prepared by pr sulaymane al yahya- pr abdelghani toumi 1 1 chapter 2

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 1

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CHAPTER 2

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi

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2- INITIATING Process Defining Project

2.1Linking the project to the Product2.2 Problem, Product and project scope2.3-Balancing competing demand with the triple constraint2.4Project success2.5 Outputs2.6 Summary of key points

Initiating Process


Purpose :

To verify assumptions and projections made during origination and to define and authorize the project


DEFINING THE PROJECT2.1-Linking the project to the Product

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Consider project as organizational investments than as operational expensesProject 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 organizationIf the project is a weak business case, prepare to recommend its termination so the organization can redeploy the resources on other project


2-2 Problem, Product and project scope

Module Overview

• Problem scope• Product scope• Project scope• Boundaries• Tips & Tricks

DEFINING THE PROJECT2-2 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?


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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.


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.


Product Scope• Identifies the product of the project:– What will we do to relieve the problem?– Why did we choose this solution?


•The “product of the project” any verifiable result!

The best way to do this is to divide requirements into:Must haveShould haveLike to have

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.



project scope

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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


project scope

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3-Milestones : is a significant event of a project at point in time and an important point of control4-Technical requirements : speed of an engine , standards, codes5-Limits and exclusion : limits of scope should be definedReview with customers (internal - external) to make sure for the understanding of agreement and expectations


2.3-Balancing competing demand with the triple constraint

Module Overview

• Triple constraints• Cost- Time- quality • Priority Matrix


DEFINING THE PROJECT2.3-Balancing competing demand with the triple

constraint

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Stakeholders

interest

Schedule constraint

Cost constraints

(funding, staffing)

Product constraints(scope, quality)


2-4 Project Success Module Overview

• Statement of Work : SOW• Two dimensions of project success• Sample success criteria• Stakeholder categories• Tips and tricks


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


Project Success =

Product Success +

Project Management Success


Product Success: Factors to Consider

• Bottom line impact — cost reduction or

revenue generation• Operational impact — performance

measuresMarket impact — share or platform potential• Others?


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


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.


Success is in the eye of the stakeholders!


2.4-Outputs

Module Overview

Project definition documents• Project charter • Example• Summary keys• Exercise

DEFINING THE PROJECT2.4-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.


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Example : building high standing


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Project objectives :to construct a high quality within 5 months at cost not to exceed 450 00 S.Rial

Deliverables: A plan, a consent form, the deck Milestones:

Plan draftedPlan approved

1 Dec15 Dec

Plan submittedPlan approved

16 Dec15 Jan

Materials purchasedResources bookedEquipment identifiedDeck constructedDeck testedDeck quality approved“Deck warming” completed

16 Jan16 Jan16 Jan19 Jan23 Jan24 Jan28 Jan

Example : building high standingTechnical requirements :1- home must meet local requirements code2-All windows and doors must pass NRFC class 40

energy3-Structure must be seismic stability codesLimits and exclusions : 1- air conditioning is not includeCustomer review :Mohamed Ahmed and Abdelaziz Ibrahim


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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


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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


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

Prepared by Pr Sulaymane Al yahya- Pr

Abdelghani Toumi 28


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

prepared by pr sulaymane al yahya- pr abdelghani toumi 1 1 chapter 2

Documents

project team

project success2

project scope2

project scopethe

decisiongood project

imposed factors

summary of key pointsprepared

organizational investments