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    Week 4 - Poject Definition (ODL Version)

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    Fadhli Fegious
    This document defines the key elements that should be included in a project charter: - Project authorization and manager authorization are identified to give approval and assign responsibility. - Key stakeholders, their roles, and how they contribute are defined to avoid confusion and ensure involvement. - The project goal, priorities, scope, requirements, assumptions, constraints, risks, deliverables, cost estimates, schedule estimates, and change control process are documented to provide essential details for properly planning and managing the project. - Success criteria are also determined to evaluate if the project achieves its objectives beyond just time and budget. The project charter provides the foundational information to get the project started on the right foot.

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    Week 4 - Poject Definition (ODL Version)

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    Fadhli Fegious
    23 views24 pages
    This document defines the key elements that should be included in a project charter: - Project authorization and manager authorization are identified to give approval and assign responsibility. - Key stakeholders, their roles, and how they contribute are defined to avoid confusion and ensure involvement. - The project goal, priorities, scope, requirements, assumptions, constraints, risks, deliverables, cost estimates, schedule estimates, and change control process are documented to provide essential details for properly planning and managing the project. - Success criteria are also determined to evaluate if the project achieves its objectives beyond just time and budget. The project charter provides the foundational information to get the project started on the right foot.

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    Week 4 - Poject Definition (ODL version)

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    This document defines the key elements that should be included in a project charter: - Project authorization and manager authorization are identified to give approval and assign responsibility. - Key stakeholders, their roles, and how they contribute are defined to avoid confusion and ensure involvement. - The project goal, priorities, scope, requirements, assumptions, constraints, risks, deliverables, cost estimates, schedule estimates, and change control process are documented to provide essential details for properly planning and managing the project. - Success criteria are also determined to evaluate if the project achieves its objectives beyond just time and budget. The project charter provides the foundational information to get the project started on the right foot.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    23 views24 pages

    Week 4 - Poject Definition (ODL Version)

    Uploaded by

    Fadhli Fegious
    This document defines the key elements that should be included in a project charter: - Project authorization and manager authorization are identified to give approval and assign responsibility. - Key stakeholders, their roles, and how they contribute are defined to avoid confusion and ensure involvement. - The project goal, priorities, scope, requirements, assumptions, constraints, risks, deliverables, cost estimates, schedule estimates, and change control process are documented to provide essential details for properly planning and managing the project. - Success criteria are also determined to evaluate if the project achieves its objectives beyond just time and budget. The project charter provides the foundational information to get the project started on the right foot.

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    PROJECT DEFINITION

    LESSON OUTCOME
    At the end of this chapter, students will be able to :
     Discuss the importance of defining a project correctly.
     Determine the questions must be answered to properly define a project.
     Review the essential elements for a Project Charter.
    PROJECT DEFINITION
    Defining a project is a process of selection and reduction of the ideas
    and perspectives of those involved into a set of clearly defined
    objectives, key success criteria and evaluated risks.

    This definition process should end in the production of a Project


    Definition document, sometimes called a Project Charter.
    PROJECT DEFINITION
    Project definition elements:
     Aims
     Benefits and Risks
     Contextual factors
     Deliverables
     Evaluation
     Funding and Resources
     Guiding Principles
    BASIC PROJECT DEFINITION QUESTION
    Define the project’s aims

    ‘What are the aims of the project?’

    •Ask the potential client to describe what he or she wants from the
    project and listen carefully to the reply.
    BASIC PROJECT DEFINITION QUESTION
    Define the perceived benefits and risks of the project

    ‘What benefits do you (the client) expect from the project?’

    •Digging deeper into the aims of the project define what benefits the
    client expects the project to yield.

    •For example, an organization that decides it needs a website may


    not be sure why. You are the expert in this field and can make some
    suggestions of potential benefits but be careful not to lead the client
    away from what they want.
    BASIC PROJECT DEFINITION QUESTION
    Define the contextual factors, which could influence the project

    ‘What related factors could influence the project?’

