Project Management: Defining the Project

Project Management: Defining the Project

1. Step 1: Project Scope

   • What is it?
     • Project Result or Mission
   • Defines Deliverables
   • Key for a focused project
   • How to define it?
     • Checkllist
       • Step 2: Deliverables
         • Expected Outputs
       • Step 3: Milestones
         • Schedule of significant events
       • Step 4: Technical Requirements
         • Specific Systems and Product Requirement
         • Expertise
       • Step 5: Limits and Exclusions
         • Limits of Scope
           • To prevent
             • False Expectation
             • resource waste
         • Exclusions
           • boundary that defines whats not included
       • Step 6: Reviews with Customer
         • Review of scope checklist
           • Clearly communicated
             • enables ground rules succesful project
             • avoids future claims
       • Step 1: Project Objective
         • Objective to meet customer needs
   • Basis and component for Project Charter
   • synonym for "Statements of Work"
   • possible complication in the job if its vague or wrongly made
     • Scope creep
       • tendency of scope expansion and evolution
         • if not managed corretly creates ineffectiveness
     • lack of project focus

2. Steps for Project Definition:

   • Responsibility Matrices
   • Step 5: Coding of WBS with Information System
   • Step 1: Define Project Scope
   • Step 2: Establish Project Priorities
   • Step 3: Creating the Work Breakdown Structure (WBS)
   • Step 4: Integrate WBS with Organisation
   • Project Communication Plan
   • Project Sumary

3. Step 2: Establishing Project Priorities

   • PM tradeoffs
     • Quality - Ultimate succes
     • Hard to balance all three factors
       • Communicate with client
         • to stablish goals and prioritize the desired focuses
           • one aspect may be overlooked if resources are not enogh
   • project priority matrix
     • tool for establishing priorities
       • helps to create shared expectations betwwen top and project management
       • avoids misunderstandigs
     • constraint, enhances or accept one of three main factors of quality
       • socpe, cost and time
         • defines the goals and evaluates resources

4. Step 3: Creating of Work Breakdown Structure (WBS)

   • Heirhierarchical tool
   • Project Map
   • Establishes control basis
   • Identifies products and work elements
   • Help with project - organizatio integration
   • Project considered final deliverable
   • list of project elements
     • oprdered by importance
       • Showing relationship
   • project is broken down in deliverables
     • until work packaging
       • Providing a detailed control guideline
   • aids in definif communication channels

5. Step 4: Integrating WBS with Organization

   • WBS used to link the organisation responsible of the work
   • Outcome of Process
     • Organisation Breakdown structure (OBS)
   • OBS
     • Framework to summerize organisation unit work performance
     • Identifies units responsible for work packages
     • tie organisational unit to cost accounts
   • taditional organisational structures may be used
   • OBS and WBS can be integraed into one
     • crating a project control point (cost account)

6. Step 5: Coding Wbs for the Information System

   • Having a Coding Systems
     • Provides maximum usefuness of the breakdown struture
   • Codes
     • Define levels and elements
       • in the WBS, organisational elements, work packages, and budget and cost information.
     • Allow reports to be consolidated at any level
   • Numeric indentation is the most common scheme
   • Cost acount is the focal point of the code
     • all acounts come together

7. Responsibility Matices

   • Tool used by proyect managers
   • outline
     • tasks to be acomplished
       • and by who
   • it lists
     • all the project activities
       • and the participants responsible for each activity
   • participants can view and agree on their tasks
   • clarifies authority in team
   • States responsibilities

8. Project Communication Plan

   • Created by the project manager and or team
   • Communication is Key
   • Plan to expres how, who, what, and when infomation will be manaced
     • And transmitted to stakeholders.
   • Communication plan aims to answer:
     • Wat information needs to be collected and when?
     • Who will recieve the information?
     • methods to gather and store information?
     • limits? who gets to see what?
     • Will the information be communication?
     • how will it be communicated?
   • Basic Steps:
     • Step 5: Respondability and timing
     • Step 4: Dissemination Modes
     • Step 1:Stakeholder analysis
     • Step 3: Sources of Information
     • Step 2: Information Needs
   • allows to control flow of information
   • reduces confusion and interruptions
   • Provides the team with greater autonomy from managers

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