2- INITIATING Process Defining Project 2.1Linking the project to the Product 2.2 Problem, Product and project scope 2.3-Balancing competing demand with the triple constraint 2.4Project success 2.5 Outputs Summary of key points
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
1 12/24/2009
1
Initiating Process
ď ąPurpose : To verify assumptions and projections made during origination and to define and authorize the project Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
2
DEFINING THE PROJECT 2.1-Linking the project to the Product
Consider project as organizational investments than as operational expenses Project managers support top management by providing much of data that allow them make decision Good project manager understand the relationship of his project to the goals of organization If the project is a weak business case, prepare to recommend its termination so the organization can redeploy the resources on other project Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
3 12/24/2009
3
2-2 Problem, Product and project scope Module Overview Problem scope Product scope
Project scope Boundaries Tips & Tricks
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
4
DEFINING THE PROJECT 2-2 Problem, Product and project scope The first step is to determine what exactly is the problem or advantage you are hoping to achieve. Identify stakeholders and expectations Gather information from stakeholders as to their
requirements Define exactly the problem you want to solve or the benefit you want to gain Define scope – how much do we want to do/ what won‟t we do? Complete risk assessment – what is the worst that could happen? How likely is it? Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
5 12/24/2009
5
Defining Boundaries Assumptions and constraints: Factors that, for planning purposes, the team will
treat as certain. Imposed factors that will limit the team’s options.
Exclusions — anything the customer might
reasonably expect that won’t be delivered as part of this project by this project team. Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
6
Sample Problem Scope Current situation — the corrosion in the
cracking vessel is more than expected. Why undesirable — there is significant potential for a major or catastrophic failure. Why address it now — the next scheduled outage is more than eighteen months away.
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
7
Product Scope Identifies the product of the project: What will we do to relieve the problem? Why did we choose this solution?
The best way to do this is to divide requirements into: Must have Should have Like to have
•The “product of the project” any verifiable result! Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
8
Sample Product Summaries Refinery maintenance — install a new cracking vessel during the next regularly scheduled maintenance Real estate development — find and develop a
site with moderately priced office space.
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
9
project scope To ensure that scope definition is complete you may use this checklist : 1-Project objectives : define the major objectives to meet your customer ( a soft to translate from English to Arabic in two months)
2-Deliverables : define the major deliverable( include time, quantity, cost estimate ) or expected outputs over the life of the project. For example, the first phase might be a list of specifications, second software coding, third test prototype. The final phase tests and approved software 10 Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
10
project scope 3-Milestones : is a significant event of a project at point in time and an important point of control 4-Technical requirements : speed of an engine , standards, codes 5-Limits and exclusion : limits of scope should be defined Review with customers (internal - external) to make sure for the understanding of agreement and expectations Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
11 12/24/2009
11
2.3-Balancing competing demand with the triple constraint Module Overview Triple constraints Cost- Time- quality
Priority Matrix
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
12
DEFINING THE PROJECT 2.3-Balancing competing demand with the triple constraint
Schedule constraint
Cost constraints (funding,
staffing)
Stakeholders interest
Product constraints (scope, quality)
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
13 12/24/2009
13
2-4 Project Success Module Overview Statement of Work : SOW Two dimensions of project success Sample success criteria
Stakeholder categories Tips and tricks
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
14
Statement of Work : SOW The customer issue a SOW and is one way to
communicate specific, measurable expectations for the project SOW : a portion of a certain formal contracts that describes the requested work SOW : contains explicit acceptance criteria Example : the brakes should have the capacity to stop a bicycle
moving at 10 mph in 1.15meters in dry concrete, under conditions of 0.85 and rolling coefficient of 0.014. This condition shall be verified by company testing SOP. The ES &h regulations should be meet in recycling product Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
15
Project Success = Product Success + Project Management Success
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
16
Product Success: Factors to Consider Bottom line impact — cost reduction or revenue
generation Operational impact — performance measures Market impact — share or platform potential Others?
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
17
Sample Product Success Criteria Capture market share of 20% within 9 months Generate revenue of $3.5 million within 6 months Save $500,000 per
year in maintenance costs
Have 3 positive reviews appear in
trade journals before June Equipment is still operating to spec after 12 months in use
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
18
Sample PM
Success Criteria
Project cost — completed within 10% of
approved budget. Project schedule — completed by originally scheduled date. Product specifications — 100% of “must have” features delivered. Stakeholder experience — no overtime.
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
19
Success is in the eye of the stakeholders!
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
20
2.4-Outputs Module Overview Project definition documents Project charter
Example Summary keys Exercise
Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
21
DEFINING THE PROJECT 2.4-Outputs Project Definition Document : Project Charter (Terms of Reference) details what the
project will deliver, what are constraints and assumptions Preliminary Problem, Product and Project Scope Document Confirmation the project should continue
It is important that a sponsor group signs off this document as it is your mandate to continue with the project. It may also result in an approved Business Case for funding. Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
22 12/24/2009
22
Example : building high Project objectives :to construct a high quality within 5 standing months at cost not to exceed 450 00 S.Rial Deliverables: A plan, a consent form, the deck Milestones:
Plan drafted Plan approved
1 Dec 15 Dec
Plan submitted Plan approved
16 Dec 15 Jan
Materials purchased 16 Jan Resources booked 16 Jan Equipment identified 16 Jan Deck constructed 19 Jan Deck tested 23 Jan Deck quality approved 24 Jan Authors: Sulaymane Al yahya, Abdelghani Toumi Tomas “Deck warming” completed 28andJan
Ganiron Jr
23 12/24/2009
23
Example : building high standing Technical requirements : 1- home must meet local requirements code 2-All windows and doors must pass NRFC class 40 energy 3-Structure must be seismic stability codes
Limits and exclusions : 1- air conditioning is not include Customer review : Mohamed Ahmed and Abdelaziz Ibrahim Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
24 12/24/2009
24
Thesaurus Deliverables: Tangible „things‟ that the project produces Milestones: Dates by which major activities are performed. Tasks: Also called Actions. Activities undertaken during the project Risks: Potential problems that may arise Issues: Risks that have happened Stakeholder: Any person or group of people who may be affected by your project Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
25 12/24/2009
25
Summary of Key Points Good project manager understand the relationship of his project to the goals of organization The Project Definition Document : Project Charter Preliminary Problem, Product and Project Scope Document It is important that a sponsor group signs off this
document as it is your mandate to continue with the project Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
26
Exercise: Project Definition Document Individually: Pick a work project to practice on — your
unplanned project
- Choose and describe your Team project Draft a Problem Statement , a Product Summary
for this project and establish the project scope, using the technique seen in this chapter. Discuss each document in your group and suggest improvements Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
27
Exercise: Project Success Criteria
Develop a list of key stakeholders for your
project. Use the two lists of “factors to consider” to develop project success criteria: Identify at least one product success
criterion Identify at least one project management success criterion for each factor Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr
12/24/2009
28