In my previous article, I talked about all that you need to know about scope management plans for projects. In this article, I want to look at some of the facts that you need to know about cost and quality management plans for projects. Follow me as we will look at that together in this article.
Cost management plans…
A cost management plan is a document that outlines the guidelines for planning, estimating, budgeting, and controlling project costs..
It describes how risk budgets, contingencies, and management reserves will be communicated and assessed.
It also provides the planning and structure necessary to control project costs and keep them within budget limits. The plan can be formal or informal, detailed or brief, depending on the need of the project.
Typical example…
You are the project manager of a construction project and you want to develop the cost estimate a d budget for your project. You believe that setting up a base document enlisting the guidelines for cost management will help the project.
You tailor the existing guidelines and define the coat management plan incorporating the estimate, methods, and procedures required for calculating direct and indirect costs involved in the project. You also mention the process for calculating contingency costs.
Quality management plan…
A quality management plan is a document that describes a team’s approach to implementing the quality policy. It explains how quality control and quality assurance will be performed. It may be formal, or informal, depending on the project’s requirements.
Typical example…
A manufacturer of high end clothing may seek to reduce costs by outsourcing some of its labour. The quality management plan will articulate exactly how quality control and assurance will be performed, to ensure that the new source of labour can meet the company’s high standards.
The plan will also identify who will be responsible for quality control: how, when, and to what degree they will conduct inspections for quality; and how the team will respond to any quality issue that arises.
Action Point PS: If you would like to have an online course on any of the courses that you found on this blog, I will be glad to do that on an individual and corporate level, I will be very glad to do that I have trained several individuals and groups and they are doing well in their various fields of endeavour. Some of those that I have trained include the staff of Dangote Refinery, FCMB, Zenith Bank, and New Horizons Nigeria among others. Please come on Whatsapp and let’s talk about your training. You can reach me on Whatsapp HERE. Please note that I will be using Microsoft Team to facilitate the training.
I know you might agree with some of the points that I have raised in this article. You might not agree with some of the issues raised. Let me know your views about the topic discussed. We will appreciate it if you can drop your comment. Thanks in anticipation.
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In my previous article, I talked about all that you need to know about Change Control Board for projects. In this article, I want to look at all that you need to know about Requirements Management Plans for projects. Follow me as we will look at that together in this article.
Scope management plans…
A scope management plan is a planning document that describes how a project team will define, verify, manage, and control the project scope.
The plan can be either formal or informal, depending on the need of the project.
Example…
The project manager of the geothermal energy program. Racheal Tagon, worked with the core project team to construct the scope management plan. The plan contains a description of how frequently and extensively the scope is expected to change, how the project team will identify, discuss, and classify changes to the scope and who will approve the changes.
A requirement management plan is a document that describes how project requirements will be analysed, documented, and managed throughout the project life cycle.
Phase to phase relationships between various phases of the project strongly influence how requirements are managed.
Components of the requirements management plan require a project manager to choose the most effective relationships to aid the success of the project and document this approach in the plan.
The components include…
Methods to plan, track, and report requirements activities
Configuration management related activities
Process for requirements prioritization
Format and guidelines on developing traceability Matrix for requirements.
Typical example…
The project manager of Fourth Mouse Warehouse Software Project, Salawu Samson, prepares the requirements documentation for the project. Samson documents the requirements collected during the Warehouse Management Essential Requirements workshop and through subsequent interviews conducted with each stakeholder.
He creates the requirements management plan with information on how these requirements will be analysed, documented, and managed throughout the project life cycle.
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In my previous article, I talked about all that you need to know about stakeholder Identification for projects. In this article, I want to look at all that you need to know about the major subsidiary Plans for project management plans. Follow me as we are going to look at that together in this article.
Developing a realistic, useable, dynamic project management plan helps the project team stay focused on the objectives and purpose of your project.
Continually updating your project management plan where new information is available will help you circumvent problems before they develop and ensure that project work occurs according to the plan.
Project management plans…
A project management plan is a document that details how a project will be executed to achieve it’s objectives. A well-defined plan consists of certain components, including
#1 Project management processes
It always consists of a list of project management processes that will be utilised and the level of implementation of each. You need to know the steps that will be taken to achieve the project management objectives, who is responsible for each and every one of them as well as how those project goals will be achieved.
#2 Tools and techniques
The project management plans also talk about tools and techniques that will be used to complete the project management processes. Out have to know whether the organisation has available tools and resources needed to achieve project goals.
#3 Description of tasks
There should be an extensive description is tasks to be completed in order to achieve project goals. It should be detailed enough in such a way that those that will perform those tasks understand what is needed to be done.
#4 Monitoring and controlling changes
It also consists of plans for monitoring and controlling changes for the project. The. project management plan will highlight the steps to be taken to make changes to the project. It will highlight the process of monitoring such changes so that they will not affect the entire project.
#5 Configuration management
Configuration management is another concept that is closely related to change management. It highlights how change should take place as well as how it would take place and how stakeholders would be notified once the change has taken place.
#6 Performance measurement baselines
The project management plan will also have a performance measurement baseline which will set the minimum standard for the project. This will allow stakeholders to make necessary adjustments when the project is falling below standard.
#7 Techniques for communication
The project manager in using the project management plans also has to decide on the techniques for communication with the Project Stakeholders.
It will highlight what needs to be communicated and how it should be communicated to projects. This will ensure that the deliverables are accepted at the end of the day.
#8 Project life cycle
The project manager in using the project management plans also need to decide on the formats of the project life cycle. This will determine how the entire project will move from one place to another. It will determine the entry and exit criteria for the entire project.
#9 Identifying and tracking
It also includes a plan for identifying and tracking as well as documenting open issues.
This will enable the Organisation to identify steps that have been taking so far to address ongoing issues as well making sure that all identified issues are given appropriate attention.
Now the subsidiary Plans…
#1 Scope management plan
This provides guidance on how the project scope will be defined, documented, verified, managed and controlled throughout the entire project.
#2 Requirement management plan
This documents how requirements will be analysed, documented and managed throughout the entire project.
#3 Schedule management plan
This describes the scheduling methodology, the scheduling tool to be used, and the format and established criteria for developing and controlling the project schedule.
