2. What is this Slide Preview About?
When you are considering investing your time and resources to
build on your career and professional development, it is
important to know what you can expect.
The Project Status Summary Report Template and Guideline
document was a preview about how theory is made practically
usable.
This preview shows you the approach adopted in our workshops
to help you easily relate to your work.
Project Pre-Flight www.iccke.org
3. Understanding the Project Lifecycle
Can we execute this project? Are we on target with
respect to deliverables?
How are we going to execute this project?
Preplan
Planning
Execution
Sign-off
Optimization & Control
Is the project progressing as Have we met client
planned? expectations?
Project Pre-Flight www.iccke.org
4. Project Pre-Planning
• In this phase, we will learn what you need to do before
undertaking detailed planning activities. From a project
perspective, the pre-planning phase ensures the readiness
of the project team to effectively plan the project for a
successful outcome.
Project Pre-Flight www.iccke.org
5. Initiating the Project
Prepare initial
Identify a Project Charter Gain
Project that Stakeholder
delivers value* endorsement
Revise Charter
and gain final
approval
Prepare Project
Feasibility Report
* Projectsare conceptualized based on opportunities, resource availability
and the objective or vision to be attained
Project Pre-Flight www.iccke.org
6. Activities Involved in Preplanning stage
• Selecting the right project for the right reasons ~
Project Feasibility Analysis / Business Case
• Identifying who is involved and how ~ Stakeholder
Analysis
• Defining project boundaries in terms of time, resources
and success metrics ~ Initial Project Scope Statement
• Articulating the project ~ Project Statement / Charter
Project Pre-Flight www.iccke.org
7. Things you can do to get started
• Align project with organizational strategy to build the
business case for the project
• Review previous project documentation on similar projects
to define project better
• Interview domain experts and people experienced in similar
project undertakings to identify best practices
• Review publicly available information on project’s chances
of failure and identify risk profile
• Identify tools and techniques to aid execution
and optimization of resources and processes
Project Pre-Flight www.iccke.org
8. Addressing Project Cornerstones in Pre-Planning
Scope
Scope What are we trying to achieve?
Time
Time What is the time frame we are looking at?
Cost
Cost What is the budget available?
Quality
Quality What is the desired product/service integrity?
Resources
Resources What are the resources available?
Risk
Risk What is the risk involved?
Communication
Communication How can we collaborate on this project?
Project Pre-Flight www.iccke.org
9. Preplanning – What are we working towards
Scope
Scope Initial Scope Definition, Legal Feasibility
Time
Time Schedule Feasibility Analysis
Cost
Cost Cost Benefit Analysis
Quality
Quality Broad Quality Assurance Strategy
Resources
Resources Technical Feasibility, Stakeholder Analysis
Risk
Risk Feasibility Study, Risk Identification
Communication
Communication Initial Charter, Project Proposal, Business Case
Project Pre-Flight www.iccke.org
10. Addressing Communication in Pre-Flight
• This section presents how communication needs are
treated in the pre-flight phase of the project
Scope Quality
Cost Communication
Communication Resources
Time Risk
Project Pre-Flight www.iccke.org
11. Importance of Communication
• Over 80% of effective project management time is spent on
project related communications
• Project Management boils down to two factors ~ people
and communication
• Poor communication, lack of feedback
and review have
often been cited as leading
factors of project failure
Project Pre-Flight www.iccke.org
12. How people communicate
Formal & Informal
interactions,
meetings, contacts
Collaboration teams,
Process Documents, Reports, Clients, Partners, Supplier
Schedules, Intranet, Search, FAQ, Customers
Forms, Simulation / Video
Web Collaboration tools,
audio-visual aids,
telecommunication, email,
software tools, calendar
Project Pre-Flight www.iccke.org
13. Designing a Communication Strategy
Information Stakeholders &
providers To Team
W whom Members t
ho ha
W
Information to
Communication be
Strategy communicated
Preciseness
s Frequency Format Ho
es How w
Ass adopted
often
Project Pre-Flight www.iccke.org
14. Communication Strategy and Plan
Communication strategy is Typical Communications Plan
designed considering the 1. Organization
following factors: 2. Organization Chart
3. Communications Outline
• Who are the team members? 4. Requirements
5. Performance Reporting
• What are their roles and 5.1. Periodic
5.1.1. Format
responsibilities?
