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Chapter 4

Chapter 4. Defining the Project. NEED FOR DEFINING PROJECTS. One Project, small Many small projects, or large one Yes. Steps for a Project. Step 1 - Defining the Project Scope Step 2 -Establishing Project Priorities Step 3 -Creating the WBS Step 4 –

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Chapter 4

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  1. Chapter 4 Defining the Project

  2. NEED FOR DEFINING PROJECTS • One Project, small • Many small projects, or large one • Yes

  3. Steps for a Project • Step 1 - Defining the Project Scope • Step 2 -Establishing Project Priorities • Step 3 -Creating the WBS • Step 4 – • Step 5 - Coding the WBS for the Information System

  4. Project Scope Terms and Definitions • Scope Statements • Also called • Project Charter • Expanded scope statement • Project manager Authorization • Project Creep • The tendency for the project scope to expand over time due to changing requirements, specifications, and priorities.

  5. Step 1: Defining the Project Scope • Project Scope • End result or mission of the project • specific, tangible, measurable terms. • Purpose of the Scope Statement • Define customer deliverables • Project focus • Planning tool • Project measurement

  6. Step 1 Defining the Project Scope (cont’d)See Text book Page 101 Example: Page 104 • Project Scope Checklist • Project objectives • What, Where, When, How Much • Deliverables • Major Output(s) of the Project • Milestones • Significant events that occur at specific times in the project • Technical requirements • Limits and exclusions • Reviews with Customer

  7. Step 2Establishing Project Priorities

  8. Step 2: Establishing Project Priorities • Project Trade-offs • Budget • Schedule • Performance • Management of Trade-offs • Constrain: fixed requirement • Enhance: optimize over other parameters • Accept:

  9. Performance (Scope) Quality Cost Time Step 2Establishing Project Priorities (Cont’d)

  10. Step 2Establishing Project Priorities (Cont’d) Objectives • COST minimization • TIME minimization • QUALITYassure that product Performance performs to specifications

  11. Step 2Establishing Project Priorities (Cont’d) • Management of Tradeoff’s • Primary Job of PM • A Tool • Priority Matrix • Constrain • Enhance

  12. Step 2Establishing Project Priorities (Cont’d) Time Performance Cost Constrain Enhance Accept Project Priority Matrix Text Example of a Project – High Speed Modem:

  13. Work Breakdown Structure • WBS • Disciplined • Structured • Selective collection of information

  14. Step 3Creating the WBS • Map of the Project • Divides Project in Smaller Elements • Element Identity • Project / Organization Integration • Basis for Control • Project Structure • With Different Levels of Detail • Allows for: • Planning, scheduling and budgeting • Cost roll-up

  15. Step 3Creating the WBS Cont’d • WBS Elements • Deliverables (The output, not functions) • Nouns • Prototype • Mouse • Engine • If Functional

  16. Step 3Creating the WBS Cont’d Level Hierarchical breakdown Description Complete project 1 Project Major deliverables 2 Deliverable Supporting deliverables 3 Subdeliverable Lowest managementresponsibility level 4 Lowest subdeliverable Grouping of work packagesfor monitoring progress andresponsibility 5 Cost account* Identifiable work activities Work package *This breakdown groups work packages by type of work within a deliverable and allows assignment ofresponsibility to an organizational unit. This extra step facilities a system for monitoring project progress(discussed in Chapter 12). Irwin/McGraw-Hill Hierarchical Breakdown of the WBS

  17. WBS / Project Manager • Helps to: • Facilitate/Plan • Provide information appropriate to each function • develop of organization breakdown structure (OBS) • Assigns responsibilities • Define communication

  18. Personal computerprototype Level1 Moreitems Vendor,software,applications Mouse,keyboard,voice Microprocessorunit Diskstorageunits 2 ~ ~ Floppy Optical Hard Internalmemoryunit BIOS (basicinput/outputsystem) 3 ~ ~ RAM ROM I/O File Utilities 4 ~ ~ ~ ~ ~ Lowest manageablesubdeliverables Chassisframe Circuitboard Read/writehead Motor 5 Step 3Creating the WBS Cont’d Work Breakdown Structure

