chp 2 identifying and selecting projects

project identification

1. intitating phase

   • recognize need, probelm or opportunity

2. various ways for identification

   • driven by market opportunities (strategic planning)

   • normal operational or maintenance needs

   • response to unexpected events (earthquake)

3. important to clarify need and be clearly defined to see if worth pursuing

4. use decison making process to priorize and select project with greatest need (funds are limited so choose with good return)

project selection

1. evaluating potential projects and deciding which to pursue (evaluating needs, costs, benefits)

2. projects needs to be considered and evaluated as benefit or consequences, plus or minus

   • can be quantitative ($$) or qualitative, tangible (improved image) or intangible (pushback)

3. select project

   1. develop evaluation criteria (quanitative and qualitative) to assess potential projects

   2. list assumptions that will be used as basis for each project

   3. gather data for each project to support informed decison making

   4. evaluate each opportunuty with criteria and different perspectives

4. combine gut feelings and quantitatve info to make decison

   1. diverse committee improve odd of best decison

what is project charter

once project is selected, it is formally authorized using a doc referred to as project charter

purpose of project charter

• provides sponsor approval

• commits funding for the project

• summarized key conditions and parameters

• establishes frame work to develop baseline plan

possible elements of project charter

• project title (creates vision for end result of project)

• purpose (summarizes need and justification for project)

• description (includes major task or preliminart work breakdown structure)

• objective (whats expected to be accomplished)

• success critera (expected quanitiative benefits)

• funding (total amount of money sponsor authoirzes for project)

• acceptance criteria (specific quanitative standards a deliverable must meet)

• milestone schdule (list target dates)

request for proposal

a document, prepared by the sponsor/customer, which defines the project requirements and is used to solicit proposals from potential contractors to do the project

preparing a request for proposal

• decison made to outsource to external source/contractor if cant do work

• comprehensively describe project requirements that will satisfy custome requirements at realistic price

  • includes need, problem or opportunity decsion

  • alllows contractors to develop a thoruugh proposal

  • facilitates the development of evaluation criteria

• may be communicated informally or formally, in writing or verballty

guieldeines for developing rfp

1. state objective or purpose

2. proivde statement of work (describes tasks that needs to be done for objective and specify exact boundaries of work)

3. include customer reuirements

   1. define by functional, operational, and performance specs that must be met (size, color, weight, speed/codes)

4. state deliverables the customer expects (tangible items provided during and at completion/ considered as progress reports)

5. state acceptance criteria

   1. helps determine where deliverable meet requirements

6. state schedule and key milestones

soliciting proposals - solicitation

solicitation

• notify potential contractors

  • identify selected group in advance to send copy

  • advertise in selected journals, newspapers, or websites

• maintain competitve situation

  • provide equal info to all bidders

  • hold bidder meetings to answer questions

soliciting proposals - conditons

• reuirements are sometimes communcated verbally instead of via formal rfp

• not all projects use rfp and go to using internal staff

• all rfp’s start with identifcation of a need, problem, or opportuniity