SCOPE THE PROJECT

Managing Client Expectations Client always seem to expect more than we are prepared to deliver. The expectations gap between client and provider is the result Miscommunication For project provider it is important to Sort out Needs & wants of client. For this it is important to develop conditions of satisfaction. Developing Conditions of Satisfaction Listening Feedback

CONDITION OF SATISFACTION. After condition of satisfaction, POS is prepared. It is a one page document also. POS clearly states that what is to be done. once the POS is approved, the scoping phase is complete.

Develop Conditions of Satisfiction It involves four parts: Request : Request : a request is made Clarification Clarification: the conversation between the requestor and the provider to clear the understanding of the request. Response Response : the provider states what he or she is capable of doing to satisfy the request. Agreement Agreement: At this point both parties have established a clear understanding of what is being provided.

An example…. Suppose you want a certain models of website in forest green background to ship to your store by July 1, you call the developer to make this request. The conversation would go some thing like this

An example…. Requestor; I would like u to build five prototypes of new websites in forest green background and ship them to my store on July 1,2009. Provider: you are asking if we can get five green website prototypes into your store by July 1, 2009.

An example…. Requestor: actually if you can get them shipped by July 1, 2009 that will be acceptable. But remember, they have to be forest green. Provider: so If july1,2009 I can ship five forest green websites to your store, you will be satisfied.

An example…. Requestor: yes, but they must be new model, not the old model Provider: the new model? Requestor: the new model Provider: I believe I understand what you have asked for. Requestor: yes I believe you do.

An example…. Provider: Because of my current production schedule and the fact that I have to change paint colour, I can ship two forest websites on June 25,2009 and the remaining three on July 8,2009.

An example…. Requestor: If I understand you correctly, I will get five prototypes of the new forest green websites in two shipments …. Two proto types on June 25,and three on July 8, is that correct?

An example…. Provider: not exactly.you wont receive on these dates. I will ship them to your store on those dates.

An example…. Requestor: so, let me summarize to make sure I understand what you are able to do for me. You will build a total of five prototypes of the new forest green websites for me and ship two of them on June 25 and the remaining three on July 8? Provider : that’s correct.

Project overview statement (POS) The conditions statement provides the input you need to generate POS. It’s a short document (ideally one page) that concisely states what is to be done in the project, why it is to be done and what business value it will provide to the enterprise when completed. The main purpose of POS is to secure management approval.

Parts of POS Problem / opportunity : Any existing problem in organization or opportunity available to grab. Project goal: what you intend to do to address the problem/opportunity identified the problem or opportunity section. Objectives (indicators) It is the more detailed version of goal. Success criteria : customer satisfaction pre and post survey. Productivity, sales, cost etc. Assumptions, Risk and obstacles: technological, environmental, political etc.

ATTACHMENTS OF POS. Many organizations perform two main analysis for the approval of projects. Risk Analysis & Financial Analysis. RISK ANALYSIS : Risk analysis is the identification of risk factors, the likelihood of their occurrence, the damage they will cause, and containment actions to reduce their likelihood or their potential damage. The cost of the containment program is compared with the expected loss as a basis for deciding which containment strategies to put in place.

ATTACHMENTS OF POS. FINANCIAL ANALYSIS : Organizations conduct financial analysis before approval of the project. Although such analysis are rough because not enough information is known about the project this time. Some of the possible analyses are as follows. Feasibility Study : Feasibility study is similar to solve problem scientifically e.g. clearly defining the problem, develop alternatives to solve the problem,Evaluate the alternatives,rank alternatives and than estimate time and cost. Cost/ Benefit Analysis : comparison of total cost with total benefit is called cost benefit analysis,if benefits outweigh the cost over the expected life. Break even Analysis : This is a time line that shows the cumulative cost of the project against the cumulative revenue or savings from the project.

ATTACHMENTS OF POS. Return on investment : This section analyzes the total costs as compared with the increased revenue that will accrue over the life of the project deliverables. Management look for the high ROI projects or the projects that at least meet minimum ROI.

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