PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

L E S S O N 2 :

P R O J E C T I N I T I A T I O N P H A S E

PROFESSIONAL DIPLOMA

IN PROJECT MANAGEMENT

MO

DU

LE

1

DID

YOU

KNOW?

…. is one of the worlds

Megaprojects

&

is valued at over

150 Billion Dollars

T h e I n t e r n a t i o n a l

S p a c e St a t i o n

ED

UC

AT

OR

“Develop a passion for learning. If you do,

you will never cease to grow.”

Anthony J. D’Angelo

E X P E R I E N C E D

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K AT E S AVA G E

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ad

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PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT

• A project is a temporary endeavour with a unique

goal

• A Project Sponsor is a person or group who

provides resources and support for the project,

program or portfolio and is accountable for

enabling success

• Project Stakeholders are people who are invested in

the project

• The Project Executive is someone who is monitoring

project performance both internally and externally

RECAPLESSON 1


WAT E R FA L L

M E T H O D O LO G Y


A G I L E

M E T H O D O LO G Y

PROJECT

INITIATION

PHASE

LESSON 2

• How to identify scope

• Determining project goals & objectives

• Understanding deliverables & milestones

• Feasibility studies explained

• Identifying stakeholders, their interest & influence

• Creating a stakeholder register

• Creating a project charter

OBJECTIVESLESSON 2

I N I T I AT I O N

P H A S E

O B J E C T I V E S


(Mah

an

& R

aym

on

d, 2017)

First phase within the project

management lifecycle

S C O P E F E A S I B I L I T Y


S T A K E H O L D E R S T A K E H O L D E R

R E G I S T E R S

PROJECT

SCOPE

S CO P E

▪ Detailed account of every aspect of the

project that need to be met in order to

reach project goals

▪ Maintaining project is vital for the success

of a project

▪ Use visuals

▪ Be specific

▪ Obtain appropriate sign-offs

S CO P E


S I X P H A S E S O F D E F I N I N G S CO P E :

(Sm

art

sheet,

2019)

P L A N

S C O P E

C O N T R O L

S C O P E

C O L L E C T

R E Q U I R E M E N T S

D E F I N E

S C O P E

C R E AT E W O R K

B R E A K D O W N

S T R U C T U R E S

( W B S )

VA L I D AT E

S C O P E

1 2 3 4 5 6

P R O J E C T S CO P E C A N B E B R O K E N D O W N I N TO

T I M E L I N E D E L I V E R A B L E S M I L E S TO N E S R E P O R T S







▪ Uncontrolled growth in a project’s scope

▪ Top cause of project failure

▪ Generally occurs when:

▪ Projects are not accurately defined

▪ Documents are inaccurate

▪ Control is lost/ loosely managed

S CO P E C R E E P

COST TIME EFFORT

SPECS

RESOURCES

S CO P E C R E E P

I D E N T I F Y I N G P R O J E C T G OA L S

Purpose of undertaking the project

Based on the long term outcomes

• Must exist within project scope


S A TM R

S P E C I F I C AT TA I N A B L E T I M E LY

M E A S U R A B L E R E A L I S T I C

S M A RT G OA L S

I D E N T I F Y I N G P R O J E C T O B J E C T I V E S

▪ Project Objectives detail what needs to be

achieved in the process of achieving the

project goal

▪ Five Project Objective categories:

▪ Business Objectives

▪ Financial Objectives

▪ Regulatory Objectives

▪ Effectiveness Objectives

▪ Performance Objectives

I D E N T I F Y I N G P R O J E C T D E L I V E R A B L E S

▪ Product or service created to meet project

goals

▪ Key aspects of deliverables:

▪ Must exist within project scope

▪ Be approved by Stakeholders

▪ Must be strategically planned

▪ Must contribute to the overall success

of the project

I D E N T I F Y I N G M I L E S TO N E S

▪ The sequence in which the project must be

completed

▪ Milestones ensure that vital processes are

accomplished within the allotted time frame

▪ They allow for the progression of the project

to be monitored as it moves through each

phase

PROJECT

FEASIBILITY


A F E A S I B I L I T Y S T U D Y D E F I N E S :

