Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 1 1 CHAPTER 2

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 2 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  2.6 Summary of key points

Initiating Process Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 3  Purpose : To verify assumptions and projections made during origination and to define and authorize the project

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 4 DEFINING THE PROJECT 2.1-Linking the project to the Product 4  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

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi Problem, Product and project scope Module Overview Problem scope Product scope Project scope Boundaries Tips & Tricks

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? Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 6 6

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. Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 7

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. Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 8

Product Scope Identifies the product of the project: – What will we do to relieve the problem? – Why did we choose this solution? Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 9 The “product of the project” any verifiable result! The best way to do this is to divide requirements into: Must have Should have Like 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. Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 10

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 11 project scope 11  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

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 12 project scope 12  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

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi Balancing competing demand with the triple constraint Module Overview Triple constraints Cost- Time- quality Priority Matrix

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 14 DEFINING THE PROJECT 2.3-Balancing competing demand with the triple constraint 14 Stakeholders interest Schedule constraint Cost constraints ( funding, staffing ) Product constraints (scope, quality )

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi Project Success Module Overview Statement of Work : SOW Two dimensions of project success Sample success criteria Stakeholder categories Tips and tricks

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 16 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 This condition shall be verified by company testing SOP. The ES &h regulations should be meet in recycling product

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 17 Project Success = Product Success + Project Management Success

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 18 Product Success: Factors to Consider Bottom line impact — cost reduction or revenue generation Operational impact — performance measures Market impact — share or platform potential Others?

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 19 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

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 20 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.

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 21 Success is in the eye of the stakeholders!

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi Outputs Module Overview  Project definition documents Project charter Example Summary keys Exercise

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. Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 23

Example : building high standing Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 24  Project objectives :to construct a high quality within 5 months at cost not to exceed 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 Resources booked Equipment identified Deck constructed Deck tested Deck quality approved “ Deck warming ” completed 16 Jan 19 Jan 23 Jan 24 Jan 28 Jan

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 Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 25

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 Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 26

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 Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 27

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

Prepared by Pr Sulaymane Al yahya- Pr Abdelghani Toumi 29 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