Project Management

Lecture#03

Presented by: Umer Ghauri

Recap of the last lecture

Project Management Framework

Organizational Structures

Operations, projects, programs, portfolios.

Stakeholder analysis
Functional
Projectized
Matrix

Triple constraint of PM
Project selection models
Project management knowledge areas &
processes

Todays Agenda.. Initiating the Project

Project Management Knowledge Areas

Project Management Process Groups

05 PM Process Groups

Initiating the Project

09 PM Knowledge Areas

Needs & Demands

Determining Project Goals & Objectives
Determining Project Requirements
Identifying Project Deliverables
Identifying Project Stakeholders
Project Constraints
Project Assumptions

Project Charter

The project lifecycle

Project Initiation

What is a Business Case?

A Business Case justifies the start-up of a project.

It includes a description of the business problem

or opportunity, the costs and benefits of each
alternative solution, and the recommended
solution for approval.

What is a Business Case?

A Business Case is used whenever the

expenditure on a project has to be justified.
Completing a Business Case Template is usually
the first step in the Project Life Cycle. Once the
Business Case Template has been completed, it
is presented to a Sponsor for approval.

The Business Case is referred to frequently

during the project, to determine whether it is
currently on track. And at the end of the project,
success is measured against the ability to meet
the objectives defined in the Business Case.

What is a Feasibility Study?

A Project Feasibility Study is an exercise that
involves documenting each of the potential
solutions to a particular business problem or
opportunity. Feasibility Studies can be
undertaken by any type of business, project or
team and they are a critical part of the Project
Life Cycle.

When to use a Feasibility Study?

The purpose of a Feasibility Study is to
identify the likelihood of one or more solutions
meeting the stated business requirements. In
other words, if you are unsure whether your
solution will deliver the outcome you want,
then a Project Feasibility Study will help gain
that clarity. During the Feasibility Study, a
variety
of
'assessment'
methods
are
undertaken. The outcome of the Feasibility
Study
is
a
confirmed
solution
for
implementation.

Project Charter

Project Charter
A document issued by the project initiator or
sponsor that formally authorizes the existence of a
project, and provides the project manager with the
authority to apply organizational resources to
project activities.

It defines the scope, objectives, deliverables and

overall approach for the work to be completed.
It is the absolute Master document for the project
and as such it should be the single point of
reference on the project for goals and objectives,
scope, organization, estimates, deliverables, and
budget.

Project Charter states..

Why are we doing this and what is the overall goal.

What are the assumptions and constraints going
in.
When do we need to be finished.
What deliverables must be made to get there.
What things are not to be done.
When do the deliverables need to be completed
and in what order.
Who is going to actually do the tasks and where.
What resources and money (budget) is needed.
What risks are there likely to be along the way.
How to keep things on target and monitor
progress.

To create Project Charter, you need to..

Identify the project vision and objectives

Define the complete scope of the project
List all of the critical project deliverables
State the customers and project stakeholders
List the key roles and their responsibilities
Create an organizational structure for the
project
Document the overall implementation plan
List any risks, issues and assumptions

Elements of Project Charter

Project Title and Description(What is the project?)

Project Manager Assigned and Authority Level
Business Case(Why is the project being done? On what
financial or other basis can we justify doing this project?
Describe the project purpose and justification.)
Stakeholders(Who will affect or be affected by the project
(influence the project), as known to date?)
Product Description/Deliverables(What specific product
deliverables are wanted, and what will be the end result of
the project?)
Measurable Project Objectives(How does the project tie
into the organizations strategic goals? What project
objectives support those goals? The objectives need to be
measurable and will depend on the defined priority of the
project constraints.)
Resources(How many or which resources will be provided?)
Constraints/Assumptions

Project Charter Elements

Vision/Purpose

Objectives

The specific outcomes youll produce.

Constraints

How and why your project came to be, the scope

of your project and general approach.

Restrictions that will limit what you achieve, how

and when you can achieve it, and their cost.

Assumptions

Statements about how you will address uncertain

information as you conceive, plan and perform
your project.

Objectives
Make your objectives SMART, as follows;
Specific: Define your objective clearly, in detail, with
no room for misinterpretation.
Measureable: Specify the measures or indicators
youll use to determine whether youve met your
objective.
Aggressive: Set challenging objectives that
encourage people to stretch beyond their comfort
zones.
Realistic: Set objectives the project team believes it
can achieve.
Time-sensitive: Include the date by which youll
achieve the objective.

Sample Project Charters

Wake up!
Im going to show some sample project
charters.

Assignment #02 (Group Assignment)

Arrange a team meeting.

Every member of the group will propose a
business case (a justified idea for a project) to the
project team in writing.
The team members will scrutinize and evaluate
all the proposals.
Youre required to select ONE proposal through
consensus.
Prepare a Project Charter and submit in the next
class, along with the individual business case
proposals.

Assignment #02 (Instructions)

The Project Managers are required to submit the

Project Charter on behalf of the team, discuss it with
me and get it approved/signed by me. Charter
should at least contain project description,
vision/goal, objectives, stakeholder analysis,
deliverables,
resources,
roles
&
responsibilities, constraints & assumptions.

Secondary reason of this assignment is Group/Team

Dynamics. Youre expected to honor your teams
code of conduct(if you still remember that btw!!)
and indulge in a positive discussion while evaluating
different business case proposals.

Assignment #02 (Instructions)

Also in the next class youll briefly share your

experience about how the group discussion
went, what were the reasons for selecting
your project & how did you reach a consensus.
Was
somebody
irrational,
nagging
or
authoritative? Were there conflicts? How did
you resolve them?

Good Luck