W h a t t h e p r o j e c t i s

W h e n w i l l i t b e i m p l e m e n t e d

W h y y o u a r e t a k i n g o n t h e p r o j e c t

H o w y o u p l a n t o a c h i e v e t h e p r o j e c t g o a l s

B e s t p r a c t i c e s t o e n s u r e s u c c e s s

F e a s i b i l i t y r e p o r t

PROFESSIONAL DIPLOMA IN PRJOECT MANAGEMENT

F E A S I B I L I T Y

T Y P E S :T E C H N I C A L

E CO N O M I C

L E G A L

O P E R AT I O N A L

S C H E D U L I N G


T E C H N I C A L F E A S I B I L I T Y :

Technology

Labour

Transport / Shipping

Physical Location

Materials


E CO N O M I C F E A S I B I L I T Y :

Target Market

Competitors

Predicted Costs

Demand forecasts & projections


L E G A L F E A S I B I L I T Y :

Confirm legal requirements & restrictions

Copyrights

Permits


O P E R AT I O N A L F E A S I B I L I T Y :

Compatibility with business operations

Environment

Ease of operation

Fit for purpose


S C H E D U L I N G F E A S I B I L I T Y :

Project timeline

Milestones


T.E.L.O.S.I F I T I S F E A S I B L E


R E D, A M B E R & G R E E N R E V I E W ( R A G )

Funds, resources & time

unavailable

Funds, resources & time

restricted

Funds, resources & time available


R E D, A M B E R & G R E E N R E V I E W ( R A G )

Problems are arising that may

jeopardise the success of the project

Potential problems have appeared &

intervention may be necessary as the project

progresses

Project is proceeding as planned & on schedule


G O / N O - G O R E V I E W :

Technical Review

Economic Review

Legal Review

Operational Review

Scheduling Review

IDENTIFYING

THE PROJECT

STAKEHOLDERS

P RO J E C T S TA K E H O L D E R S

According to the PMI

(Project Management Institute)

the term refers to “an individual, group or

organization that is actively involved

in the project, anyone who may affect,

be affected by, or perceive itself to be affected

by a decision, activity, product or any type of

outcome of the project”.



(Mah

an

& R

aym

on

d, 2017)

Who is affected positively or

negatively by the project?

I D E N T I F Y I N G

S TA K E H O L D E R S :

Who has the power to make it

succeed or fail?


Who has influence over

other stakeholders?

Who makes the

decisions about money?

Who has the potential

to solve problems

with the project?


Who has specialist skills which

are crucial to the project?

Who is the

end user?

Who is in charge of

assigning or procuring

resources or facilities?

R E S O U R C I N G D I R E C TO R S

T O P M A N A G E M E N T

A C C O U N T I N G D E PA R T M E N T

(Mah

an

& R

aym

on

d, 2017)

I N T E R N A L

S TA K E H O L D E R S

OT H E R S

PROFESSIONAL DIPLOMA IN NUTRITION

E X PA N D E D

S TA K E H O L D E R S

▪ Employees

▪ Vendors

▪ Customers

▪ Manufacturers

▪ Environmental & other

community activities

M A I N TA I N I N G S T R O N G ,

C O N S I S T E N T

C O M M U N I C AT I O N S

W I T H A L L T Y P E S O F

S TA K E H O L D E R S E N S U R E S

A S M O OT H P R O J E C T

W I T H M U C H M O R E B U Y -

I N A N D B E T T E R P U B L I C

R E L AT I O N S .

ASSESSING

INTEREST

&

INFLUENCE

M A P P I N G T H E P O W E R I N T E R E S T M AT R I X

(MacD

oln

ald

, 2019)

L E V E L O F I N T E R E S T

PO

WE

R


K E E P

S A T I S F I E DK E Y

P L A Y E R S

K E E P

I N F O R M E D

M I N I M A L

E F F O R T

H I G H P O W E R & H I G H I N T E R E S T

(MacD

oln

ald

, 2019)


PO

WE

R


K E E P


P L A Y E R S

K E E P

I N F O R M E D

M I N I M A L

E F F O R T

▪ Need to be engaged regularly

and managed closely

▪ Key players

▪ This group will require the most

effort to keep satisfied

(MacD

oln

ald

, 2019)


PO

WE

R


K E E P


P L A Y E R S

K E E P

I N F O R M E D

M I N I M A L

E F F O R T

▪ Keep these stakeholders satisfied

by striking a careful balance

between keeping them informed,

but not overloading them with

too much information.

