DEFINING THE PROJECT

1-1
IMPACT ON PROJECT MANAGER
 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 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.
 Project Scope Statement
 A scope statement is one of the most critical pieces of a
project, and writing one can be a difficult task for a project
manager – no matter what type of project management
methodology is being used.
 But, an effectively written scope statement can help the rest
of the project flow along with minimal problems
 A successful project scope statement should be:
• concise and clear.
• Anyone reading the statement should have a good idea of what
the project consists of (and what will not be part of the project).
• This statement will give a view of the project.
• It is also important to be specific in a project scope statement.
 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.
Comment on the following scope

University X wants to upgrade its facilities to include WiFi

technologies accessible anywhere on campus. This project

will offer students, faculty, and staff the ability to be

productive from anywhere on campus. The project will take

place over a time period in which measurable results will be

achieved.
 How does this sound??????
University X will upgrade the library, dormitories, offices, and
then all campus buildings to IEEE 802.11 technology, starting at
the north side of campus with the library. This project will
facilitate productivity (via computer) of faculty, staff, and
students. The project will be complete by June, 2013.

This scope statement includes (SMART Approach):

• Specific directions for completion of the project.
• The results are Measurable - we can know how many
buildings have been upgraded.
• It is Agreed upon, Realistic (because we are taking a
building-by-building approach), and
• Time bound - it will be completed by a specific date.
 ELEMENTS of Project SCOPE
 Objective
 What, when, how much
 Deliverables
 Expected output over life of project
 Milestones Objective
Customer
 A significant event at a point in time Review Delivera
bles
 Major segments of work
Limits
Mile
 Technical requirements Exclusion
Tech stones
 Standards, Specifications Req.

 Limits and exclusions

 Boundary of the project
 Outsourcing work details
 Reviews with Customer
 Internal and external customer review
 Key performance requirements
 Scope Statement: Example
You are in charge of organizing a dinner-dance concert
for a local charity. You have hired a jazz combo.
 Develop a scope statement for this project that
contains examples of all the elements. Assume that
the event will occur in 8 weeks and provide your best
guess estimate of the dates for milestones.
 Some of the necessary information has not yet been
provided for you by your customer. Identify it and
assume.
 Modify all parts of your scope statement to support
this…
 Sample Scope Statement
1. Project Objective:
 Organize a dinner dance for 30 couples by August 31st, 2019 at a cost not greater
than Rs 50,000 to raise money for a local charity.
2. Deliverable
 60 Catered dinners, Jazz combo, Rented hall, printed tickets …
3. Milestones:
 Find and Reserve hall by date 10th July, 2019,
 Sell 30 tickets by 20th Aug, 2019
 Arrange caterer by 30th July, 2019…..
4. Technical Requirements:
 Hall has sufficient space for tables to seat 60 people & large enough dance floor.
 Convenient parking (or transit) available
 Hall has infrastructure to support catered dinner and jazz combo
 Meals include vegetarian option (or other such)
5. Limits and Exclusions:
 Caterer responsible for preparing, serving, and clean-up
 Jazz combo responsible for bringing, setting up, and using sound system
 Event transpires between 7:00pm – 1:00am
6. Customer Review: Charity official
 Scope Management Process
Measurable organizational value (MOV).
outcome
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.
 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. 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

6. 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 project’s objectives
and management.
 It should come from someone outside the project
team itself with funding-access, resource-
assignment, and decision-making authority
sufficient to support the project.

 This person is known as the project sponsor.

 Project Charter
 Principal document for transmitting the customer’s
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

Value (MOV)  Acceptance & Approval
 Project Scope
 References
 Project Schedule
 Terminology
Project Charter Template-I
 Project Charter template-II
List at least Three SMART Objectives.
Specific

Measurable Project Assumptions

List at least three Project Assumptions.

Assignable
Project Constraints
Realistic See Project Priority Matrix in Appendix. List any other constrain

Project Phases
Time-framed 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
Times of India,NewDelhi, April 8, 2010
Establishing Project Priorities
Causes of Project Trade-offs
Shifts in the relative importance of Scope
criterions related to cost, time, and
performance parameters
• Budget–Cost
• Schedule–Time
• Performance–Scope

Managing the Priorities of Project

Quality
Trade-offs Cost
Constrain: the parameter is a fixed
Time
requirement. Project Trade-offs
Enhance: optimizing that parameter over
others.
Accept: reducing (or not meeting) a
Better
parameter requirement.
• Which criterion can be relaxed?
• is it okay for schedule to slip/ reduce Faster Cheaper
scope/ have cost overruns?
 Project Priority Matrix

Performance
is critical
It has to be
attained

Try as much as
possible to quickly
finish the project Going over
budget though
 Don’t have to have 1 in each, but is the most typical. not desirable is
 Don’t make mistake of having all be enhance. acceptable
 Typically we have at least 1 accept.
 Project Priority Matrix:
Examples

Define a project priority

matrix for the following
projects
 The new Mumbai Bridge on
Sea (Bandra-worli)

 Metro projects across India

THANKYOU