#4 Cost management plan
This describes the format and establishes the criteria for planning, structuring, estimating, budgeting, and controlling project costs.
#5 Quality management plan
This describes how the performing Organisation’s quality policy will be implemented by the project management team throughout the project.
#6 Process Improvement Plan
This details the steps for analysing processes to identify activities that enhance their value. This analyses what has been done and decides on what can be done in order to make the process better.
#7 Human Resource Plan
This provides guidance on how human resources required for a project should be defined, staffed, managed, controlled and eventually released from the project.
#8 Communication management plan
This provides details that document the approach to communicating effectively and efficiently with the stakeholders.
#9 Risk management plan
This describes how risk management is structured and performed on the project. This allows the project manager to identify positive and negative risks and decides on how high risks will be mitigated among others.
#10 Procurement management plan
This describes how the procurement processes will be managed from the developing procurement documents through contract closure.
Typical example…
A national supermarket chain sought to reduce the average amount of time its customers spread waiting in the checkout lines. The project management plan listed the necessary management and the tools needed to complement those processes.
The plan also included the task to be completed, such as hiring more clerks and expanding checkout areas, methods for controlling changes to the project, such as designated checkout area, methods for controlling changes to the project, such as a designated Change Control Board (CCB), details on configuration management, performance measurement baselines, stakeholder communication plans, such as weekly regional manager meetings, a project lifecycle, such as implementations, evaluation, and analysis, and the procedures for addressing open issues.
The plan also contained a cost management plan and a quality management plan.
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In my previous article, I looked at all that you should know about the Project Concept Definition document. In this article, I want to talk about ways to identify project stakeholders for projects. Follow me as we are going to look at this together in this article.
You have a project charter providing the formal authorization to apply organisational resources to project objectives. Before you can begin the planning process, it is vital to identify the groups or individuals who will have a little role to play either directly or indirectly in the project.
Stakeholders are an integral part of any project and extensively support the success of the project. it is imperative that you document relevant information regarding stakeholders’ interests and expectations because they strongly influence a project’s products or services.
Stakeholder analysis…
Stakeholder analysis as part of identifying stakeholders is the formal process of identifying all the stakeholders of a project by gathering and analysing quantitative and qualitative information. It also involves building coalitions at the onset of a project by identifying their needs, objectives, goals, issues and impact.
Stakeholder analysis is performed through a series of steps…
#1 Identify
There is a need for you to identify all stakeholders for the project. I have said it several times that you might not identify all the stakeholders at once but as you identify the stakeholders, you must add them to your stakeholder register.
#2 Classify stakeholders
There is a need for you to also classify stakeholders based on their power and the roles that they are supposed to play in the project. This will allow you to pass the right information speedily at the right time. Bu classifying stakeholders, you will be able to get the right support that you need at any given time.
#3 Stakeholder reaction
There is a need to also plan for likely stakeholder reactions or responses and plan on how to enhance stakeholders’ support and mitigate the potential negative impact on the project.
Ideally, project managers will question the stakeholders about their interest in the project, their desired outcome, their goals, and any lessons learned from prior projects.
This increases the effectiveness of the stakeholder analysis process. As the project progresses, the analysis will be validated against the current state of project work and stakeholders’ changing needs.
Stakeholder registers…
A stakeholder register is a document that identifies stakeholders of a project with information that includes their identification, assessment, and stakeholder classification.
Typical stakeholder register entries may be inside the stakeholders’ name, organisational position, location, role in the project, project information, requirements, expectation, influence on the project, specific interest in the project or a phase, and whether the stakeholder is internal, external, for, against, or neutral in the project.
The RFP will request a quote for services provided and an outline of a marketing strategy.
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In my previous article, I looked at all that you need to know about the Project Concept Definition document. In this article, I want to look at how to create a project charter. Follow me as we are going to look at that together in this article.
To create an effective project charter, follow these guidelines:
#1 Gather the prerequisites required
From the project SOW, gather the products or services to be delivered by the project.
If a project concept definition statement is present, use it to understand the issues that the project will resolve.
You need to use a business case to understand the market demand, Organisational and social requirements, and customer requests.
You need to mention the contract information if the project is commissioned for an external customer.
You have to keep in mind that factors, such as company, culture, government or industry standards, stakeholder risk tolerances, market conditions, human resources and information systems, have an impact on the project charter development process.
#2 Use a corporate template
There is a need for you to also adopt a corporate template if there is one. if it is non, Google is your friend but you have to make sure that you get approval from stakeholders before you use any of them.
#3 Involve experts
There is a need for you to also include a Subject Matter Expert when you are preparing the project charter. You have to know what they feel about the content that you have put together. You have to ensure that you gain from their wealth of experience.
#4 Project information
In addition, there is a need for you to include the project and authority information identification. This includes the title of the project and data of authorization. It also includes the name and contact information of the project manager. It might also include the name, title, and contact information of the initiating authority.
#5 Clear description
There is a need to also include a clear, concise description of the business need, opportunity, or threat that the project is intended to address.
Does the project charter clearly identify all the pertinent information about the project?
What are the circumstances that generated the n Ed for the project? What is the market demand for the products or services?
You have to consider any legal requirements associated with the project. Do you also need to consider whether the project has all the extraneous information has been clearly excluded from the project character?
#6 Summary description
There is a need to include a summary description of the products and services of the project. You need to ask questions such as:
What is the required outcome of the project?
What are the critical characteristics of the products and services?
#7 Project relationship
There is a need for you to include a description of the project’s relationship to the business need it is intended to address. You need to know why it is important to do the project now as well as how the project will address the business need, opportunity or threat for which it is intended.
#8 Known constraints and assumptions
You need to consider any known assumptions and constraints for the project.
Ask the following questions :
Are there any known time, cost, scope, quality, or resource issues or factors that will limit the way you and your project team can approach the project?
Is there a risk of any project delays?
Are there any project constraints?
Is the software stable?
Are there going to be problems with resource availability?
Will the project require internal or external resources?
#9 Appropriate signing authority
There is a need for you to ensure that the person signing the documents has the appropriate signing authority.
The following questions should be asked:
Can he or she authorise the reassignment of the people involved?
Can he or she authorise the release of materials involved including finance and purchasing sign off?
Can he or she authorise the spending of the money needed?