  19. Step 3Creating the WBS Cont’d • Work Packages (WP) • Lowest level of the WBS • Short Duration Tasks • Action Verb – Noun • Design Prototype • Build Mouse • Test Engine

  20. Step 3 - Creating the WBS Cont’d • Work Package (WP) Continued • Defines Work • (What) • Identifies time to complete a WP • (How Long) • Identifies a time-phased budget to complete a WP • (Cost) • Identifies resources needed to complete a WP • (How Much) • Identifies a single person responsible for units of work • (Who)

  21. Step 3 - Creating the WBS Cont’d Personal computerprototype Level1 Moreitems Vendor,software,applications Mouse,keyboard,voice Microprocessorunit Diskstorageunits 2 ~ ~ Floppy Optical Hard Internalmemoryunit BIOS (basicinput/outputsystem) 3 ~ ~ RAM ROM I/O File Utilities 4 ~ ~ ~ ~ ~ Lowest manageablesubdeliverables Chassisframe Circuitboard Read/writehead Motor 5 WP-1M WP-1 CB WP-1 CF WP-1 RWH WP-2 CB WP-2 CF WP-2 RWH WP-3 CB WP-3 CF WP-3 RWH WP-4 CB WP-4 RWH WP-5 CB WP-5 RWH WP-6 CB WP-7 CB Work packages Work Breakdown Structure

  22. Step 3 - Creating the WBS Cont’d • Work Package (WP) Continued • WP manager responsible for • WP schedule • Should not exceed 10 days (on average) • If it Does: • Monitor Points every three to five days • WP budget • WP performance (Quality) • Several WP’s rolled together can constitute sub-deliverable • From Different functional areas • Can organize WP’s for function, but must be deliverable oriented WBS

  23. Example Work Package

  24. Step 4 Integrating the WBS with the organization • Defines responsibility • OBS • Lowest org. unit for responsibility of WP’s within cost accounts

  25. Step 4 Integrating the WBS with the organization • Intersection of WBS and OBS • Creates a project control point

  26. Personal computerprototype Level1 Moreitems 1.0 1.3 1.1 1.4 1.2 Vendor,software,applications Mouse,keyboard,voice Microprocessorunit Diskstorageunits 2 1.4.1 1.4.2 ~ ~ 1.1.1 1.1.2 1.1.3 Internalmemoryunit BIOS (basicinput/outputsystem) 3 Floppy Optical Hard ~ ~ 1.4.1.1 1.4.1.2 1.4.2.1 1.4.2.2 1.4.2.3 4 RAM ROM I/O File Utilities ~ ~ ~ ~ ~ Lowest manageablesubdeliverables 1.1.3.1 1.1.3.2 1.1.3.3 1.1.3.4 5 Chassisframe Circuitboard Read/writehead Motor Cost accountnumber Cost 1.1.3.4.1 account Cost Cost account account Cost Cost account account Cost account Cost account Design Manufacturing Production Work packages WP1.1.3.4.2.1 WP1.1.3.4.2.2 WP1.1.3.4.2.3 Organization Test Purchasing Budget byperiod Software Step 4 - Integration of WBS and OBS Time

  27. Step 4 - Integration of WBS and OBSRead/Write Head Design Work package cost estimate

  28. Step 5 Coding the WBS for the Information System • Used to Define • levels and elements in the WBS • Organization elements • Work Packages • Budget • Allow reports to be consolidated at any level in the structure • Most common system –

  29. WBS Coding

  30. Project Roll-up • Cost Account • Intersection of • WBS and • budgetary control point for work packages (WP). • Roll-up Capability

  31. Direct Labor Budget Rollup (000) FIGURE 4.7

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