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PROJECT
INITIATION
and
PROJECT
PLANNING
Topic 2 & 4
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Learning outcomes
To define project initiation, scope and planning
To Explain priorities of the project
To describe deliverables and milestone
To explain in detail work breakdown structure
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PROJECT
INITIATION
Topic 2
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Project initiation The process of authorizing a new or continuing an existing project
Projects authorized as a result of
A market demand
An organizational need
A customer request
A technological advance
A legal requirement
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Project Scope
Project Scope
A definition of the end result or mission of the projecta product or
service for the client/customer
in specific, tangible, and measurableterms.
Purpose of the Scope Statement
To clearly define the deliverable(s) for the end user.
To focus the project on successful completion
of its goals.
To be used by the project owner and participants
as a planning tool and for measuring project success.
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Project Scope: Terms and
Definitions Scope- refers to all(100%) the work involved in creating the products of
the project and the processes used to create them
Scope Statements
Also called statements of work (SOW)
Project Charter
Can contain an expanded version of scope statement
A document authorizing the project manager to initiate and lead the
project. Scope Creep
The tendency for the project scope to expand over time due to
changing requirements, specifications, and priorities.
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Establishing Project Priorities
Causes of Project Trade-offs
Shifts in the relative importance of criterions related
to cost, time, and performance parameters
BudgetCost
ScheduleTime
PerformanceScope
Managing the Priorities of Project Trade-offs
Constrain: a parameter is a fixed requirement.
Enhance: optimizing a criterion over others.
Accept: reducing (or not meeting) a criterion requirement.
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Project Management Trade-offs
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The Triple ConstraintProject Management Trade-offs
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Deliverables vs Milestones
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Deliverables versus Milestones
Deliverables
Tangible, verifiable work products
Reports, presentations, prototypes, etc.
Milestones
Significant events or achievements
Acceptance of deliverables or phase completion
Cruxes (proof of concepts)
Quality control
Keeps team focused
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PROJECT
PLANNING
Topic 2
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Project Planning
A project planning is a document used to coordinate all project planningdocuments
The primary purpose of planning is to establish a set of directions in
enough detail to tell the project team exactly what must be done Project plans assist the project manager in leading the project team and
assessing project status
Building the plan should notbe done in secret or in isolation; the wholeproject team needs to participate
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Attributes of Project Plans
Just as projects are unique, so are project plans
Plans should be dynamic
Plans should be flexible
Plans should be updated as changes occur (Integrated Change Control)
Plans should first and foremost guide project execution
Plans should neverassume the team will work overtime, at least not atthe start
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Work Breakdown Structure
(WBS) A WBS is an outcome oriented list of tasks executed by the project team to
accomplish stated project objectives
It is a foundation document that provides the basis for planning and
managing project schedules, costs, and changes An hierarchical outline (map) that identifies the products and work
elements involved in a project
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WBS Uses Throughout the
Project Guide the work of the entire project team
Facilitate communication
Aid the team in building the schedule and budget
Assigning the right person to the right task
Getting the project to a done state
Aid in quality control
Accountability
Reduce scope creep
Aid in budget and schedule progress reporting and performance reporting Aid in examining alternative steps in building a product
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Building the WBS Using guidelines: Some organizations, provide
guidelines/requirements for preparing a WBS
The analogy approach: A WBS is first created bylooking for a similar project done in the past and usingits WBS as a starting point
The top-down approach: Start with the largest items ofthe project and keep breaking them down into smallerand smaller parts
The bottoms-up approach: Start with the detailed
tasks and roll them up
Threadconcentrate on most important items first
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HierarchicalBreakdown of the
WBS
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How WBS Helps the Project Manager
Facilitates evaluation of cost, time, and technical
performance of the organization on a project.
Provides management with information appropriate
to each organizational level.
Helps in the development of the organization breakdown
structure (OBS). which assigns project responsibilities to
organizational units and individuals
Helps manage plan, schedule, and budget.
Defines communication channels and assists
in coordinating the various project elements.
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Example of WBS: Holiday
holiday
traveldocuments
passport tickets
insurance
booking
choose
resortconfirm
brochures
household
cat!
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WBS Organized by Product Part
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WBS by Process Phase
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Work Breakdown Structure
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Work Packages
A work package is the lowest level of the WBS.
It is output-oriented in that it:
1. Defines work (what).
2. Identifies time to complete a work package (how long).
3. Identifies a time-phased budget to complete
a work package (cost).
4. Identifies resources needed to complete
a work package (how much).
5. Identifies a person responsible for units of work (who).
6. Identifies monitoring points (milestones)
for measuring success.
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Example Work Breakdown Schedule
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The WBS Should Follow the Work Package Concept
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Work packages
Figure 8.10 Work packages for a training course
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WBS Outputs
WBS Dictionary
Description of each component
Who is responsible for development
Statement of Work (SOW)
Important milestones
Estimate of costs and required resources
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Questions?