#10 Distribute the signed charter
You also need to distribute the signed charter to the appropriate project charter such as:
Project team members
Customers and sellers
Relevant functional managers
Finance and Accounting departments
Typical example…
The vice president of a software development company, Catherine Long is authorised to initiate an internal process improvement project. She asked her program manager to help her draft the project charter. Catherine, along with her program manager, develops a project charter to formally authorise the project.
The process improvement project is named in the memo and the memo’s date serves as the authorization date. the memo establishes the authority of her colleague, John, as the project manager and provides John’s contact information.
Because Catherine is the project sponsor, she includes her contact information and has the authority to reassign people, release material, and spend the money required to proceed with the project.
The business needs to improve the internal processes and procedures too. improve time to market, whole striking the appropriate balance between quality and speed, is clearly stated. The memo provides a brief description of the service and product of the project, which is to analyse the current processes and procedures and make recommendations.
The known constraints of completing the project with minimal impact on the current project schedule within three months are included in the memo. Catherine’s signature is on the memo, which is being distributed to all department directors, vice presidents and project managers who may be affected by or involved in this project.
It also establishes the priority of the project and asks these groups to lend their support.
Action Point PS: If you would like to have an online course on any of the courses that you found on this blog, I will be glad to do that on an individual and corporate level, I will be very glad to do that because I have trained several individuals and groups and they are doing well in their various fields of endeavour. Some of those that I have trained include staff of Dangote Refinery, FCMB, Zenith Bank, and New Horizons Nigeria among others. Please come on Whatsapp and let’s talk about your training. You can reach me on Whatsapp HERE. Please note that I will be using Microsoft Team to facilitate the training.
I know you might agree with some of the points that I have raised in this article. You might not agree with some of the issues raised. Let me know your views about the topic discussed. We will appreciate it if you can drop your comment. Thanks in anticipation.
Fact Check Policy
ROBOTIC STUDIES is committed to fact-checking in a fair, transparent and non-partisan manner. Therefore, if you’ve found an error in any of our reports, be it factual, editorial, or an outdated post, please contact us to tell us about it.
In my previous article, I have looked at all that you need to know about the technical feasibility of the project. In this article, I want to look at all that you need to know about how to prepare a Project Statement of work. Follow me as we are going to look at that together in this article.
Effective project management requires you to reduce costs, avoid rework, and streamline effort when possible. An effective statement of work describes the work being sought in sufficient detail so that potential sellers and internal resources can evaluate their capabilities to perform it appropriately.
This saves time, effort and money and increases. your project’s chances for meeting the requirements of the business.
A Project Statement of work is a document that describes the products or services that the project will supply, defines the business that it is designed to meet, and specifies the work that will be done during the project.
A Statement of work may be internal, supplied by the project’s sponsor in response to an organisational need, or external, supplied by a potential client during a bidding process. An external project SOW could be included with a request for a proposal or as part of a contract.
How to prepare it…
To prepare a project statement of work, follow the following procedures:
#1 Review the product
First and foremost, there is a need for you to review the product description to ensure that you fully understand the scope of the work being procured. You will have to understand what will be converted as well as what will not be part of the project.
#2 Consult Experts
There is a need for you to also consult technical experts to define the specification clearly, concisely and completely. You need to discuss with them because they are in a better position to advise you on some of the “must-haves” for the project.
#3 Determine the format
So also, you need to determine the format of the Statement Of Work. In doing this, there are some things you have to put into consideration. If your organisation has a preferred or mandated SOW format, be sure to use it and comply with any standards and policies regarding content.
Also, if there is no standard SOW format for your organisation, you may be able to modify an SOW from a previous, similar project.
#4 Logical presentation
You also have to make sure that information is presented in a logical manner. Doing this will allow decision-makers to decide on whether they would like to pursue the project or not.
#5 Consistent terminology
There is a need for the drafter of the project statement of work to use consistent terminology that is devoid of jargon. He has to avoid using technical terms as much as possible. This will allow decision-makers to decide on the next line of action easily.
#6 Collateral services
You also need to determine whether collateral services are required from a seller external to the organisation as part of the contract. These questions must be asked: What are the seller’s performance reporting requirements? Also, will the seller be required to provide any post-project operational supports?
#7 Acceptable criteria
There is a need for you to define the acceptance criteria for products and services. You will not want to have deliverables that Stakeholders will reject at the end of the day. That is why you need to know what stakeholders want in the final products and services.
#8 Key elements
You also need to ensure that your final deliverables contain the necessary key elements. This include:
Clear identification of the project name and deliverables name and identification number.
A summary of work requested and benefits.
List of all major identifiable results of the work being performed on the project.
List of the estimated date of completion or each deliverable.
List of every person, workgroup, or material that will perform or be used to perform actual work on the project.
Provide a brief description of what they will be doing.
Estimate the actual hours of week they will devote to the project.
A list of the expected commitments from other departments or people and how they will impact the project.
Also, it must have a description of all risks and concerns for the project. This will include any event or activity that has the potential of affecting the timeline for project completion. We also need to pay attention to any assumptions made in identifying the work and scope of the project.
We also have a description of project completion criteria as well as a list of other outstanding issues.
We also have the SOW reviewed by a knowledgeable third party to ensure that it is complete, correct and understandable.
Typical example…
The city of Butterfield Visitors Bureau decided to build a carnival as a tourist attraction. To create a Statement Of Work for this project, the project manager, Lisa Walker, enlisted the help of her organisation’s chief negotiator and lawyer. She also hired a consultant to define the specifications of various carnival rides and attractions that will be utilised.
The Organisation had no existing preferred SOW format, so the project team researched SOWs used by other companies for similar events. They ensured that the SOW was laid out in a logical sequence and used consistent terminology throughout.
The statement defines acceptable service criteria and includes key elements such as a schedule and acceptance standards. Before sending this SOW to prospective bidders, the project team had the document reviewed and validated by an independent legal firm.
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CRMNuggetsis committed to fact-checking in a fair, transparent, and non-partisan manner. Therefore, if you’ve found an error in any of our reports, be it factual, editorial, or an outdated post, please contact us to tell us about it.
In my previous article, I talked about all that you need to know about scoring and rating systems for projects. In this article, I want to talk about all that you need to know about feasibility analysis for projects. Follow me as we are going to look at that together in this article.