    • There are many contextual and historic factors, which if ignored at an


    early stage will trip the project up later.

    •The context is the environment in which a project will develop.

    •There are so many possible contextual factors that may influence a


    project. They vary depending on the type of project being defined.

    •Here is a list of some possible contextual factors that may need careful
    consideration:
    Legislative requirements
    Regulatory requirements
    Previous failed attempts at the project
    Organizational drivers for the project
    Internal or external support or opposition to the project
    Public opinion
    Physical environment
    BASIC PROJECT DEFINITION QUESTION
    Define the deliverables for the project

    ‘When will we know the project is complete?’

    •Many projects end in frustration when the contractor feels the project is
    complete but the client was expecting more.

    •For example, is the client expecting a concept plan, a detailed design, a


    pilot programme or fully working model?
    BASIC PROJECT DEFINITION QUESTION
    Define how the project will be evaluated
    ‘How will we know if the project is a success?’

    The project will only be a success if the client judges it to be successful,


    however it is useful to know how they will be making that judgment.

    For example, here are some ways people may judge the success of a website:
    Looks
    Use of technology
    Ease of use
    Functionality
    Effectiveness
    Integration with other online and offline workflow
    Financial benefits

    Knowing which of these are most important to the client will help you make
    the project a success. The more clearly evaluation of success for the project
    is defined at the beginning of the project, the more likely it is to be
    successful. Firm evaluation outcomes are not negotiated during project
    definition.
    BASIC PROJECT DEFINITION QUESTION
    Define the funding and resources available for the project

    ‘What resources are available for the project?’

    You will need to know what funding and other resources, such
    as people, technology, materials, are available to you for the
    project.
    BASIC PROJECT DEFINITION QUESTION
    Define the guiding principles for the project

    ‘Are there any underlying principles I should be aware of


    before starting the project?’

    •Many organisations have their own set of principles to guide their


    operations.

    •You need to know what these are so that you do not contravene
    them.

    •Adopting these as guiding principles for the project reassures the


    client that your approach will blend easily with their organisational
    direction.
    PROJECT CHARTER
    Project definition document.
    The project charter is the first document that exists in the project. It
    causes the project to come into existence.
    The project charter names the project and briefly describes it.
    The project charter should be written by the project manager, but it
    must be issued under the signature of someone above the project
    manager who has the authority to make project assignments.
    +
    WHY DO WE DO A PROJECT CHARTER ?

     Project manager needs to understand the project in order to


    run the project and to produce the expected outcomes

     The way the project manager will set up and run the project
    depends of the priorities of the project

     Obtaining commitement from the project owner is key to get


    support from the project owner/sponsor when things get
    difficult

     It’s a sort of a contract between the project manager and the


    project sponsor
    PROJECT CHARTER
    What Every Project Charter Should Include:

    Project Authorization.
    A brief written statement should identify the authorized project by
    name and/or number.

    Project Manager Authorization.


    The name of the project manager, including a description of his/her
    responsibilities should be clearly identified.
    PROJECT CHARTER
    Key Stakeholders.
    All key stakeholders identified in the project proposal, those who
    can positively or negatively influence the success or failure of a
    project, must be identified. Their functions and roles must also be
    defined clearly to avoid role confusion. List all stakeholders, their
    roles, and how they will contribute to the project.

    Project Goal(s).
    Having a clear, agreed-upon, goal statement is vital to the success
    of the project. The goal statement in the project charter must be
    identical to the goal established in the approved project proposal.
    The goal must be:
    Specific
    Measurable
    Achievable
    Relevant to the corporate strategy
    Time-lined
    PROJECT CHARTER
    Project Priorities.
    A list of the project priorities (time, cost, scope, etc.) must be included
    and delineated in the order importance.
    These priorities should remain constant throughout the project
    whenever possible.

