Defining The Project 10 / 12

Every project should start with a plan..

A project plan is important because:

  1. Communicates roles and timings

  2. Encourages forward thinking

  3. Provides the measures of success

  4. Identifies resources needed

Contents of a Project Plan

Part of PlanContents
OverviewBackground, Aims, scope, outputs, stakeholder analysis (mendelow), Risk Analysis (risk map), Intellectual property rights
ResourcesDetails of project partners, reporting relationship, decision process
Detailed PlanProject deliverables and reports, phasing of work and deadlines
Evaluation PlanHow the output quality should be evaluated, how success will be measured
Quality PlanQuality assurance procedures for each deliverable
Dissemination PlanHow outcomes will be shared with stakeholders
Exit & Sustainability PlanWhat will happen to knowledge etc at the end. See if any outputs may live on after profit ends

Initial Documentation

The project initiation document (PID). 

This is used to develop and clarify the terms of reference for the project.

It's contents are as follows:

  • Business Justification - basically the objectives from the business case. It is important to clearly distinguish between project and business objectives and assign responsibilities to each

  • Scope of the Project - objectives and deliverables. These need to be perfectly clear and well defined

  • Constraints (cost, time and scope) - as above these are vital to be fully understood at the very outset

  • Roles and responsibilities - including authorisations - it should be made clear that the project sponsor (see managing the project section) is responsible for making decisions about the project, providing resources, considering and agreeing changes.

    The role of the project sponsor should be formally defined and everyone's responsibilities should be clear. 

    Any failure to adhere to those responsibilities should be addressed.

  • Risks and resources committed to the project

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Business Process Redesign

A specific project can be linked to a specific process - this is then business process redesign

The steps for this would be:

1. Analyse the existing process

2. Design the new process

3. Get the resources for the new process

4. Manage the implementation

For an e-business system this would involve

1. Establish e-business plan

2. Design the system and build new website

3. Integrate the e-business into the current system

4. Test the system and monitor

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