Feasibility analysis is an evaluation method for proposed projects to determine if they are feasible to the organisation in terms of financial, technical, and business aspects. It gives management the technical and operational data needed to make a decision about project selection.
In many cases, the feasibility analysis is based on an expert judgement about current technological developments, in-house capabilities, and historical data relating to previous project phases.
Feasibility Analysis for projects always includes:
#1 Description of the problem
One thing is clear. A project can be carried out because of two things. It is either there is a problem to solve or there is an opportunity to explore. Therefore, the feasibility analysis document must have evidence of what the project is trying to achieve or what brings about the project in the first place.
#2 Historical data
The project must also have a summary of relevant historical data about previous projects. As a project manager, you got to have a record of how the previous project has fared in order to decide on how you can move forward in the present scenario.
#3 Summary and Evaluation
You also have to consider the summary and evaluation of available technologies that could be; used to solve the problem, including the potential output of each. You must consider the options the options that are available to you as well as the pros and cons of each of the options.
#4 Cost and time
There is a need to also consider the cost and time that will be needed to prosecute each of the alternatives. This will allow the management and stakeholders to decide on the best alternatives they would like to go for.
#5 Evaluation
The project manager also needs to carry out an evaluation based on the current assessment of the Organisation’s technical capability and readiness to use each technology. They need to determine whether the organisation has what it takes to achieve the project management objective.
#6 Assumptions and constraints
There is a need to also consider the statement of assumptions and constraints used to derive the previous evaluations and estimates. As you are about to embark on the projects. You have to understand whether all those assumptions and constraints are still correct or not.
#7 Recommendation
In addition, you have to consider some of the recommendations that have been made. You need to consider all the alternatives that are available. You need to determine the best alternative to pursue, based on project cost, time and quality.
#8 Statement of project goals
There is a need for you to have a statement of project goals and objectives as you are about to start the project. You also need to create project milestones and use this to determine whether the project is on track.
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In my previous article, I talked about all that you need to know about project selections for projects. In this article, I want to talk about all that you need to know about scoring and rating systems for projects. Follow me as we are going to look at that together in this article.
Now the scoring and rating systems …
#1 Decision tree
In a decision tree model, selection criteria are arranged along the branches of a new flowchart. The project is evaluated against criterion #1 on branch #1. if the project needs the criterion, it travels down to branch #2 where it is evaluated against criterion #2, and so on.
If the project fails to meet any one criterion, it is removed from consideration.
#2 Criteria profiling
This is similar to the decision tree model in that the project is evaluated using one criterion at a time. However, in the model, the project continues to be considered even if it fails to meet some of the criteria.
At the end of the consideration, the project is then compared to other projects also under consideration. The standard format of criteria profiling is considered an unweighted factor model because the same score is assigned to each criterion in the profile.
#3 Q Sorting
In a Q Sorting model, a group of people rate the relative priority of a number of projects. The process begins by determining rating criteria. Each group member is given a deck of cards with a different project listed on each card.
Each group member sorts the deck into high, medium and low priority, based on the predetermined criteria.
The high-priority projects are further sorted to identify very high-priority projects. The group compares its high-ranking project selections. Any projects they decide to pursue will be chosen. among the consensus of high-priority projects.
#4 Delphi technique
The technique allows experts to be located remotely and remain anonymous, yet still participate in group decision-making. People participating in a Delphi process are given criteria, asked to rate a project on a zero-to-ten scale, and to provide reasons for their ratings.
The resulting statistics are fed back to the participants along with a summary the group’s reasoning.
Participants can then revise their ratings based on the group findings. The process repeats until some predetermined score is reached.
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In my previous article, I discussed some of the factors that must be considered when it comes to project documentation. In this article, I want to look at some of the facts that you need to know about project selection Methods for projects. Follow me as we are going to look at this together in this article.
Project selection methods are systematic approaches that decision makers use to analyse the value of a proposed project. These evaluations may be formal and detailed or informed “guesstimates” depending on the organisation and its needs. Ideally, project selection methods should take into account the Organisation’s strategic objectives and historical information about past successes and failures.
Typical example…
A financial service firm that has the opportunity to implement two need projects, but has resources for only one, an analysis of the projected cost, projected duration and projected financial benefits to prioritise the one that will give greater financial return within a short period of time.
Project selection decision models…
A project selection decision model provides a framework for comparing competing project proposals by helping decision-makers compare the benefits of one project with another.
#1 Benefit measurement models
This helps to analyse the predicted value of the project in different ways. They may present the value in terms of forecasted revenue, ROI, predicted consumer demand in the marketplace, or the Internal Rate Of Return.
#2 Mathematical models
This uses different types of mathematical formulars and algorithms to determine the optimal course of action. Variables such as business constriants, the highest possible profit that could be made on a project, and the laws and safety regulations that govern business operation may be considered.
Project selection factors…
Project selection can be difficult because each project at present has a complex array of seemingly incomparable selection criteria.
Economic and technological considerations often influence project selections.
In many applications environments where ecological, health and ethical impacts are increasingly important, often the only way to choose from many different project alternatives is by relying on unsubstantiated professional judgement or past experience. To improve the efficiency and effectiveness of the assessment, many Organisations use formal decision models to select the appropriate project to initiate.
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In my previous article, I talked about all that you need about the project concept definition document. In this article, I want to look at all that you need to know about the components of the project business case. Follow me as we are going to look at that together in this article.
What a business case is …
A business case is a brief document that justifies the investments made for a project and describes how a particular investment is in accordance with the Organisation’s policy.
It outlines the technical, investments, and regulatory factors that influence the project. The business case provides a framework to link an investment proposal to the achievement of organisational objectives.
Typical example…
Senior management at Fourth Mouse Consulting held a meeting to review project selections by the PMO. The project sponsor, Nelson Samson, is required to present a business case that outlines the technical, investment, and regulatory factors influencing the geothermal energy project.
She prepared a business case that includes :
Details of the proposed investments with the timeline.
Expected returns from the project with the proposed timeline.
Expected ROI.
Reference to the payback period, in the context of organisational strategies and project objectives.
Business case components…
A number of components need to be added to a business case:
#1 Business need
This substantiates the business reason for conducting the project. It shows the main reason why the project is being carried out.
