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Khoa KTĐN ĐH Kinh tế Luật @2010

1Trần Thiện Trúc Phượng

The Project Initiation Stage:Giai đoạn khởi đầu dự án

Phuong TT TranProject Appraisal & ManagementUEL2010

Content

IntroductionIntroduction

Project Charter (Project Definition Document)

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1. Introduction

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How to successfully initiate a project?project?

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Project Definition Document



This stage concentrates on the following project management areas:

D fi i th P j t

Output of Project Initiation Stage

Project CharterDefining the Project

Determining Project Goals

Determining Project Specifications

Determining Project Deliverables

Identifying Project Constraints and Assumptions

Project Charter (Hiến chương Dựán / Bản tuyên bốDự án)

a.k.a. Project Definition Doc.

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Assumptions

Identifying Project Stakeholders

Identifying Key Project Management Roles

Project Scope Document

A Project Charter defines our project and

2. Project Charter – Project Definition Document

A Project Charter defines our project and presents a business case for its initiation

A Project Charter is a written description of a problem or opportunity, its value to the business and a broad improvement

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the business, and a broad improvement goal expected from a team assigned to the project.



1. The Project Description

2. The Project’s Business Case

Project Charter Content

1. Mô tả DA

2. Nguyên nhân của DA

3. The Project Goals

4. The Project Specifications

5. The Project Deliverables

6. The Project Stakeholders

7 The Project Constraints

3. Mục tiêu DA

4. Tiêu chuẩn kỹ thuật của DA

5. Sản phẩm (Giao phẩm) DA

6. Các bên tham gia DA

7 Các ràng buộc của DA

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7. The Project Constraints

8. The Project Assumptions

9. The Project Authorization

7. Các ràng buộc của DA

8. Các giả định của DA

9. Các bên cấp phép cho DA hoạt động

2.1 The Project Description

The project description should give a description of the product or service that the project is seeking to produce. It should also provide characteristics about the product or service that the project will

d

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produce.



A Business Case describes the value and need for a project.

2.2 Project Business case

A good business case should address these questions:

Why is this project worth doing?

Why is it important to do now?

What are the consequences of not doing this project?

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How does it fit with business initiatives and targets?

Giải thích tầm quan trọng của dự án (Lý do ra đời của DA) đốivới tổ chức Nhận diện opportunities, threats

2.2 Project Business Case

Có thể lập thành 1 Business case document (Phân tích tìnhhuống kinh doanh) riêng. Chi tiết của Business case có thểđược bổ sung tại nhiều thời điểm trong Project Planning.

Trong Project Charter, chỉ cần trình bày 1 bản tóm tắt, bao gồmƯớc lượng chi phí

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Nguyên liệu

Thiết bị

Nhân sự

Các lợi ích (Doanh thu, Sự hài lòng khách hàng,…)

Thời gian hoàn vốn



A Problem statement must describe, not only what the problem (in the process, product or service) is, but provide some context of how it impacts the business and its

2.2 Project Business Case & Problem Statement

some context of how it impacts the business and its customers.

A good problem statement should contain five major elements:

A description of the issue, problem or opportunity. The problem described should be a known, verifiable or measurable fact, not a guess or an assumption

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Background on when and where the problem happens or is observed

One or more measures indicating the magnitude or extent of the problem

A description of the impact, consequences or threat presented by the problem

An estimate on the magnitude of the problem

2.2 Problem Statement

+ Poor Example:

W h hi h i id f d l d l tWe have a very high incidence of delayed loan repayments

+ Good Example:

In the last 12 months (when) 25% of our clients were late, over 60 days paying their loan installments. The current rate of late payments is up from 15% in 2009 and represents 28% of our outstanding receivables. This negatively affects our operating capital (impact or consequence)

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This negatively affects our operating capital (impact or consequence).



2.3 The Project Goals

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Participation???

Stakeholders

SMEs

2.3 The Project Goals & Objectives

Goal Objective

Principle: Based on ideas Based on fact

Meaning: The purpose toward which an endeavor is directed.

Something that one's efforts or actions are intended to attain or accomplish;i.e. Purpose; Target.

Plan: Broad plan Narrow plan

Action: Generic action Specific action

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Example:I want to achieve success in the field of genetic research and do what no one has ever done.

I want to complete this thesis on genetic research by the end of this month.

Measure: Goals may not be strictly measurable or tangible. Must be measurable and tangible.

Time frame: Longer term Short to medium term



Vision: A picture of the "preferred future;" a statement that describes how the future will look if the organization achieves its ultimate aims, e.g. "The widgets of choice for a value-focused world "

2.3 Vission, Mission, Objectives, and Goals

focused world.

