Project Management Lecture 3 Defining the Project

Lecture 3: Defining the project Project definition is a part of the lifecycle process. What is the defining phase all about?  The early stages are all about developing the outline serve to ensure that all tasks are identified  Once the outline and detail are defined, an integrated information system can be developed to schedule work and allocate budgets. Project defining tasks:  Define needs  Requirements  Define design (conceptual and detailed)  Project prototype  Work break down structure  Produce project charter  Produce project priorization matrix Project needs: there is a reason behind the project, a need. There are reasons behind executing projects. Steps in clarifying needs: 1. Need creation: 2. Recognizing the need: need for buy-inn from decision makers 3. Need confirmation: confirmed by stakeholders Common pitfalls: 1. Unclear needs 2. Predefined solutions 3. Wrong needs Defining and clarifying requirements They are specific conditions or tasks that must be completed to achieve the needs for a project. These are specifications that a solution must meet, and they are detailed and actionable focusing on specific deliverables. Examples of requirements: Functional requirements: what specific functions and features should the project deliver? Non -functional requirements: what are the performance, security, usability and reliability requirements? Technical requirements: technological needs and constrains of a project to ensure it meets its functional and non- functional objectives User requirements: focus on the needs and expectations of the endusers or stakeholders who will interact with the system or project. Regulatory requirements: regulatory requirements are essential for ensuring that a project or product complies with laws, standards and regulations that govern its industry, location and use. Conceptual design  Provides a high-level overview of how a project will meet its requirements  It outlines the overall approach, key components, and interaction needed to achieve the projects goals.  Here we are producing it on paper, it is just a concept, and doesn’t have a prototype  The solution is often provided early in the project lifecycle  Example: online store order process flow Detailed design  Provides a comprehensive and in-dept specification of the solutions architecture, components and functionalities.  Involves defining how each part of the system will work, interact and be implemented.  For a web-based e-commerce platform, the detailed design will cover aspects like the front-end and back-end architecture, database schema, security, APIs and integrations. Project prototype  An early model for the final product designed to test key features and functionalities before full-scale development  This allows stakeholders to provide feedback and to ensure that the design meets their expectations Work breakdown structure  To break down a project into smaller units- makes it easier to estimate, plan, execute and track  Usually structured into levels, with each descending level representing a finer level of detail.  It is a powerful tool for project planning management Importance of work break down structure Improved project clarity: A wbs breaks down complex projects into more understandable components Better task assignment: Becomes easier to assign specific tasks to individuals or teams, based on skills and expertise by breaking the project into smaller work packages Enhanced estimation and budgeting: Smaller, well-defined tasks allow for more accurate estimation of time, resources, costs all leading to better project planning and budgeting Easier monitoring and control: A wbs provides framework for tracking progress Risk management: Identifying and analyzing tasks at a granular level makes it easier to sport potential risk early on and develop mitigation strategies Facilitates communications: wbs improves communication among team members and stakeholders by providing a clear picture of the projects scope and responsibilities. Foundation for scheduling: The wbs forms the basis for developing the project schedule.