#2 Project contribution
This lists the project stakeholders, their expectations, and contributions toward the project. This shows the value that the project will add to the organisation.
#3 Constraints
This aspect of the business case documents compiles the limitations of the project. It shows some of the aspects that are not covered by the project.
#4 Stakeholders
Stakeholders are individuals that will be affected negatively or positively by a project. This aspect list the project stakeholders, their expectations, and contributions to the project.
#5 Strategic risks
The strategic risk as part of the business case lists the risks that the project may face and the positive risk management measures that must be adopted for the project.
#6 Benefit evaluation
The business case also considers the business evaluation for the project. This also abuses and outlines the key benefit to be obtained by the project.
#7 Benefit management plan
The business case will also highlight the business management plan for the project. They need to determine the benefits that they are going to the project as well as how the benefits will be realised and maintained at the end of the day.
#8 Contingency plan
The business case will also consist of a contingency plan. This will outline the alternate solutions for unplanned events. You have to be able to foresee what is likely to happen in the future and plan on how to mitigate them.
Action Point PS: If you would like to have an online course on any of the courses that you found on this blog, I will be glad to do that on an individual and corporate level, I will be very glad to do that because I have trained several individuals and groups and they are doing well in their various fields of endeavour. Some of those that I have trained include the staff of Dangote Refinery, FCMB, Zenith Bank, and New Horizons Nigeria among others. Please come on Whatsapp and let’s talk about your training. You can reach me on Whatsapp HERE. Please note that I will be using Microsoft Team to facilitate the training.
I know you might agree with some of the points that I have raised in this article. You might not agree with some of the issues raised. Let me know your views about the topic discussed. We will appreciate it if you can drop your comment. Thanks in anticipation.
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In my previous article, I talked about all that you should know about Project Concept Definition Statement. In this article, I want to talk about how to create a project concept definition statement. Follow me as we are going to look at that together in this article.
To build a solid definition of the project concept, you have to follow the following guidelines:
# 1 Identify the Organisational Structure type:
If you are functioning in a matrix management environment, take special care to determine who has resource authority and who is accountable for Organisational performance. For example, if it is the responsibility of the sales department or Operations department.
#2 Identify initial stakeholders
Stakeholders are people who will be affected positively or negatively by your project. The main thing here is that you cannot identify all stakeholders at once. You need to continue to update your Stakeholders register so that you continue to bring more stakeholders to the project.
Of an individual will not be affected by the outcome of the project or will not be contributing resources to the project but has many opinions, he or she should be classified as an interested party and excused from the process.
#4 Document the evidence
There is a need for you to also gather and document the evidence. The stakeholders are using a great deal of anecdotal evidence, such as time studies, financial data, and marketing information, to support their perception, and take special care to look for hard evidence of the problem or opportunity that supports or disapproves of their positions.
#5 General Definition
You also need to draft a general definition of the problem or opportunity which must be written in clear business terms.
If the definition of the problem or opportunity is written in technical terms, go back to step three and ask for the definition in business terms. That means it must make sense to the management in terms of how much are we investing and how much are we going to make in return.
#6 Desired outcomes
After you might have concluded the desired outcomes in business terms, you need to now write down a summary statement that clearly explains what the project actually wants to achieve at the end of the day.
#7 Defined metrics
It is a general belief that whatever cannot be measured is not yet a project. In writing your project concept definition statement, you have to define metrics or goals that will indicate the future state.
If you cannot define whether the project will be successful, either the current or the future state has not been clearly defined, requiring that you complete the previous steps.
#8 Move benefits
There is a need to also highlight the Organisational benefits of moving from the current state to the future state. The organization needs to realize where they are now and how they plan to get to where it wants to be. Without highlighting the benefits, there will be nothing to spur them to move forward.
#9 Build consensus
Also, there is a need for you to build consensus around the project concept definition with Stakeholders. Please not that not every stakeholder is going to agree with every item in the project concept definition, besides a consensus does not mean agreement.
Facilitation
Facilitation is a group dynamics process that is used to enhance communication and reduce conflict by allowing parties to talk effectively. It is used to help a group identify and accomplish its goals.
Facilitating stakeholder decisions enables a project manager to gather and review the evidence and impact data, to gain a clear picture of what the problem or opportunity is and enable stakeholders’ consensus as to the nature of the problem or opportunity.
Consensus building
Consensus building is the construction of a general agreement or judgement regarding a particular issue or point. When constructing the concept definition, a general agreement about the current state and the desired future state is necessary for most of those involved.
It is desirable to have a unanimous agreement regarding the concept definition, but it is not a requirement for a consensus to be achieved.
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In my previous article, I talked about all the facts that you need to know about organisational process assets. But in this article, I want to look at how Organisation structure affects project management. Follow me as we are going to look at that in this article.
An organisation chart is a visual representation of a project’s organisational structure. Its purpose is to show both the reporting relationship within the project and the project’s relationship to the parent organisation.
The complexity of the organisation chart varies with the complexity of the project. Finally, the organisation chart must clearly assign project tasks to team members.
A traditional functional organisation chart is hierarchical and organised by department. In a project-based organisation chart, the functional team members report directly to the project managers rather than the functional managers.
The matrix organisation chart shows team members reporting vertically to a functional manager and horizontally to a project manager.
To effectively create an organisation chart, each team member must have a position description that clearly delineates what his or her responsibilities are. Templates and checklists, often obtainable from human resources, are good tools for creating position descriptions.
Relative authority …
Relative authority refers to the project manager’s authority relative to the functional’s Organisational Structure, the project manager’s authority is low relative to that of the functional manager.
Conversely, in the project-based organizational structure, the opposite is true.
Typical example…
A computer hardware manufacturing company has a functional organizational structure and its management is hierarchical. A project manager coordinating the company’s participation in a trade show will have engineers, designers, and sales and marketing executives assigned to the project, but does not have functional authority over those resources; they all report to their functional managers in their own departments.
The authority of the project manager is low relative to that of the functional managers. Conversely, a web design company has a project-based organizational structure, with independent project teams working on their own projects. A project manager in this organization has much more autonomy and authority.
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In my previous article, I looked at some of the facts that you need to know about the project concept definition document, in this article, I want to look at three major requirements to consider when making project selections. Follow me as we are going to look at that in this article.