    Scope Statement.
    A scope statement that describes the major activities of the project in
    such a way that it will be absolutely clear if extra work is added later
    on.
    The scope statement in the project charter must reflect the approved
    scope described in the project proposal, and may further expand on its
    details.
    PROJECT CHARTER
    Project Requirements.
    • Client will identify the product requirements–what the product
    is expected to do, and how it must perform.
    • Most clients don’t know what they want until they know what
    you can provide, so initial product requirements are often “soft.”
    • Product requirements must be consistent with those in the
    approved project proposal.

    Project Assumptions.
    Any and all assumptions related to this project must be clearly
    described. This may include the availability of specific resources,
    information, funding, and project personnel skills.
    PROJECT CHARTER
    Project Constraints & Boundaries.
    Any constraints or boundaries placed on this project must be clearly
    described.
    This might include budget/funding limits, time constraints,
    regulations, or quality standards that must be met.

    Initial Project Risks.


    Any identifiable obstacles and risks (threats) that might prevent
    the successful attainment of the project goals must be considered.
    Each risk must be analyzed, quantified, and prioritized as much as
    possible with the information available at this stage of a new
    project.
    Risk responses, including mitigations, risk sharing, risk avoidance,
    and risk tolerances should be described in this portion of the project
    proposal.
    PROJECT CHARTER
    List of Deliverables.
    The project charter should include a list of deliverables produced by the
    project and submitted to a client or project manager for acceptance.
    There can be both intermediate and end deliverables.

    Cost Estimates.
    Any cost estimates that were developed and approved in the project
    proposal must be reflected in the project charter. These might also
    contain the following aspects:
    How fixed is the budget?
    Why was it set at ($$$)?
    How far over the budget or how late can we be and still be successful?
    PROJECT CHARTER
    Schedule Estimates.
    Any project duration estimates that were developed and approved in the
    project proposal must also be reflected in the project charter. These might
    also contain the following aspects:
    How was the project deadline arrived at?
    Why does the project need to be finished by (date)?
    Do we know have enough information to produce a reliable estimate?

    Integrated Change Control.


    The project charter must also define how changes to the project charter, or
    the approved project management plan, will be managed.
    Processes such as changes in scope, design, cost etc. must be described in
    detail, including who has the authority to accept of reject these changes.
    PROJECT CHARTER
    Success Criteria.
    In addition to the project goals it is also important to determine the
    success criteria of a project.
    Not all projects finish exactly on time, within budget, or with all initial
    scope completed, but this does not mean that a project has failed.
    Aggressive, but doable success criteria will ensure having a motivated
    project team.
    PROJECT CHARTER
    Project Authorization Project Manager Key Stakeholders
    • Authorized project by name
    Authorization • Functions and Roles
    • Project manager name and responsibilities

    Project Goal Project Priorities Scope Statement


    • Specific; Measurable; Achievable; Relevant to • Time, Cost, Scope, etc. (to be consistent • Approved major activities of the project
    the corporate strategy; Time-lined throughout project)

    Project Requirement Project Assumptions Project Constraints and


    • What the product is expected to do? and How it • Availability of specific resources, information, Boundaries
    must perform? (consistent throughout project) funding, and project personnel skills
    • Budget/funding limits, time constraints,
    regulations, or quality standards

    Project Risks List of Deliverables Cost estimates


    • mitigations, risk sharing, risk avoidance, and risk • List of deliverables produced by the project • How fixed is the budget?
    tolerances • Why was it set at ($$$)?
    • How far over the budget or how late can we be
    and still be successful?

    Schedule Estimates Integrated Change Control Success Criteria


    • How was the project deadline arrived at? • how changes to be managed? • Finish exactly on time, within budget and
    • Why does the project need to be finished by • changes in scope, design, cost etc according to quality
    (date)? • accept of reject these changes
    • Do we know have enough information to
    produce a reliable estimate?
    WHAT TO DO IF YOU HAVE NO
    PROJECT CHARTER?
    If you as a project manager have no written project charter you
    should write one and then submit it to your sponsor, and the other
    key stakeholders, for review, revision, and written approval.

    It is critical that all project charters be in writing and signed by the


    appropriate stakeholders.

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