Mission: A statement of the overall purpose of an organization. It describes what you do, for whom you do it and the benefit, e.g. "To provide consumers with high-quality, price-competitive widgets to meet their personal, business and recreational needs."

Goals: Broad, long-term aims that define accomplishment of the mission e g "Grow profitability Maximize net income by

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the mission, e.g. Grow profitability. Maximize net income by increasing revenues and controlling costs."

Objectives: Specific, quantifiable, realistic targets that measure the accomplishment of a goal over a specified period of time, e.g. "Increase revenues by x% in 2004. Limit increases in overhead costs to y%. Achieve a z% reduction in management staff through increased automation.“

A project’s specifications consists of the body of information that should guide the project members (developers engineers and designers) through the work

2.4 The Project Specifications

(developers, engineers, and designers) through the work of creating the product of project.

Specifications are the quantifiable criteria or conditions of each goal that must be met for the goal to be considered successful and completed.

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A goal is only complete when it has achieved and met its required specifications.

A project is successful when all goals are successfully completed.



Specifications may include dimensions, quantity, color, materials, quality measures, and other measurable units.

2.4 The Project Specifications (cont)

Specifications may also include diagrams, charts and product drawings.

Specifications should be specific and give precise information about the product or service

Project specifications are the result of consultation and

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j pbrainstorming sessions with key stakeholders and SMEs to develop the specifications of each goal.

Specs Specs DeliverablesDeliverablesParticipation???

Deliverable is a term to describe a tangible or intangible object produced as a result of

2.5 The Project Deliverables

the project that is intended to be delivered to a customer (either internal or external).

Deliverable describes something that can be delivered, such as a product or service.

A Project Deliverable is the tangible and measurable result, outcome, product or

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measurable result, outcome, product or service that must be produced to complete a goal. Essentially, a deliverable is the end result produced by accomplishing a goal.

1 Goal 1 Goal >= 1 Deliverable>= 1 Deliverable



Every goal should have at least one deliverable. When you

2.5 The Project Deliverables (cont)

have all your deliverables, you are well on your way to completing your project Deliverables can be used to track the progress of your project.

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Participation???

Stakeholders

SMEs

Goal G1Specs G1

Objective G1O1 Deliverable 1 G1O1D1

Deliverable 2 G1O1D2


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Objective G1O2 Deliverable 1 G1O2D1




Customers

Government

2.6 The Project Stakeholders

Project Sponsor

Project Commissioner

Project Manager

Project Lead

Project Team Member"Any person or organization that is actively involved in a project or

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Project Team Member

Subject Matter Experts (SMEs)

Contractors / Subcontractors

Suppliers

actively involved in a project, or whose interests may be positively or negatively affected by execution or completion of the project"(Source: http://www.projectstakeholder.com/)

To identify the Project Manager authority

2.6 The Project Stakeholders (cont)

Recruitment and Dismissal

Performance appraisal

Using project budget

Limit of the project cost

To identify participant time of project

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y p p p jstakeholders

Projects have to meet all stakeholder expectations



Project constraints are anything that limits or restricts the actions that can be taken to accomplish goals and

2.7 The Project Constraints

actions that can be taken to accomplish goals and execute objectives. Constraints will affect the entire project and all goals within the project.

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Participation???

Stakeholders

SMEs

The Time constraint is directly linked to the schedule completion of your project and would affect anyone responsible for actions within the project. This would include project team members and

2.7 The Project Constraints (cont)

outsourced services.

The Cost constraint will directly affect the budget for your project and your ability to accomplish each goal and the entire project. This constraint will directly affect the allocation and availability of resources for the project.

The Quality constraint will directly affect the scope and standard

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The Quality constraint will directly affect the scope and standard of work that can be accomplished by your project. High quality means doing more, whereas low quality means doing less. To do more, you need more time, resources and money; whereas, to do less requires less time, resources and money.



Project Assumptions are factors that relate to your project that are assumed to be real, true, or certain.

2.8 The Project Assumptions

Assumptions can be

Resource Available

Dependencies

Project Time Estimates

P j t C t E ti t

Deliverables

Contractor Availability

Performance Issues

D li Ti

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Guidelines to identifying the project assumptions???

Stakeholders meeting Stakeholders response 1st draft Adjustment Project Assumption

Project Cost Estimates Delivery Times

Assumptions Risks

With an Assumption we With a risk we ask what willWith an Assumption, we expect something to happen.

With a risk, we ask what will we do if something does not happen, or how do we increase the probability that something will happen

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2.9 The Project Authorization

PROJECT AUTHORIZATION

Approved by: Business Manager Date

A concise statement identifying the authorized project by name, code, or number.

Approved by: Project Manager Date

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, ,

To give authorization to Project Manager

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Technology

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