Project management

• The following will be covered in this lecture – Project definition and System definition
• Phase B: Definition


  1. Project definition

  2. System Definition
• Phase B follows on from the approval of Phase A
• The solution constructed within Phase A is now analyzed and defined
• The project's objectives, scope and requirements are established
• Phase B involves defining the project itself, listing the system requirements, kicking off the project and naming the project
• Project definition

  Answers the fundamental question: "Why are we doing this project?" What needs to be done to achieve a specific goal or outcome. Focuses on the broader picture of the project, its objectives, constraints, scope and required resources.
• System definition


  Answers the question: "How will we achieve the project objectives?" Understanding the components and interactions of the system that will be part of the project. Breaks down the project into smaller subsystems and understanding how they work together to achieve the projects goals.
• Balance between project and system approach is essential
• Focusing too much on the end-item and too little on the effort, the project will run into problems for lack of preparation and coordination of resources and costs
• Focusing mostly on the effort and less on the end-item, the project might not meet user requirements
• Project definition and system definition for building a house

  • Project definition: Objective - To have a comfortable and functional living space, Scope - Design and construct a two-bedroom house with a kitchen, living room, bathroom and backyard, Constraints - Budget of R750 000 and timeline of 18 months, Resources - Architect, construction workers, materials
  • System definition: Structural System - Foundation, walls, roof beams and columns, Utilities System - Plumbing, electrical wiring, ventilation and AC, Interior System - Flooring, walls, doors, windows, furniture, Exterior System - Landscaping, boundary wall, garden
• Project Kick Off

  Naming the project - This is an important aspect of branding and communication. The project name should be descriptive, memorable, and reflective of the project's objectives or outcomes.
• Project Execution Plan


  Key members of the project team are assembled and start preparing a detailed project plan, The plan should address: Project organization, Risk plan, Communication plan, Change control plan
• The project plan must include measures to guard against accidents and health hazards, and comply with industry standards
• The plan also includes measures to mitigate negative environmental impacts of the project
• Once management and the customer approve the project plan and system specifications, the project team turns its attention to the detailed design and building of the system
• Project Charter

  A project charter is a document that officially starts a project or a phase, Gives sense of purpose to management from start to finish, Names Project manager and defines authority, Contains the project scope, Objectives and all stake holders
• Front-end Loading (FEL)

  FEL 1 - Opportunity identification, FEL 2 - Concept study, FEL 3 - Project definition
• FEL 3 is the most expensive phase and is not done unless the project has been approved
• Project approval decision happens at FEL 2 gate
• FEL happens in major industrial infrastructure projects( chemical, mineral, oil, and gas). These project typically costs over $1 billion
• System requirements provide a detailed description of the functions, features, and constraints that the system must adhere to
• Clear and well-defined system requirements are essential for project success
• System requirements examples

  • In software development - user interfaces, data processing, security measures, performance benchmarks
  • In manufacturing - production capacity, quality standards, material specifications, regulatory compliance
• Functional requirements


  Specify the specific functions, capabilities, and behaviors that the system must possess to meet user needs and achieve project objectives
• Functional requirements examples


  • In e-commerce website - user registration, product search, online purchasing, order tracking
  • In project management software - task management, resource allocation, collaboration tools, reporting functionalities
• Requirement Priority


  Prioritizing requirements based on importance to project success, Prioritization criteria may include business value, stakeholder needs, technical feasibility, and project constraints
• Margin


  Allowance or buffer built into requirements to accommodate uncertainties, changes, and unforeseen challenges during the project lifecycle
• Requirement Breakdown Structure (RBS)

  Hierarchical decomposition of project requirements into smaller, more manageable components, Organizes requirements based on characteristics, dependencies, and relationships
• The RBS provides a structured framework for systematically analyzing, documenting, and managing requirements throughout the project lifecycle
• Benefits of RBS

  • Helps identify and prioritize key project deliverables and objectives, Facilitates requirements traceability, Supports effective resource allocation, risk management, and decision-making
• RBS example in software development

  • Categories - user interface requirements, functional requirements, performance requirements, security requirements
• System specification

  Detailed description of the system's characteristics, functionalities, and technical requirements, Provides a blueprint for system development, guiding the design, implementation, and testing phases
• System specifications are typically developed through a collaborative process involving stakeholders from various disciplines
• Clear and comprehensive system specifications are essential for ensuring that the final product meets user needs, technical requirements, and quality standards
• System specification examples

  • In software development - user interfaces, database schemas, algorithms, performance benchmarks
  • In construction - architectural drawings, structural calculations, material specifications, building codes compliance requirements
• Traceability


  Ability to trace and track requirements throughout the project lifecycle, from inception to delivery, Establishing and maintaining relationships between requirements, design elements, and project deliverables
• System specifications

  A blueprint for system development, guiding the design, implementation, and testing phases of the project
• Purpose of system specifications

  • Provide a common reference point for project stakeholders, ensuring that everyone has a clear understanding of the system's requirements and expectations