Initiating Process in Project Management

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

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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

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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

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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

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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

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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.

Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr

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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

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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

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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

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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

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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

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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

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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

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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

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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

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Project Success = Product Success + Project Management Success

Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr

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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

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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

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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

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Success is in the eye of the stakeholders!

Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr

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2.4-Outputs Module Overview  Project definition documents  Project charter

 Example  Summary keys  Exercise

Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr

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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

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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

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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

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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 Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr

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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 Authors: Sulaymane Al yahya, Abdelghani Toumi and Tomas Ganiron Jr

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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

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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

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