access types)


4.1      Organizational Structure

Identify the potential impacts on the existing organizational structure. Identify constraints on the scope of change to the current organization. Discuss users, developers, maintainers, and any other organizational units affected by the system. Define all constraints that the new organizational structure may impose on the design and fielding of the system. Identify assumptions about who the users will be and where they will be physically located. Indicate any considerations for training, reassignment, etc.

4.2      Impact of Automation

Identify how automation impacts activities that are currently being performed. Discuss decisions and assumptions that partition functions between people and automation. This establishes guidance on the functions that require manual intervention and how automation should support them. Reference the rationale for these decisions, such as cost benefit or other reasons (union rules, re-training, computing limitations, etc.).

4.3      Legal

Discuss any legal considerations that may affect the system development or use, such as pending legislation.

4.4      Security

Discuss any security considerations that may affect the system development or use.

4.5      Facility

Discuss any facility considerations that may affect the system development or use. The cost of acquiring a facility is part of the life cycle cost of an IT system.


5.1      Technology Impact Analysis

Summarize the conclusions from an analysis of the technological changes and state the preferred technological approach for the system. Reference any studies or actions taken to assure that the approach is feasible and can support the objective.

5.2      Acceptable Alternatives

State any explicit flexibility in the application of technological approaches that system designers should consider. Adaptation and growth of the system should be discussed.

5.3      System Upgrade

For a project which includes upgrade/improvement of existing systems, describe the following from an information technology perspective as they relate to the requirements stated in section 3, Requirements Statement: functional improvements (new capabilities); improvements of degree (upgrading existing capabilities); increased timeliness (decreased response or processing time); and the elimination or reduction of existing capabilities that are no longer needed.


6.1      Organizational Support

Identify assumptions and constraints about the level of support to be provided by the organizations within and external to the project team that will participate in the development effort. Reference the PM Charter, which in turn will reference any memorandums of understanding between these participants.

6.2      Budget

Identify assumptions and constraints affecting the funds available for the project. For example, the effect variances from projected fee collections could have on the project in future fiscal years, the effect of proposed changes to the Federal budget, or the assumption that the system can be developed within the approved budget

6.3      Schedule

Identify externally imposed dates which affect the project. For example, the system will comply with legislation by xxxx date. Identify assumptions and constraints about tasks or events on the critical path of the project schedule.

6.4      Facility

Identify assumptions and constraints about physical facilities the project will have available for project use. Refer to agreements about sharing access to the operational space (i.e., third shift testing, office relocation, power, HVAC, etc.).

6.5      Acquisition

Identify any considerations for procurement activities for the system, including lead times and external/internal coordination.

6.6      Other Projects

Identify dependencies between this project and other development or modification projects which relate to this project. Refer to any Memoranda of Understanding between the projects' Project Managers or System Development Managers.


This section establishes the component ERB commitment to the schedule, funding and cost, and performance metrics for the project (i.e., the Investment Baseline).

7.1      Schedule

Provide the major milestones and dates for the project. Specify the dates as a range if appropriate.

7.2      Approved Budget

State the approved budget for the life of the project by fiscal year. Indicate the different accounts (working capital fund, direct appropriation, debt collection fund, fee accounts, etc.) which are providing funds to the project.

7.3      Project Life Cycle Cost Estimate (LCCE)

State the estimated project LCCE by fiscal year broken down into cost categories. The major cost categories are: personnel, COTS components of the IT (hardware and software), infrastructure components, facilities, and supplies/materials. Personnel costs shall show DOJ component staff and contractors separately and be broken down into work breakdown structure (WBS) elements suitable for the investment.

7.4      Performance

State the measurable performance improvements anticipated from this project. Performance measures should be based on a stated priod of time so that progress over time can be demonstrated. Examples might include system response times for the public/users, system availability, number of criminals denied access to guns due to data in the system, application processing times, etc.

7.5      Project Risks

Discuss potential risks and the reasonableness/acceptability of the costs of these risks, their probability, their costs, and the mitigation strategies. Indicate if the cost figures have been adjusted to accommodate the risk calculations.

7.6      Return on Investment

Discuss if the quantitative and non-quantitative measures used to indicate that the investment will provide a justifiable return relative to the investment level required. Indicate what quantitative and non-

quantitative measures of valuation have been used to determine the return-on-investment (ROI) to the organization.

7.7      Affordability

Explain how the component organization will support this investment in light of other priorities.


List each source of information used to prepare this SBD. Include documents (indicate parts that are applicable), meeting minutes, interviews, management reports, analysis of existing or future situations, and any other source as necessary to assure that statements within this document can be validated.


Describe the relationships between goals, objectives, Critical Success Factors, Performance Measures, functions, information needs and organizational units with graphics and supporting text.


Describe with graphics and supporting text the high level data created, used, stored or displayed by the system.


Describe with graphics and supporting text the high level functions and processes supported by the system.


Cover Page
Table of Contents

1.0       Overview
            1.1       Purpose
            1.2       Background

2.0       Mission
            2.1       System Mission
            2.2       Objectives
            2.3       Goals
            2.4       Critical Success Factors
            2.5       Performance Measures

3.0       Requirements Statement
            3.1       Existing Methods and Procedures
            3.2       Required Capabilities
                        3.2.1       Users' Functional Requirements
                        3.2.2       Users' Information Needs
                        3.2.3       Sensitivity of Data
                        3.2.4       Network Requirements
                        3.2.5       Interface Requirements
                        3.2.6       Technical Framework

4.0       Business Assumptions and Constraints
            4.1       Organizational Structure
            4.2       Impact of Automation
            4.3       Legal
            4.4       Security
            4.5       Facility

5.0       System Assumptions and Constraints
            5.1       Technology Impact Analysis
            5.2       Acceptable Alternatives
            5.3       System Upgrade

6.0 Program Management Assumptions and Constraints
            6.1       Organizational Support
            6.2       Budget
            6.3       Schedule
            6.4       Facility
            6.5       Acquisition
            6.6       Other Projects

7.0       Project Cost, Schedule, and Performance
            7.1       Schedule
            7.2       Approved Budget
            7.3       Project Life Cycle Cost Estimate (LCCE)
            7.4       Performance
            7.5       Project Risks
            7.6       Return on Investment
            7.7       Affordability

Appendix A - References

Appendix B - Analytical Matrices

Appendix C - Entity Relationship Diagram

Appendix D - Function Hierarchy Diagram

Table of Contents | Appendix C-1 | Appendix C-3