In increasing competitive business environments, there will always be projects competing for funding, resources, and priority. As a professional project manager, you will not be responsible for selecting projects that your organisation will pursue, but you need to understand the methodologies behind making sound choices about what project to pursue, prioritise, find and when.
Applying appropriate project management methodology to this area will increase your chances of success.
Now project requirements…
A project requirement is a statement that defines the functionality that a project is designed to accommodate and how the functionality will be achieved and satisfied by the solution.
Project requirements can be classified as business, functional and technical requirements.
#1 Business Requirements
The business requirements provide reasons for embarking on the project from a business perspective. A good example is an organisation that wants to provide online access to low-cost airfares for a given city pier.
They might even decide to provide online access to all available fights provided by low-cost carriers.
#2 Functional requirements
Under functional requirements, the capabilities of the projects are being addressed. It will list out what the deliverables must be able to do in order to deliver. Some of these examples include Real-time electronic access to carriers ABC, XYZ, and DEF routing and fare promotion.
Also, the response time to low-cost carrier information must be less than 20 minutes.
#3 Technical Requirements
The technical requirements talk about all the features that must be present in order for the deliverables to do what it supposed to do. A good example of this includes an interface to carrier information which must be compliant with current Fourth Mouse Consulting international Travel Reservation Company’s desktop and network standards.
Fourth Mouse Consulting Travel Reservation company’s interface must comply with external supplier’s security guidelines.
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In my previous article, I looked at some of the benefits of well-managed projects. in this article, I want to look at all that you need to know about the negative impacts of poorly managed projects. Follow me as we are going to look at that together in this article.
Now the reasons …
#1 Missed deadlines
If projects are not well managed, it will lead to missed deadlines. This will happen because there is absolutely no one holding team members accountable for their deadlines. This will lead to a situation where everyone on the project is just doing what they like.
#2 Cost overrun
A poorly managed project will also lead to cost overrun. In this case, it will lead to a situation where team members ended up spending more than they are supposed to spend on the project because there is absolutely no one checking how much was budgeted and spent on project tasks.
#3 Poor quality
Another major issue with poor projects is that they can also turn out to produce projects of poor quality. When projects are not well managed, it will lead to a situation where the deliverables that will come out of your project will not be acceptable to project stakeholders. This might happened because you failed to carry stakeholders along in the first place.
#4 Rework
Also, poorly managed projects can lead to rework. This happens because measures are not put in place in order to ensure that people are doing the right thing. It will lead to a situation where deliverables are faulty and they have to do it over and over again.
#5 Uncontrolled expansion
Also, poorly managed projects can lead to scope creep. This happens when new features keep popping up and the work seems as if it is not going to end at all. In order to avoid this, you need to have an appropriate project management strategy in place.
#6 Loss of reputation
Poorly Managed projects can also lead to a loss of reputation for the organisation. There is always a correlation between projects and operations in the organisation. When a good project fails, it will have negative impacts on the organisation as well.
#7 Unsatisfied stakeholders
Another major setback when it. comes to a poorly managed project is that it can lead to a situation where stakeholders are not satisfied with the outcome of the project. This is because the project manager failed to carry them along in the first place.
#8 Failure in achieving the objectives
When projects are poorly managed, it will affect the achievement of the desired objectives. This is due to the fact that goals are set but there are no concrete plans in place to achieve those goals. At the end of it all, the organisation will not be able to achieve its project goals.
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In my previous article, I talked about all that you need to know about project and project management generally. In this article, I want to look at some of the facts that you need to know about the importance of project management. Follow me as we are going to look at this in this article.
#1 Satisfy stakeholder’s expectation
Also, good project management practices will assist the project manager in meeting stakeholders’ expectations. You need to know that your project is not successful until stakeholders are satisfied. It will guide project managers on what they need to do in order to meet stakeholders’ goals.
#2 Be more predictable
A good project management practice will allow project managers to have more predictable results. When you follow project management practices being used by other project managers from across the globe, you will notice that you will achieve success just like other project managers.
#3 Meet business objectives
One of the benefits of project management is that it will allow Organisations to achieve their objectives. There is a correlation between the organisation and the project managers. When you have a good project management practice in place, it will assist organisations in achieving their project management goals.
#4 Increase chances of success
A good project management practice will also increase the chances of success for projects. It will lay down methodologies and techniques that can be followed in order to achieve project goals. Don’t forget that these methods have been used by other exceptional project managers across the globe.
#5 Deliver the right product
Having a good project management practice in place will also allow the organisation to deliver the right product at the right time. if it had been that the organisation felt that they can do it anyhow, they will never achieve their project goals.
#6 Resolving problems and issues
Project management practices can also assist organisations in resolving issues that might come up. It is a known fact that projects are executed in order to solve them. problems or resolve issues. With good project management practice, organisations can resolve their issues.
#7 Respond to risks
A good project manager will also ensure that organisations are able to respond to risks on a timely manner. They will be able to identify potential risks and come up with mitigation strategies. This will ensure that risks do not jeopardise the project.
#8 Organisational resources
Also, good project management practices will also ensure that Organisational resources are utilised effectively. It will ensure that roles and responsibilities are utilised accordingly. This will ensure that everything works well at the end of the day.
#9 Identify failing project
There is a need for effective project management because it will help to identify, recover or terminate failing projects. It is not all projects that have a beginning that will have an end. With good project management practice, you will identify projects that are going nowhere and find a way to terminate them.
#10 Manage constraints
A good project management practice can also assist organisations in managing their constraints. As a project manager, you need to manage coat, scope, quality and other factors that need to work together in order to achieve project objectives.
Without proper management of project constraints, it will be very difficult to achieve project goals at the end of the day.
#11 Balance constraints
Another major factor that should be considered is the need to balance project constraints. You need to make sure that cost, scope and time are balanced in such a way that the project is finished within the approved cost and approved budget.
We also have to ensure that stakeholders are satisfied with the project at the end of the day.
#12 Better change management
One of the major components of traditional project management is better to change management. In traditional change management, any change that will happen has to go through the Change Management Board. They need to approve the change before or can be implemented. This will ensure that foreign deliverables are not inserted into the project.