5.1.2. Frequency
• Who else needs 5.1.3. Level of Detail
5.2. Situational/Special
communication about the Reports
project? 5.2.1. Emergencies
5.2.2. Authorizations
• How frequently is it needed? 6. Methods
7. Security Requirements
• In what format is it needed?
Project Pre-Flight www.iccke.org
15. Project Documents created during Preplanning
• Stakeholder Analysis Report
• Initial Project Scope
Statement
• Project Feasibility Study
• Project Proposal
• Project Charter
Project Pre-Flight www.iccke.org
16. Knowing about Stakeholders
• Stakeholder: Individuals and organizations who have a vested
interest in the project, and whose outcome affects them directly
• Stakeholders can be both external and internal to the project
• Stakeholder Analysis Report is a document that analyzes ‘project
stakeholder’ roles, interest, contribution and influence
• Stakeholder Analysis is also used to plan organizational and
communication strategies
• Stakeholder Management Plan is drafted to address the needs of
stakeholders and align them with project success factors
Project Pre-Flight www.iccke.org
17. Activity: Stakeholder Analysis
Sample Stakeholder Analysis Worksheet
Project Stakeholder Stakeholder Stakeholder
Stakeholder
Detail Role Interest Level Influence Level
Detail 1 Acme Inc Participant Process Negative
Detail 2 X Corp Financier Outcome Positive
…… …… …… …… ……
Shell changed its maxim from ‘decide, announce and defend’ to
‘dialogue, decide and deliver’ reflecting the importance of
stakeholder influence and impact on projects
Project Pre-Flight www.iccke.org
18. Addressing Project Scope in Preplanning
• This section presents how project scope is treated in the
pre-planning phase of the project
Scope
Scope Quality
Cost Communication Resources
Time Risk
Project Pre-Flight www.iccke.org
19. Project Reality Bites
Project started in 1995 to
replace Colorado’s welfare
software used by 64 counties
at an estimated cost of $199
million dollars. In August
2004 eighty four
workarounds were reported
for the system – one 300
pages long. The life of the
system was meant to be only
eight years
At a cost of $200 million and after nearly a decade in
development, the computer system left thousands without
basic services such as medical care and food stamps
when it went into service Sept.1, 2004.
Project Pre-Flight www.iccke.org
20. What went Wrong?
• Time Overrun ~ Project completion duration exceeded
intended project lifespan
• Cost Overrun ~ Final cost exceeded $200 million to fix the
system and correct all errors
• Product Failure ~ The computer system left thousands
without basic services when it went into service
Project Pre-Flight www.iccke.org
21. John Speaks
One of my challenges as a project manager is defining
what the project would deliver and how.
I begin by trying to identify the actual need that is to be
met by the proposed project. I do this by interacting
with the stakeholders and other key people involved.
We agree on the desired project deliverables which
will satisfy the need and document it. This helps me
justify changes proposed during the course of the
project as falling within the scope of what was agreed
or not.
I proceed to identify resources, attach costs, and place
systems to measure the progress and performance of
the project.
Project Pre-Flight www.iccke.org
22. Importance of Scope Management
• Poor scope definition is recognized by industry practitioners
as one of the leading causes of project failure, and
adversely affecting projects in the primary areas of:
• cost
• schedule
• quality
• operational activities
• market value / opportunities
Project Pre-Flight www.iccke.org
23. Project Scope
• "Scope" defines the expected work effort and results for a
given project
• Initial Scope Statement must convey at a broad level what
the project is trying to achieve
• A final scope statement must be documented
and accepted before the project begins
• Project scope must be monitored as the project progresses
to ensure that all changes are managed
Project Pre-Flight www.iccke.org
24. Project Scoping helps in…
• Providing a clear statement of project deliverables
• Identifying the tasks and activities to be carried out
• Understanding and planning project resources
• Assigning responsibilities to the project team
• Providing a baseline for raising project funds
• Laying a foundation for future project decisions
– (e.g. such as planning cost, schedule, resources,
project control and performance measurement)
www.iccke.org
25. Sound Bytes
“I learned these lessons 30 years ago… just about
all the repeated lessons reduce down to just one
primary lesson: Project scope drives project
cost and schedule.”
Scott Cameron, Global Capital
Systems Manager for the Food &
Beverage Global Business Unit of
Procter & Gamble
Project Pre-Flight www.iccke.org
26. For more information…
You can reach me,
Mario Louis at mario.louis@iccke.org
to know how you can participate in our workshops
Visit our workshop website at
www.iccke.org/workshop/microsite/index.php
Project Pre-Flight www.iccke.org
