Project Definition
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Project Definition

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This slideshow was produced to educate people on the development of an effective Project Definition - a key project planning document.

This slideshow was produced to educate people on the development of an effective Project Definition - a key project planning document.
...Geoff
(www.performancepeople.com.au)

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Project Definition Project Definition Presentation Transcript

  • Geoff Higgins
  • Topics
    • Project Information
    • Project Context
    • Project Objectives
    • Project Constraints
  • Topics Project Context
  • Topics Project Information Project Context
  • Topics Project Information Project Objectives Project Context
  • Topics Project Information Project Constraints Project Objectives Project Context
  • 1. PROJECT INFORMATION
  • Exercise
    • Get a notepad or start a file in Notebook or Word.
    • Identify a project you are responsible for (or which you know well) which is in its early stages.
    • 1. Name the project.
    • 2. Quickly write down 20 things you know about the project.
    ?
  • Collecting Information
    • Start a Project Notebook
    Ask Questions & Take Notes (or Record Discussions) Image source: Microsoft Office Clipart
  • Project Information
    • Valuable in planning the project
    • Sources include:
      • Yourself
      • Champion/Sponsor
      • ‘ Users’
      • Stakeholders
      • Experts
      • Documentation/Internet
  • Generic Questions
    • What do we want to achieve from the project?
    • How will we know that the project is finished?
    • How will we measure success (in quantity and quality)?
    • What else could we achieve that may be beneficial?
    • What could go wrong during the project?
    • What processes should be followed?
    • What safety criteria should be considered?
    • What machinery and tools are required?
    • Etc…
  • Exercise
    • For your project:
    • 3. Write down 20 questions you would like to answer about your project.
    ?
  • 2. PROJECT CONTEXT
  • Project Context The Project Project Context
  • Project Context Project Context OR more likely, lots of projects: The Project The Project The Project The Project The Project The Project
  • The Venture
    • The project exists to accomplish, or to contribute to accomplishing, a venture.
    • A project exists:
      • To ‘kick start’ a new venture; or
      • To maintain an existing venture.
    • The ‘venture’ is the reason for the project.
    • The Project Manager must understand the venture
  • Bigger than the Venture
    • Project context is always bigger than the venture
    • There is more going on around you than simply what your organisation is seeking to accomplish
    • Consider:
      • Legal constraints
      • Technological advances
      • Financial & economic implications
      • Government (& governance)
      • The fleeting nature of opportunities in the marketplace
  • Exercise
    • For your project:
    • 4. Describe it’s context.
    ?
  • 3. PROJECT OBJECTIVES
  • Objectives
    • At its most basic, objectives describe:
    • What I want to achieve or avoid by doing this project.
    • And start with the word ‘To…’
  • Objectives Levels Major Types Project Objective Deliverables Objectives Aspirational Objectives Minor
  • Project Objective
    • An active term describing what the project will ‘do’
    • This is often a longer version of the project’s name
    • It is generally what people think the project is for
    • For example:
    • To build a shed in my backyard.
  • Exercise
    • For your project:
    • Write the project objective.
    ?
  • Deliverables Objectives
    • The things that the project will directly accomplish
    • Often ‘staged’ deliverables
    • Tangible statements that meet the SMART test
    • For example:
    • The shed will be 1.4 metres high, 4 metres wide and 3 metres deep.
    • The shed will be on the slab in the back corner of the yard opening towards the statue of the boy wee-ing in the pond.
    • The shed will have floor-to-ceiling shelves on two sides.
  • The SMART Test
    • S pecific
    • M easurable
    • A chievable
    • R elevant
    • T imebound
    The objective clearly states what must be achieved.
  • The SMART Test
    • S pecific
    • M easurable
    • A chievable
    • R elevant
    • T imebound
    It is possible to demonstrate that the objective has been achieved.
  • The SMART Test
    • S pecific
    • M easurable
    • A chievable
    • R elevant
    • T imebound
    The objective can be achieved by this organisation, at this time.
  • The SMART Test
    • S pecific
    • M easurable
    • A chievable
    • R elevant
    • T imebound
    The objective can be achieved by this organisation, at this time.
    • This includes things like:
    • Technological feasibility
    • Financial feasibility
    • Sufficient resources
    • Organisational commitment
  • The SMART Test
    • S pecific
    • M easurable
    • A chievable
    • R elevant
    • T imebound
    The objective contributes to the achievement of a significant venture.
  • The SMART Test
    • S pecific
    • M easurable
    • A chievable
    • R elevant
    • T imebound
    The objective contributes to the achievement of a significant venture. For deliverables objectives & outcomes objectives, this includes whether the objective contributes to achieving the Project Objective.
  • The SMART Test
    • S pecific
    • M easurable
    • A chievable
    • R elevant
    • T imebound
    The objective includes a timeframe that is relevant & realistic.
  • Exercise
    • For your project:
    • 6. Write at least two deliverables objectives. (Applying the SMART Test.)
    ?
  • Aspirational Objectives
    • What will happen as a result of the project
    • The things the organisation will be able to do as a result of project success
    • For example:
    • To clear all the tools out of the kitchen pantry.
    • To store the mower under cover.
    • To make the whole yard look neater.
  • Exercise
    • For your project:
    • 7. Write at least two aspirational objectives.
    ?
  • 4. PROJECT CONSTRAINTS
  • Project Constraints
    • Anything that will (or could) prevent you from meeting the project objectives
  • Generic Constraints A Simplistic View:
  • Generic Constraints A Simplistic View: A More Realistic View: Cost Time Performance Image Source: affectivehealth.blogspot.com & www.amazon.com
  • Generic Constraints
    • Performance
      • Quantity
      • Quality
    • Time
      • Effort
      • Duration
    • Cost
      • Expenditure
      • Cash Flow
      • Opportunity Cost
    Cost Time Performance Image Source: affectivehealth.blogspot.com & www.amazon.com
  • Generic Constraints
    • Involve ‘trade-offs’!
    Cost Time Performance Image Source: affectivehealth.blogspot.com & www.amazon.com
  • Exercise
    • For your project:
    • 8. Briefly describe the relevance of Performance, Time and Cost.
    ?
  • Specific Constraints
    • Constraints that are peculiar to your project, such as:
    • Events or people who could impact on a successful outcome.
    • Impact of shifting start and end dates.
    • Essential people and resources.
    • Reliability (or unreliability) of essential services, such as power supply.
    • Access to required technologies (from a hammer to a super computer)
    • Characteristics of project location.
    • Etc…
  • Addressing Constraints
    • Action should be taken to address known constraints
    • Common actions include:
      • Lead times in the project schedule
      • Consulting with experts external to the project
      • Sharing responsibility/multi-skilling to overcome skills shortages
      • Project contingency (regarding time, cost or output)
  • Exercise
    • For your project:
    • 9. Describe any constraints you are aware of (including those relevant to performance, time and cost), and what you could do to address them.
    ?
  • Project Definition
    • What and to whom?
    • The Project Definition (also known as ‘Project Charter’)
      • Names of Project Manager & Champion/Sponsor
      • Project Objectives
      • Known Constraints
      •   Possibly:
        • A Description of the Project Context
        • A Stakeholder Analysis
        • Indicative Project Budget
  •