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In my previous articles, I talked about l what you need to know about project and project management in this article, I want to talk about factors that lead to project creation for any enterprise. Follow me as we are going to look at that together in this article.
Now the factors …
#1 New Technology
In this case, a project can be initiated as a result of advancement in new technology, take, for instance, an electronic firm authorises a new project to develop a faster, cheaper and smaller laptop based on advances in computer memory and electronics technology.
#2 Competitive forces
Another factor that can lead to creation happens when your competitor comes up with something more superior to what you have. You might carry out such a project because you don’t want to be left behind.
Take, for instance, lower pricing on products by a competitor can result in the need to lower production costs to remain competitive.
#3 Material issues
In this case, a municipal bridge developed cracks in some support members resulting in a project to fix the problems.
#4 Political changes
It can also be as a result of a change in government. Let’s take, for example, a newly elected official instigating project funding changes to a current project because he felt that the actual cost of the project has been inflated.
#5 Market demand
In this case, a car company can authorise a project to build more fuel-efficient cars in response to a gasoline shortage. In recent times, the Nigerian government was talking about designing some cars in the government fleet to run on gas which seems to be cheaper.
#6 Economic changes
Also, an economic downturn can result in changes in the priorities for a current project. Take for instance, in the proposed 2021 budget, the Nigerian government has decided that they will not embark on a new project. They will rather work on how to finish all ongoing projects.
#7 Customers requests
A project can also be initiated as a result of customer requests. Take, for instance, an electric utility company that can authorize a project to build a substation to serve as a new industrial park for industries.
#8 Stakeholders’ demands
This happens when a stakeholder requires that a new output be produced by the organisation.
#9 legal requirements
This happens when a chemical manufacturer authorises a project to establish guidelines for the proper handling of new toxic material.
#10 Business process improvements
A project can also be initiated in order to improve business processes. It happens when an organisation implements a project resulting from a Lean Six Sigma value stream mapping exercise.
#11 Strategic opportunity or business need
A project can also come up as a result of the strategic or business needs of the organisation. A good example of that is a training company that authorises a project to create a new course to increase its revenue.
#12 Social need
A project can also come up as a result of social needs. A good example is a non-governmental organisation that is in a developing country authorising a project to provide a potable water system, latrines, and sanitation education to communities suffering from a high rate of infectious disease.
#13 Environmental Consideration
Above all, projects might also be executed as a result of environmental considerations. Take, for example, a public company that authorises a project to create a new service for electric car-sharing to reduce pollution.
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Analysing The Use Of Expert Judgement For Projects
In my previous article, I talked about all that you need to know about project and project management generally. In this article, I want to look at all that you need to know about the use of expert and expert judgement for projects.
Expert judgment is advice provided by individuals having expertise in a specific knowledge area, application area, industry, or discipline.
Expert judgment may be obtained from internal or external sources such as stakeholders, professionals, subject matter experts, industry groups, the PMO, consultants and functional units.
Expert Judgement can be obtained either through a panel format such as one on one meetings and interviews, or through a panel format such as focus groups, workshops, and surveys.
During the project life cycle, expert judgement may be required only once or continuously, for a very short period or for an extended period.
Typical example…
A project team is assigned to develop a financial management software application for one of its customers. Because the project manager and the team are well versed with the software’s technical aspects but are not familiar with the financial concepts, the project manager felt that the project team required a financial expert to be present, to help them develop the software.
The expert will help analyse the ease of use, coverage of the applications to the current financial laws, and ease of customizing the parameters based on his knowledge of frequently changing parameters in financial systems.
The expert will also provide financial database data needed to carry out feasibility and reliability tests on the application while selecting an appropriate application.
The expert will suggest some typical use cases or situations that occur the whole dealing with and managing a financial system.
The project manager, therefore, decided to contract a financial expert from a financial service firm.
The expert will provide his or her services throughout the project life cycle.
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In my previous article, I talked about some of the facts that you need to know about milestone and milestone lists for projects. In this article, I want to talk about some of the steps to follow when you need to create activity lists for projects. Follow me as we will look at that together in this article.
Accurately defining project activities ensures that all project activities are tied to the project scope, which will mitigate the potentially damaging effects of scope creep. Scope creep happens when more features are added to the project without a proportionate increase in the cost and scope of the project. To define activities and create an activity list, follow these guidelines:
#1 Gather inputs
There is a need for you to gather all the resources that you need to create the activity list. Some of these resources may include the WBS, activity list template, the scope statement, scope baseline, relevant historical information, as well as constraints and assumptions for the project.
#2 Decomposition
You also need to analyse and decompose each work package of the WBS into activities that will be required to produce the deliverables. You have to conduct brainstorming sessions with the project team to ensure that no required activities are overlooked. You have to conduct the scope statement to ensure that activities will enable you to meet the project objectives. You have to ensure that you conduct progressive elaboration for work packages that cannot be defined as the project starts. That is, create detailed activities for short term WBS work packages.
#3 Consult records
There is a need for you to consult records of similar projects to identify possible activities. Consulting such similar projects will allow you to know what you need to do in order to have a perfect project.
#4 Consult SME
There is a need for you to consult Subject Matter Experts to get their expert opinions about the project. They will have an independent assessment of the project and plan along with all other stakeholders in order to have a project that can stand the test of time.
#5 Evaluate constraints
Moreso, there is a need for you to evaluate assumptions and constraints that have been identified for the project in order to know their possible impacts on activity definition for the project.
#6 Evaluate your activity list
Once you have decomposed each work package into activities, evaluate your activity list: You need to ensure that the description accurately reflects the action to be performed. You also need to verify that the activity descriptions are as specific as possible. For example, if the desired outcome is a revised user manual, describe the activity as ” revise user manual” rather than ” produce new user manual”. You need to confirm that the activities listed for each work package are necessary and sufficient for the satisfactory completion of the deliverable. Also, you have to verify that the list is organised as an extension of the WBS.
#7 Create Activity attributes
There is a red for you to create activity attributes for each activity in the activity list by determining responsible team members and the level of effort required to achieve project objectives.
#8 Define the milestones
There is a need for you to define the milestones in the project and create a milestone list. This will allow you to know whether your project is running late or not. It will also allow you to bring your project back on track.
