DEFINING THE PROJECT

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DEFINING THE PROJECT

Step 1: Defining the Project Scope
Step 2: Establishing Project Priorities
Step 3: Creating the Work Breakdown Structure
Step 4: Coding the WBS for Information System
Step 5: Integrating the WBS with Organization

Defining Project Scope

&
Project Charter

DEFINING THE PROJECT SCOPE

Project Scope
Scope refers to all the work involved in creating the products
of the project and the processes used to create them.
A definition of the end result or mission of the project (e.g.
product/service for the client)in specific, tangible, and
measurable terms.
Purpose of the Scope Statement
To clearly define the deliverable(s) for the end user.
To focus the project on successful completion of goals.
To be used by the project owner and participants as a
planning tool and for measuring project success.

DEFINING SCOPE
Product Scope Versus Project Scope
Product Scope: The sum of the features that make
up the product or service created by the project.
Project Scope: All of the activities and resources
required to produce the target product or service.

Scope Creep:
The tendency for the project scope to expand over
time due to changing requirements, specifications,
and priorities.

ELEMENTS OF PROJECT SCOPE

9 Objective

What, when, how much

9 Deliverables

Expected output over life of project

9 Milestones

A significant event at a point in time

Major segments of work
9 Technical requirements

Standards, Specifications
9 Limits and exclusions

Boundary of the project

Outsourcing work details
9 Reviews with Customer

Internal and external customer review

Key performance requirements

Objective
Customer
Delivera
Review
bles
Limits
Exclusion
Tech
Req.

Mile
stones

SCOPE STATEMENT: EXAMPLE

You are in charge of organizing a dinner-dance festival
for a local charity. You have to hired a music band for
the night.

Develop a scope statement for this project that

contains examples of all the elements. Assume that
the event will occur on 31st Dec, 2012 and provide your
best guess estimate of the dates for milestones.

If, Some of the necessary information has not yet been

provided for you by your customer. Identify it and
assume it

Total number of invited guest 100.

SAMPLE SCOPE STATEMENT

1. Project Objective:
Organize a dinner dance for 100 guests by 31st Dec, 2012 at a cost not greater
than Rs 50,000 to raise money for a local charity.

2. Deliverable
100 Catered dinners, music band, Rented hall/ground, printed tickets

3. Milestones:
Find and Reserve hall/ground by date 25th September, 2012,
Sell 100 tickets by 1st Dec, 2012
Arrange caterer by 10th Dec, 2012..

4. Technical Requirements:
Hall/ground has sufficient space to accommodate 100 guests & large enough
dance floor.
Convenient parking (or transit) available
Infrastructure to support catered dinner, music band and dance floor
Meals include vegetarian option (or other such)

5. Limits and Exclusions:

Caterer responsible for preparing, serving, and clean-up
Music band responsible for bringing, setting up, and using sound system
Event transpires between 7:00pm 1:00am

6. Customer Review: Charity official

SCOPE MANAGEMENT PROCESS

outcome

Measurable organizational value (MOV).

SCOPE CHANGE CONTROL PROCEDURES

SCOPE CHANGE REQUEST FORM

SCOPE CHANGE CONTROL PROCEDURES

SCOPE CHANGE REQUEST LOG

MYTHS OF SCOPE MANAGEMENT

1.

A scope statement will clearly define what a project will do.

Good scope statement will also make it clear as to what project will not
attempt to do. It not only keeps things in, it also keeps things out

2.

Once the scope of the project is defined, hold firm because any deviation
from original plan is a sign that project is out of control.
Scope change is inevitable. Early estimates should be revised as new
information is acquired.

3.

Regular and frequent meetings with senior management will ensure they
are kept up to date and will result in goodwill and support.
They may not be listening -> focus on the benefit of the system

MYTHS OF SCOPE MANAGEMENT

4. A function of a scope change committee is to arbitrate user
requests for additional features or functionality beyond the original
project charter.
The project nit get off track while the scope change committee
reviews a particular change.
5. You can always make up schedules and budgets later on if they
slip a little bit.
Catching up is a rare occurrence. If there are minor setbacks, it is
important that the project manager honestly informs management

PROJECT CHARTER
Project charter is a document that formally
recognizes the existence of a project and
provides a direction on the projects objectives
and management.
It should come from someone outside the project
team itself with funding-access, resourceassignment, and decision-making authority
sufficient to support the project.
This person is known as the project sponsor.

PROJECT CHARTER
9

Principal document for transmitting the customers

project requirements

Written Description of project requirements

Technical or performance specifications

High Level schedule and mile stones

Budget (optional)

Acceptance Criteria

Key contact personnel

Scope Change process

Communication requirements

WHY HAVE A PROJECT CHARTER?

Document project Measurable Organizational Value (MOV)
Get approval to proceed with the project & obtain
sufficient approval for resources to move to the next
phase of the project (with project infrastructure in mind).
Communicate to stakeholders & other interested parties
the mission, objectives of the project.
Communicate to the project team what they are expected
to accomplish - roles and responsibilities.
Summarize details of project plan & control mechanisms

WHAT SHOULD BE IN A
PROJECT CHARTER?

Project Mission

Project Budget

Project Identification

Resources

Project Stakeholders

Assumptions and Risks

Project Description

Quality Issues

Measurable Organizational

Project Administration

Acceptance & Approval

References

Terminology

Value (MOV)

Project Scope

Project Schedule

PROJECT CHARTER TEMPLATE-I

PROJECT CHARTER TEMPLATE-II

Specific
Measurable

List at least Three SMART Objectives.

Project Assumptions
List at least three Project Assumptions.

Assignable
Realistic
Time-framed

Project Constraints
See Project Priority Matrix in Appendix. List any other constrain
Project Phases
Indicate the phases of the proposed project.
Milestones
List major milestones for project identified so far. (Include at
least five throughout the life of the project.)
Project Risks
Attach Risk Identification Worksheets and Risk Priority
Stakeholders
Attach Potential Stakeholders Worksheet.
Signature Page Granting Authority to Proceed
Obtain signatures of Project Sponsor and Project Manager.
Project Sponsor Signature:
Project Manager Signature:

PROJECT CHARTER TEMPLATE-III

PROJECT CHARTER TEMPLATE-III

Establishing Project Priorities

ESTABLISHING PROJECT PRIORITIES

Causes of Project Trade-offs
Shifts in the relative importance of
criterions related to cost, time, and
performance parameters

Scope

BudgetCost
ScheduleTime
PerformanceScope

Quality
Managing the Priorities of Project
Trade-offs
Constrain: the parameter is a fixed
requirement.
Enhance: optimizing that parameter over
others.
Accept: reducing (or not meeting) a
parameter requirement.
Which criterion can be relaxed?
is it okay for schedule to slip/ reduce
scope/ have cost overruns?

Cost

Time
Project Trade-offs

PROJECT PRIORITY MATRIX

Performance
is critical
It has to be
attained

Try as much as
possible to quickly
finish the project
Dont have to have 1 in each, but is the most typical.
Dont make mistake of having all be enhance.
Typically we have at least 1 accept.

Going over
budget though
not desirable is
acceptable

THANKYOU