The document discusses key aspects of project definition and management. It defines a project as a temporary endeavor with a defined beginning and end, undertaken to meet unique goals. Project management is the discipline of planning, organizing, motivating and controlling resources to achieve specific goals. The document outlines important elements that should be considered in properly defining the scope, objectives, resources, timeline and governance of a project to set it up for success. It emphasizes that the project definition serves as the definitive mandate and should be revisited if circumstances change.

1. Submitted to Submitted By
Dr. Monika Aggarwal Arsh Koul
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2.  A project in business and science is typically
defined as a collaborative enterprise,
frequently involving research or design, that
is carefully planned to achieve a particular
aim
 A project is a temporary endeavor with a
defined beginning and end, undertaken to
meet unique goals and objectives, typically to
bring about beneficial change or added value.
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3.  Project management is the discipline of
planning, organizing, motivating and
controlling resources to achieve specific goals
 Project management is the art of managing
the project and its deliverables with a view to
produce finished products or service.
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4. Project management includes:
1. Identifying requirements.
2. Establishing clear and achievable objectives.
3. Balancing the competing demands from the
different stakeholders.
4. Ensuring that a commonality of purpose is
achieved.
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5. Mandate
Is there a clear, reliable mandate for this
project, i.e.:
 Do the sponsors have the power to initiate
this project?
 Can the sponsors provide all the resources
that may be required (funding, people, time,
etc)?
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6. Is it clear what is the purpose of the project?
 Are we able to define clear, measurable
objectives that identify what is to be
achieved?
 Are the objectives reasonable, achievable and
measurable?
 Do the sponsors and other stakeholders all
understand and agree?
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7. What is the scope of the project, for example:
 Is the project addressing the overall business
change (ie people, process and technology
elements), or just the technology?
 Which locations, divisions, departments?
 Will there be organizational change -
restructuring, revised responsibilities, new
staff capability requirements, retraining,
recruiting, redundancy etc?
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8.  At the earliest stages of a project it will be
very difficult to establish a solid benefit case
for the project.
 During the project startup, the Project
Manager will work with the sponsors to
define and agree a full model of anticipated
benefits.
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9. The benefit model would normally be used to
justify commencement of the work. Beyond that,
it forms an important yardstick against which the
project can be assessed. It may form:
1. the basis for change decisions during the
project,
2. a way of measuring the anticipated success of
the project,
3. the final assessment of the success of the
completed project, and
4. a way to monitor the continuing performance of
the business function
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10. In what timescale should the benefit be delivered?
 Are there specific external requirements for
timing, eg new legislation, contracts with third
parties?
 When do we expect to be able to commence?
 What is the initial expectation for the duration of
the project (and any intermediate stages or
phases)?
 Over what period of time should benefit be
assessed for the purposes of prioritisation and
the benefit case?
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11. How will the project be managed and
controlled?
 Who has ultimate responsibility,
accountability and authority for the project?
 Who handles day-to-day Project
Management?
 Which people form the executive control body
such that they can deliver the full
stewardship, decision making, resourcing,
and funding that is required for or on behalf
of the sponsors?
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12. Do we definitely agree to start this project?
 Is it truly achievable? Can we get the people,
resources, funding, and technology that it will
take?
 Are the main risks in doing this understood
and acceptable?
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13.  The Project Definition forms the project's
definitive definition and mandate
 It is used as a major input to the detailed
planning and resourcing that takes place as
each phase of work is planned, initiated and
mobilized.
 It is also important that the project's purpose
and goals are communicated to the team
members and other participants
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14.  Remember that things change. The business
changes, customers needs move on,
departments are restructured, there may be
mergers and acquisitions, there may be
demands to cut costs or drive change faster.
At any time when the project's purpose might
be challenged or the anticipated outcome is
significantly changed, the Project Definition
should be re-examined to see in what ways it
has changed or should be changed to reflect
the new circumstances.
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15.  Where this has an impact on the benefit case,
approach, planning, timing, resourcing, or
expected outcome, the Project Manager will
need to review and re-calculate the detailed
changes and present a revised definition for
agreement by the project's sponsors and
executive leaders.
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16.  Phase end is a good time to measure the
success of the project to date.
 See how well the project's original ambitions
are being adhered to and how the anticipated
benefit matches up to the original definition.
 Report back successes, failures and revised
expectations to the project sponsors and
executive.
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19.  Stages of a Conventional Project:
◦ Slow beginning
◦ Buildup of size
◦ Peak
◦ Begin a decline
◦ Termination
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21.  Time distribution of project effort is characterized
by slow-rapid-slow
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Definition Planning Implementation Delivery
Levelofeffort
1. Goals
2. Specifications
3. Scope
4. Responsibilities
5. Teams
1. WBS
2. Budgets
3. Resources
4. Risks
5. Schedule
1. Status reports
2. Change Orders
3. Quality Audits
4. Contingencies
1. Train user
2. Transfer documents
3. Release resources
4. Reassign staff
5. Lessons learned

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Level
of
Value
of
Effort
Low
High
Define Plan Implement Delivery
Project Evaluation (Audit) Process
Change Management System
Project Manager Roles and Responsibilities
Closed-Loop Planning-Monitor-Control System

24.  Projects also exist which do not follow the
conventional project life cycle
 Comprised of subunits that have little use as
a stand alone unit, yet become useful when
put together
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25.  It is essential for the Project Manager to
understand the characteristics of the life cycle
curve for his project
 The distinction between the two life cycles
plays a critical role in the development of
budgets and schedules for the project
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26. Risk during project life cycle
√With most projects there is some uncertainty
about the ability to meet project goals
√Uncertainty of outcome is greatest at the start
of a project
√Uncertainty decreases as the project moves
toward completion
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27. 1. Control scope creep and manage change
2. Deliver project results on time and on budget
3. Focus the project team on the solution
4. Obtain project buy-in from disparate groups
5. Define the critical path to optimally complete your
project
6. Provide a process for estimating project resources,
time and costs
7. Communicate project progress, risks and changes
8. Surface and explore project assumptions
9. Prepare for unexpected project issues and
10. Document, transfer and apply lessons learned from
your project
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