Typical example…
A project team for a web design company used the WBS and activity list from a previous, similar project to create an activity list for their initial design work package. The team used historical records of the previous project to help identify activities that may be required to complete the deliverable. Depending on the activities they select, the length of time may be lengthened or shortened. Additionally, an outside multimedia expert was consulted about activity identification. Finally, to make sure that the activities supported the project objectives, the team reviewed the scope statement. The project team gathered inputs and resource materials to create the activity and milestone lists and activity attributes for the work package.
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In my previous articles, I have looked at all that you need to know about stakeholder management and identification for projects. In this article, I want to look at all that you need to know about stakeholder management strategies for projects. Follow me as we will look at that together in this article.
Stakeholder management strategies are management strategies that are created to ensure maximum support and minimise the negative impacts of stakeholders throughout the project life cycle.
The stakeholder management strategy is created by the project manager with identifying stakeholders. The strategy information is ideally represented in a stakeholder analysis matrix.
Typical example…
A typical stakeholder management strategy document could include:
Stakeholders identification: A list of the identified stakeholders along with their identification-related information.
The stakeholder map: a chart showing the interest of different stakeholders and the level of participation required from each identified stakeholder.
The stakeholder analysis influence and importance matrix. A matrix that describes the stakeholders based on their influence and importance to the project.
The stakeholder list- a list of various stakeholder groups involved in the project and their management.
Stakeholder communication: a description of how the project will engage various stakeholders, the communication routes, and the frequency of communication for each stakeholder, or group of stakeholders.
Communication efficiency: specifies how the efficiency of the communication process will be measured.
Stakeholder analysis…
The stakeholder analysis matrix is a document that lists the project stakeholders and describes the ways in which they influence the project. The stakeholder analysis matrix is a shared document, and therefore it is imperative that the project manager exercises proper judgment and due caution with regard to the kind of information and details that need to be included in it.
Now Procurement documents …
Procurement documents are the documents that are submitted to prospective sellers and service providers to solicit their proposals for the work needed.
Different types of procurement documents are available. This type of document used will depend on the project and the product or service being procured.
Typical example…
A Request for Proposal is a specific type of procurement document. A company seeking a new advertising agency for a marketing campaign will send out RFPs to several agencies.
An RFP describes the company’s marketing needs and requests for proposals that describe the agency’s qualifications and past campaigns, the key employees’ work history, and their approach to creating a campaign.
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Some people manage to enter the graphic design business simply because of their talents and abilities, but for most people, having a strong background in the field is a must to find a job.In this article, I want to talk about some of the reasons why you should become a Graphic Designer.
Of course, one of the main prerequisites you will need to pursue a career in this field is the ability to be creative and get your ideas down on paper.
You also need to have a talent for drawing, as this is a skill that is very difficult to learn if you don’t have a natural aptitude for it.
If you really want to have a good chance of landing a job as a graphic designer, you will need to enroll in a program at an accredited institution so that you can add these credentials to your resume.
You can find graphic design programs at four-year colleges and local community colleges. The choice you make probably won’t have much of an impact on how successful you are in your chosen career. Just be sure to choose a program that has a solid reputation.
If you start at a community college, you will graduate with a certificate in graphic design. Create a certificate with PhotoADKing’s online certificate maker.
Having a certificate probably won’t get you the highest paying job out there, but it will at least help you gain some valuable work experience. For bigger, higher-paying job opportunities, you may want to consider earning a four-year degree (at least eventually).
An advantage of enrolling in college programs is that you will be able to get job placement assistance as you near the end of your degree program.
You even be able to get an internship with a large company while working on your degree. In some cases, internships can lead to permanent placement.
t offers, eliminating the need to even look for a job once you’re done with school.
If you need financial help to attend school, you shouldn’t have a hard time finding many options, regardless of the type of school you choose to attend.
As long as the college you choose is fully accredited, both private and government-backed financial aid loans and scholarships should be available.
This is a great way to prove yourself to employers and have solid experience to include on your resume.
There are several websites that cater to freelancers looking for work, so a quick search online should give you at least a few different job opportunities.
#1 Consistency is key
As long as it’s the same from page to page, most users will adapt and navigate your site with ease. Indicate a navigation device or hyperlink with:
Menu bars along the top or left of the page
Buttons or bullets that appear three-dimensional
Underlined or colored text
A cursor turns into a hand when scrolling
Content: less is more.
This is impossible to read a long copy on the monitor. Users will log out of sites that bombard them with text, images, and ornaments. Decide on relevant content that allows a detail-oriented user to find what they need without disturbing the surfer. You should:
Develop a hierarchy of information so that the covers are not cluttered
Avoid scrolling by dividing information into screen size pages
Embed friendly PDF printable links (great for dynamic information!)
Invite users to email you for more information and contact
#2 Browser:
Be considerate of all viewers. What looks great on your computer can be a different experience for prospects and associates.
Your browser, operating system, settings, and preferences influence how your site will be displayed. Make sure your site works on all platforms with proper design and testing.
With a video game design program offered completely online, students can work any day of the week at a time that is most convenient for them by completing assignments and participating in online discussions.
The courses last six weeks and are very study intensively. No more than two courses should be taken at the same time.
The Art Institute Online instructors are available for consultation by email or during the course of online discussions.
Students taking online courses through The Art Institute Online will receive the best training, as well as a strong and consistent support network.
There are many reasons in the world to turn your passion for video games into a lucrative career as a video game designer.
Why just play video games in your spare time when you can design the kinds of games that you wish were available to you right now?
Online art institute can help you achieve your goal of becoming a video game designer and ensure that you will always be involved in a business that you love and that is financially rewarding.
#3 Keep iterating
What you also want to do is keep iterating. Don’t just tell them your requirements and sit down.
Ask them to prepare a design draft. It will tell you how well or poorly they understand your requirements. At the draft stage, you can suggest changes and improvements to them.
Keep updating your designs with new elements from time to time, to test how it affects your readers. The more information you have on hand, the better you can tell the designer what you want.
Design is 90% communication on your part.
You don’t want to wait until the graphic designer has completed the final design of your Tumblr, only to find that it is completely different from what you wanted.
The best way to get your graphic designer involved is to hire her long-term.
This way, you can keep updating your Twitter page layout to keep up with modern trends and always stay ahead of your competition.
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