Project Definition: Introduction Ifa need for a project has been identified , the first step i fo define and pian your project. ‘Tho'ttst stage in defining your project Isto understand afPobtain agreement on the overall scope that you were are tying to deliver What you are trying to understand are Wiss are the deve fortis proc busines pctlam or oppo yu want ores? ‘hal benef ar you ing ta dir a posto is pict? at objectives noo be denedin onder t rene those bene? ‘vnat enanges nc0dstotmplementedi achieve ose abecives? inst cltverables outout) and out sez hve tae deer incnde to schinve hace cbc) ‘A Project Definition Questionnaire” can be helpful in initially defining these items. A blank copy of this questionnaire is contained within the projactteclkit ‘hie information esn ther Be summarized in the tables in tho Following slides. REMEMBER - Definition and Planning is collaborative exercise, and not salely the responsibiity ‘lithe Project Manager. Utilizing subject mattor expertise of business owners and major ‘stakeholders Is onitigal for these stages to be implemented successfully. Project Definition: Questionnaire (exampl: : pg) Liaise with key stakeholders to complete the following sections in the questionnaire below 1 [wy =the ecg =m gbasnen ding bye eran an pa 2 | attend cbiesies do we marco acces tirughthis erfea? | SF BAGTREAIE Bosra fe Eas 38 Snare oo Garaet crpeesint lect ay cect org arcleaprcnin ley ester seh ecrtreichanteermarce Lact edad eerie pet tg eles cee there aca en 2 Inenpeercedss tn Per tectrfingeangsnerttetn at (2) Peemtvraes Cepeda toc espertiting beans leper atrbieg Hoars ade Inoue earere aug corpses nese cause rete even npn err ge +” Goremeedrenmar ee det aoe SaaS 2 | vntare the carer ctaeees/ wal dorset wei? 44 | iat ne nel er [Ta ietsProject Definition: Questionnaire (example: pg 2) 8 | merveneccmnrsineines tempt? a ‘crowns ease cet ees eh ® Fieasresveetanaoud Yeon eon age + hedaman Project Definition: Defining Benefits, Objectives & Deliverables [Baseci on the ezotent within your project definiion questionnaire, you should be ebie to erteuiate the desired benefts, objectives & deliverables: for your project ‘empties ~ Racmaaetes ececet CTESNSRRN? - onasnoecnemmnia = tceapdconplansesd = estan stngasemty nis * APO ae res ‘Sag omponce Ranpctess - impewespmactiapey | St astnanasiimng + Reseed VEC tena om Serer es Spee 5 mesma = ee acon lai ‘ongoron eames + ing mmr scare + meas einer soci aos Hse even asses ee, pon erugromr ot EeeProject Definition: Stakeholder Identification You should attempt to ety ax caty a= posite the key stakeholders, teams and funchons hat could be smpacted by Your je aya as a Sd aru sw acca ny as bhp a sage cna oe cs emcee || MERE ae —— ASTER, — == as eee opera SD een : So = 2 Project Definition — Defining Roles | Buiding on the work to identify the major stakeholders impacted by your project, itis important to ‘dentty who wil full which roles within your project |B The minimum recommended roles are shown below: ®, PROJECT SPONSOR + Ome proect hares “ts eect anna ty eon aes ten uaeron Rogue van scenes nd agro change oun te ret on ef eee BUSINESS OWNER + Eneus roel crocin fis wh aganzais Sane oes Sagescnose| = Apne rae caer PROJECT STEERND Aavsevansoves Duet recon andere gmt wh shes Comma = Conca arate sou xe ate pat oj ty ‘Ste eeslacrot eae Crane rab Bes a ae prt eS Hosoveot reset maragng Pe race ON Meer ‘eecton ana coor ass + Acasrgeyortt enact Nera PROJECT MANAGER + Eres slisrwo bel compl aren sets ok wb Surat pene ache ot ogwnmarane a eaty mswenpars ons epoasrgerent rome comet mci a) pmocrrene "Caesarea poset nat {epee an nro 7” oe ey Senn, LL Stwceretens)Project Definition - Governance Chart Example + Once these project roles have been defined, these can represented visually in an org diagram - this is not mandatory however Project Definition : Draft the Project Charter ‘Once you have defined the key aspects of your One Page Project Charter project, itis advisable for these to be documented and formally agreed by your key stakenglders. The SPMO ‘one page project charter’ (full example on next slide) is a useful tool for this. It contains the following elements: + Project scope + Project benefits (financial & non-financial) + Project goals & objectives (derived from business problem and/or opportunity) + Project deliverables + Project resources (structure, roles and responsibities) Note tht ony the secton in ue can be completed curing tis stage ANjon: Project Charter Example smiths medtcal eee tid Part 2: Project Definition & Planning Project plan development process Once the overall scope of your project has been defined and agreed in principle with stakeholders and the one page charter Is approved, you now begin to plan the execution of the projectin detail. Peers eer ScieDefine specific deliverables met te Based on the key detiverables from the ‘benefis, objectives. detlverabies' table. you break these down into specife sut-deliverabies or products. that need to be daivered. “This can be broken down (desired) graphically into @ chart called a “Product Breakdown Structure: (PBS). ‘Ore changes {iPad sales tool 4. RA Combliant +2. Kitting DVSOP_ —— [ saicamee (natal aeer= | See — See] [Se are Understand dependencies It is important to identify dependencies both within and outside of the project before preparing the ‘Schedule to make sure they are appropriately reflected. ‘An example below is shown for ‘Hosting a holiday dinner party; : Must accommodate Must happen during Holiday long weekend wave! ptr ieee Groceries and decorations should be | | Some of the guests will in purchased and ready |_| be attending a sporting before the day of event event that weekend as stores will be closedGroup deliverables 1. Based on your ist of deliverables, articulate these info a simple deliverable table 2. Based on your exploration of dependencies, and discussions with key stakeholders and resources, discuss ‘owners end target completion dates for each deliverable (these will be adjusted as detailed planning activities take placa) 3. Ifthe project contains a complex range of deliverables that could logically be grouped together, these deliverables can also be grouped into ‘workstreams’, 4. Ifworkstreams are required, define a ‘workstream’ lead (definition in slide 26) and specific workstream teams TELRORUCSLUR HOGI Han 4 412 Comptes Paper Christan Poot. 220-18 21 Reseed Process i FarkRessnat ata 22.Upidoa SOP Chan Pook 14 Fo0-14 rane ahan is mre LN. 13 Dee or ‘atactt 4.Pat Save Tool to ncioer Matis ea ‘Yovo teson apeney)Fee Define actvities/work required to produce deliverables Now that youve canine ne product thal your project mt dvr, than you ned lat and agua ne eras and aches aque oar ase “ns neces unerstancing wa! predecessor’ of lena depanncis’ xt om acti oat — [en oss musth campatee nrser for archer tan tothe place. PTONAL A Ary tata sesh ean pr aching ‘Ses the ramps atity ner dlagram for ange posit bl ‘onc ete, those astivtis shouldietad in Project Sedu minaFee Develop Schedule emma ncniqies can ap sting nee craton! .Fee Se, Ae Establish ScheduleFee x rs Understand Risks and Adjust Plan 3 Identity what could go wrong with schedule resources, or scope. Understand how you wil know itis going fect} or have contingency ready (itch int Update schedule with tasks needed planscoeProject Planning - Governance Chart ExampleFee Defining roles in further detailFee x ais Project Planning: Update and finalize project charterFee Project Planning: Project Charter Exampleeis smiths medical bring Part 2: Project Execution