CP3026: Strategic Information Systems Management

Defining and Specifying the Project

Learning Outcomes
Knowledge and understanding of the issues relating to the definition and specification of Information Systems Projects Be able to define and specify project requirements to support the objectives and functions of an organisation Be able to demonstrate the application of relevant techniques when defining and specifying a project

References
Cadle, J., Yeates, D (2001), Project Management for Information Systems, 3rd edition, Financial Times/ Prentice Hall, 0-273-65145-5 Weiss, J., and Wysocki, R., 5 Phase Project Management, Perseus, 0-201-56316-9

Overview
Stating The Problem Project Definition Document and its Structure What Is The Problem Or Opportunity Identifying & Defining The Project Goal & Objectives Project Responsibility & Completion Deadlines Criteria To Evaluate Project Success Identifying Assumptions & Risks A Project Definition Checklist The Project Specification and its Contents Summary

State The Problem

As a Project Manager you must be prepared for a variety of assignments. From well thought out ones to those that are casually defined There are specific questions that must be answered before any project can be agreed, planned or costed. A logical approach to the initial stages of the project must be taken if the project is to be successful. Stage 1: Project Definition Stage 2: Project Specification Stage 3: Project Planning

Project Definition
Stating and writing a brief description of what the project aims to do is the first step for many Project Managers. To Identify a Problem and Define it we can often use the following structure as a basis for our Project Definition.

Project Definition Structure

State The Problem or Opportunity The Goal Statement A Brief Description of what the project aims to do Project Objectives Definition of Responsibilities Project Completion Deadlines Criteria to Evaluate the success of the Project Identify Assumptions and Risks

What Is The Problem or Opportunity

This part of the Project Definition Document examines the need for the project The benefits to the organisation for undertaking the project. Many Organisations now use the Managing by Project approach and the benefits to the Organisation need to be clear before a Project is initiated. It should serve as a descriptor for those who although not directly involved on the project may be impacted by the Project or indirectly involved in supporting the project The statement should be short, crisp, and to the point

Identifying & Defining The Goal of The Project

Writing the Goal (or Aim) of the project follows on from stating the Problem or the Opportunity The Goal is the global statement of purpose and direction toward which all objectives, work activities, and tasks will point Every project has only one major Goal to be accomplished and several Objectives that support that Goal The Goal defines the final outcome in terms of the end product or service provided The Goal should be a short, specific statement.

The Project Goal is Important

The Project Goal Statement is important for four reasons: It is a clear statement of what is to be done It is an event whose completion can be measured The Project cannot be managed until the Goal is defined The Goal is the continual point of reference for settling disputes and misunderstandings about the project The Goal is the guide that keeps all objectives and the work associated with them on track

Examples
Some examples of a Project Goal: Prepare and launch the Cruise Liner Lazy Daze on July 4th, 2004, from Portsmouth, United Kingdom. To provide and install an Information System to support and improve the efficiency of the organisations Telephone Sales business function. Note that the goal statement must be phrased using terms that would not mislead Note that the examples are action-oriented, short, simple, straightforward, and as understandable as possible.

A Brief Description of What the Project Aims to do

Some brief details regarding the project Put the Project in Context What we are trying to do at this stage is to clearly think through what the project is about. Who is your audience and what is the message? How does this project integrate with other long term goals and strategies of your organisation? Once we have done this we can attempt to define the Objectives of the Project The brief description will need to be revised several times throughout this process.

Identifying & Defining The Objectives

Objectives are not the actual work that is accomplished but sub-goals which direct work activity. They are more precise statements than the goal statement and, like goal statements, are also actionoriented. In order for the goal to be achieved, all objectives must be realised. Objectives are difficult to define, but the process is important because we need to precisely define the project before planning can begin. A meaningful and easy-to-remember guide is - SMART

Identifying & Defining The Objectives - SMART

Specific Measurable Assignable Realistic Time-related Be specific in targeting an objective Establish a measurable indicator(s) of progress Make the objective capable of being assigned to someone for completion State what can realistically be achieved within budgeted time and resources State when the objective can be achieved, that is, the duration

By specifying objectives we begin to view the project in terms of its major components.

Project Responsibility
Within most Organisations a project would have a number of staff involved The issue of who is responsible for the project is crucial In many large projects it is possible that there will be different people responsible for different objectives or stages of the project Programme Manager, Project Manager(s), Quality Manager Your Projects will have a number of you responsible for different parts of your overall project

Project Completion Deadlines

This is a critical piece of information

It defines the priority of the project

It sets in motion planning and budgeting activities

Imposed Deadline, In this case the project deadline is given to the project manager
Planned and estimated Deadline

Definition leads to good Planning

Information collected in our Project Definition Document will lead in to the Planning Stage of the Project. When we know the objectives of the project and the deadline we can produce a Project Specification for the project and begin to plan it. Gantt Chart Milestone Chart Network Analysis Critical Path Analysis These Planning Techniques will be looked at next week.

Criteria To Evaluate Project Success

One question that is often forgotten when we begin a project is How will we know that the project has been successful ? It goes without saying that you are expected to complete the project on time, Within budget and according to specification Project Definition Documents should include criteria to measure the success of the project These Evaluation Criteria could be based on the Objectives of the Project

Examples
The following examples illustrate:

Objective 1: To achieve a high attendance at the annual conference. Evaluation Criteria 1: At least 245 of the 280 delegates will register and attend the annual conference
Objective 2: To improve the efficiency of our Customer Services Dept. The Customer Services Information System will reduce the average call waiting time by 20%

Identifying Assumptions And Risks

The other area of neglect when defining and specifying a project is that of project risk. It is important to identify assumptions and risks associated with each objective This is a step toward acknowledging your understanding of the assumptions and risks involved with the planning and completion of the project Helps you think through the issues associated with executing the project A guide to stating assumptions and risks is to take each objective you listed and ask the following questions:

Questions To Identify Assumptions And Risks

What resources are required to realistically complete this objective? What risks are associated with obtaining any of these resources in a timely manner? What problems and delays are likely to occur in completing this objective? What effect(s) will delays have on the budget and overall project schedule and plan? What are the probable time, money and personnel cost overruns to complete project? What assumptions can be made to realistically correct for delays in completing this objective with the given resources and constraints?

A Project Definition Document Checklist

What is the purpose of this project? What problems are you trying to solve? What goal and objectives do you want to achieve? Who is your audience and what is the message? How does this project integrate with other long term goals and strategies of your organisation? What actions or results do you expect to occur as the direct result of this project? Is this a stand-alone project or part of an overall strategy? How will we know if the project is successful? What are the risks to the project?

Project Definition to Specification

Once the Project Definition Document is completed it is possible to produce a Project Specification. The Project Specification will then begin the Project Planning Process.

What Does A Project Specification Contain

The Project Specification should include all of the following: The provisional project title A short description of the problem to be solved and its background The overall aim or goal of the project The specific objectives to be met The constraints imposed on you in meeting the objectives These can all be taken from the Project Definition Document

What Does a Project Specification Contain (Cont)

Also included in your Project Specification will be: A short description of your proposed approach to solving the problem - what processes or methodologies do you plan to use? What technologies are candidates to be used? Business Functions - What the solution is required to do Business Attributes - Characteristics of the solution A list of the major activities to be undertaken in the course of the project and project schedule

Summary
References Stating The Problem Project Definition Document and its Structure What Is The Problem Or Opportunity Identifying & Defining The Project Goal & Objectives Project Responsibility & Completion Deadlines Criteria To Evaluate Project Success Identifying Assumptions & Risks A Project Definition Checklist The Project Specification and its Contents