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FA - Chapter 4

BUSI 2550

09/24/2018

Defining the Project

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Good project managers effectively manage time, cost and scope

Step 1 - Defining the Project Scope
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Primary purpose is to clearly define deliverables for end user and focus project plans
Scope document/SOW (statement of work) directs focus on project purpose throughout life of
project
o Define results to be achieved in specific, tangible and measurable terms
Project scope checklist
o 1 - Project objective
 Overall objective to meet customer’s needs
 Answers what, when, how much, where
o 2 – Deliverables/requirements
 Expected measurable outputs of the project
o 3 – Milestones
 Significant events in project, rough-cut estimates of time, cost, resources
 Milestone schedule shows only major segments of work – uses deliverables to
identify these major segments of work
o 4 – Technical Requirements
 Typically clarify either deliverables or define performance specifications
o 5 – Limits and Exclusions
 Define boundary of project
 Failure to set limits of scope lead to false expectations and using resources on
wrong problem
o 6 – Review with customer
 Reaching an understanding/agreement with internal or external customer
Project charter – authorizes project manager to initiate/lead project
Scope creep – tendency for project scope to expand over time (changing requirements, specs
and priorities)
o Can be avoided by not keeping scope statement too broad
o Most cases lead to added costs and project delays

Step 2 – Establishing Project Priorities
Quality of project defined by meeting/exceeding expectations in regards to time
(schedule), cost (budget) and performance (scope)
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Priority matrix – used to identify which criteria is constrained, enhanced or
accepted
o Constrain – original parameter fixed, project must meet completion
date, specs/scope and budget

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FA - Chapter 4
o

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BUSI 2550

09/24/2018

Enhance – time and cost criterion refers to reducing
cost or shortening schedule
...
and
establish basis for control
Serves as a framework for tracking cost and work
performance
WBS should be output oriented instead of focused on
organizational function
First, major project deliverables are identified
Major proj
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Sub deliverables are broken down into work packages which
are grouped by type of work (EX: Design and testing)
...
or have a cost
This hierarchical structure facilitates evaluation of cost, time and performance at all levels of
org
...
Each work package is a control point
...
unit work performance, identify
org
...
unit to cost accounts (groups of
similar work packages
OBS assigns work package responsibilities to lowest org
...
units create a project control point (cost
account)

Step 5 - Coding the WBS for the Information System
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Codes are used to define levels/elements in the WBS, work packages,
org elements, cost/budget
Coding system used is numeric indentation
Can use letters as special identifiers (M = Materials, E = Engineers)
WBS Dictionary – provides detailed information about each element in
WBS

Process Breakdown Structure (waterfall method)
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Process Breakdown Structure (PBS) – used for less-tangible, processoriented projects (EX: Information Systems projects such as creating
website or database)
PBS focuses on phases whereas WBS focuses on deliverables
Project evolves overtime
...
They include:
o Deliverables need to exit
phase and enter new one
o Quality checkpoints to
ensure deliverables are
complete/accurate
o Sign-off by stakeholders
to verify phase
completion and next
phase can start

Responsibility Matrices
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Responsibility Matrix (RM or Linear Responsibility Chart) – summarizes tasks and who is
responsible for what in a proj
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 Common needs are projects status reports, changes in scope, action items,
deliverable issues, team status meetings, milestone reports, etc
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using the web to create “virtual project office”
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Timing and
frequency of distribution needs to be established

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FA - Chapter 4

BUSI 2550

09/24/2018

Case4
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Sponsors and amount
a
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Selection process for sponsors
2
...
coordinating game time, teams and fields
i
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hire volunteers and local college fields as resources for event
b
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define a screening process
ii
...
registration fees and forms
iv
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match time
2
...
finding qualified referees and assigning to games
i
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rewards for winners
a
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coordinate volunteers and resources for ceremony
i
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designing t-shirts and equipment for teams/events
a
...

b
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logo and sponsor logo
5
...
helps in estimating costs, scheduling matches, allocating resources (volunteers, etc
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with all the tasks in one map, easier to prioritize and order tasks
3
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contacting other soccer clubs and org
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acquiring their schedules, awards, rules and regulations, etc
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Each of these small
costs can be added up to estimate the total cost of the tournament
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Will help determine registration fees
Will help determine number of teams, referees, fields, etc

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