H I G H P O W E R & LO W I N T E R E S T

(MacD

oln

ald

, 2019)


PO

WE

R


K E E P


P L A Y E R S

K E E P

I N F O R M E D

M I N I M A L

E F F O R T

• You should keep these stakeholders

adequately informed and consult with

them regarding their area of interest,

and make sure they don’t have any

major issues with the project.

• These stakeholders can often help with

the detail of the project

LO W P O W E R & H I G H I N T E R E S T

(MacD

oln

ald

, 2019)


PO

WE

R


K E E P


P L A Y E R S

K E E P

I N F O R M E D

M I N I M A L

E F F O R T

• Inform these stakeholders with general

information

• Don’t overload them with excessive

communication, but you should monitor

them, because they may become more

powerful to the project and have a higher

interest in it

LO W P O W E R & LO W I N T E R E S T

STAKEHOLDER

REGISTER

M I N I M A L I S T

R E G I S T E R

N A M E T I T L E I N T E R E S T P O W E R R E Q U I R E M E N T S E X P E C T A T I O N S


S TA K E H O L D E R

R E G I S T E R

NAMEINTERNAL/

EXTERNALPOSITION INTEREST INFLUENCE CONTRIBUTION CONCERNS CONTACT

John doe Internal CEO High HighFinancial expertise

Budget [email protected]

Susan sunshine

External Client High HighApproves deliverables

Project timeline

[email protected]


PROJECT

CHARTER


A P R O J E C T C H A RT E R

D E F I N E S :

Re a s o n f o r t h e p ro j e c t

T h e m a i n s t a ke h o l d e r s

B e n e f i t s o f t h e p ro j e c t

O b j e c t i v e s a n d c o n s t r a i n t s

R i s k s i d e n t i f i e d

G e n e r a l o v e r v i e w o f t h e b u d g e t

Coming

up in the

next

lesson


P R O J E C T P L A N N I N G

LESSON 3 :

▪ What happens during the project planning phase?

▪ What is a project plan?

▪ Work breakdown structures (WBS)

▪ Work packages


S U M M A RY

• Project scope is…

• A detailed account of every aspect of the project

that needs to be achieved to reach the project

goals

• Scope comprises of…

• Timeline

• Deliverables

• Milestones

• Reports


S U M M A RY

• A feasibility study defines….

• What the project is

• How it will be implemented

• Why the project is undertaken

• Plan to achieve the project goal

• Feasibility report

• Define the project stakeholders and develop the

register acknowledging the power and interest the

different stakeholders wield.

THANK YOUFOR AT TENDING

LESSON 2 :

MODULE 1:

MODULE 3:

MODULE 2:

MODULE 4:


SEE YOU SOON FOR LESSON 3 :

MODULE 1:

MODULE 3:

MODULE 2:

MODULE 4:


R E F E R E N C E S


• IBM. (2019, November 28). Project Executive Role. Retrieved from IBM Knowledge

Center:

https://www.ibm.com/support/knowledgecenter/SSFCZ3_10.5.3/com.ibm.tri.doc/wpm_

roles_portals/r_project_executive.html

• Wrike. (2019, 11 28). Wrike. Retrieved from What is a Stakeholder in Project

Management?: https://www.wrike.com/project-management-guide/faq/what-is-a-

stakeholder-in-project-management/

• Project Management Institute. (2019, November 11). Project Management

Institute. Retrieved from What is Project Management?:

https://www.pmi.org/about/learn-about-pmi/what-is-project-management

• Santos, J. M. (2020, January 17). Top 10 Best Project Management Software & Tools in

2020. Retrieved from Project-Management.com: https://project-

management.com/top-10-project-management-software/

https://www.ibm.com/support/knowledgecenter/SSFCZ3_10.5.3/com.ibm.tri.doc/wpm_roles_portals/r_project_executive.html

https://www.pmi.org/about/learn-about-pmi/what-is-project-management

https://project-management.com/top-10-project-management-software/

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