Project+/Initiating

IDENTIFY PROJECT PURPOSE Key Points identify business objective i.e. stated goal of the project define the opportunity/problem Goal desired end result often synonymous with objective may be a high-level objective that has less-than-complete definition Objective something to be achieved desired outcomes of the project or any part of the project measued in in terms of concrete deliverables and behavioral outcomes it has to be visualisez before EVALUATE BUSINESS JUSTIFICATION Key Points Identify high-level business-related requirements, outcomes, and criteria for success identify low-level needs and expectations establish boundaries for project budget, duration, and risk Triple Constraints scope schedule budget Business Case the information that describes the justification for the project project is justified if expected benefits outweigh estimated costs and risks often complex may require Financial Analysis technical analysis organization impact analysis feasibility study Request for Proposal (RFP) AKA Request for Quote (RFQ). describes need for products and/or services conditions under which product/services are to be provided purpose solicit bids or proposals from prospective suppliers IDENTIFY MAJOR STAKEHOLDERS & THEIR ROLES Project Manager key stakeholder responsible and accountable for managing a project's planning and performance single point of accountability for a project Customer or Client key stakeholder person or organization that is the principle beneficiary of the project Generally has a significant authority regarding scope definition whether the project should be initiated and/or continued. Performing Organization key stakeholder company or group doing the work Sponsor key stakeholder builds and maintains executive commitment allocates organization resources (capital, human, etc.) provides direction has authority to settle disputes between project staff & functional staff Champion senior exec who promotes and defends the project Project Steering Committee execs from functional areas that provide guidance strategic input and direction enlist cooperation from their functional group high level project approval Project Team (decide later? In planning phase?) anybody who is doing work on the project includes contractors and consultants Authority ability to get other people to act based on your decisions based on perception that a person has been officially empowered to issue binding orders Power ability to influence the actions of others may come from formal delegation of authority charter gives PM this reference power personality subject matter expertise respect earned from skills ability to influence rewards and penalties rewarded or coercive authority other sources. Stakeholder anybody and everybody with a stake in the project clients sponsors performers general public family and friends of direct participants others? Managerial Structures functional project matrix Matrix Organization business structure in which people are assigned to functional group departments, disciplines, etc projects or processes cut across the organization require resources from multiple functional groups. DEFINE THE SCOPE OR THE PROJECT Scope Components function performance Five (scope?) Constants project end date project ownership completion criteria rigorous change control procedure "best practices" life cycle for this type of project Statement of Scope AKA Statement of Work (SOW) description of the scope of a project centered on the major deliverables and constraints develops and confirms an understanding of project scope typically requires more time to create than WBS or charter review of the scope documents held before proceeding to project planning phase complete after the PM and the sponsor agree that objectives will be met establishes procedure to request changes to a project scope end-users representative approves technical changes SOW-PROCS (mnemonic) (P) - Policies and Procedures (R) - Requirements (O) - Overview (C) - Criteria for Vendor Purchase (S) - Specifications Scope: three dimensions product full set of features and functions project work that has to be done to deliver the product impact involvement by performing and client organizations. effect on performing and client organizations. Scope Change any change in the definition of the project scope can result from: changes in client needs discovery of defects or omissions regulatory changes other Scope Change Control AKA Scope Change Management process of making sure that changes to the scope are consciously evaluated making sure that implications are considered in making a decision to make the change postpone it reject it Scope Creep changes in scope over the life of a project unconscious growth of the project scope results from uncontrolled changes to requirements managed by implementing a rigid change control process Scope Definition breaks down major deliverables into more manageable components makes verification, development, and project control, easier may be part of requirements definition and/or design Scope Planning development of a statement of project's principle deliverables justification (business case) objectives part of requirements definition Scope Verification process to ensure that all project deliverables have been completed satisfactorily associated with acceptance of the product by clients and sponsors. BUILD CONSENSUS AND OBTAIN WRITTEN APPROVAL (objectives) Secure Written Confirmation Of customer expectations problem/opportunity deliverables strategy completion date Budget risks priority sponsor resources resources availability - all the above documented in the charter? Methods to build consensus negotiating interviewing meetings memos Strategies To build And Maintain Senior Management Support involve mgmt in defining project concept involve mgmt in defining scope involve mgmt in reviewing and approving deliverables provide role for mgmt as spokesperson/advocate Consensus unanimous agreement among the decision-makers requires conviction that the decision will adequately achieve objectives if one person is not in agreement then there is no consensus