Module_3_-_Part_2_Project_Initiation_-_Full_PPT(2)

Project Initiation

Module 3 - Part 2

• Focus on project initiation activities, development of project charter, and facilitation techniques.

Learning Outcomes

• Understand the purpose of project initiation activities.

• Grasp the process of developing a project charter.

• Learn various facilitation techniques applicable to project initiation.

Initiating Purpose

• Obtain project approval.

• Identify stakeholders involved in the project.

Project Charter Overview

• Definition: A formal document that authorizes the existence of a project that provides Project Manager with the authority to apply resources to project activities, linking the project to strategic objectives.

  Components: The Project Charter includes purpose, objectives, scope, stakeholders, and high-level risks.

• Creation: Typically created by the project initiator or sponsor; in some cases, the Project Manager creates it.

• Approval: Requires signatures from the sponsor, initiator, and stakeholders with resource commitment authority.

Project Charter Components

• Purpose and Scope: Summarizes key conditions and parameters of the project.

• Key Elements:

  • Project Title

  • Purpose or Description

  • Objectives

  • Success Criteria or Expected Benefits

  • Funding

  • Major Deliverables

  • Acceptance Criteria

  • Milestone Schedule

  • Key Assumptions

  • Constraints

  • Major Risks

  • Project Manager

  • Sponsor Designee

  • Approval Signature

Developing a Project Charter

Inputs Required

• Business Case

• Statement of Work (SOW)

• Benefits Management Plan

• Agreements

Tools and Techniques

• Facilitation Techniques: Brainstorming, conflict resolution, problem-solving, meeting management.

Project Charter Example

• Project Name: IVR Project

• Sponsor: Dave

• Project Manager: Alice Michaels

• Approval Dates: 8th Mar 2015, 17th Apr 2015

• Project Description: Introduction of a new automated telephone system.

• Scope: Implement an IVR system for sales team; other teams excluded.

• Business Goals:

  • Increase orders by 20%.

  • Achieve 0% unhandled calls.

  • Improve customer satisfaction by 10 points.

• Time Frame: 4 months.

• Constraints: Limited budget and developer resources.

• Quality Approach: Prioritize time & budget over quality.

• Deliverables: IVS system, training, support for first operational month.

• Success Criteria: Measurable results tracked through KPIs.

• Key Stakeholders: CEO, Sales Rep, Steering Committee members.

• Risks Identified: Lack of team experience with IVR setup may lead to underestimated workload.

Brainstorming

• Definition: Technique where group members contribute ideas in a non-judgmental setting.

• Process:

  • Team gathers with a facilitator to record ideas.

  • Members take turns presenting ideas with no immediate discussion.

  • Ideas build upon each other until time runs out.

• Ground Rules:

  • No discussion of ideas during the session.

  • No judgmental comments.

Conflict Resolution

• Overview: Conflict is unavoidable in project settings due to scarce resources, scheduling, and personal differences.

• Management Practices: Establishing ground rules and communication plans can mitigate conflict.

Techniques for Resolving Conflict

• Withdraw/Avoid

• Force/Direct

• Compromise/Reconcile

• Smooth/Accommodate

• Collaborate/Problem Solve

Problem Solving Process

1. Develop a problem statement.

2. Identify potential causes of the problem.

3. Gather data to verify causes.

4. Identify possible solutions.

5. Evaluate alternative solutions.

6. Determine the best solution.

7. Revise the project plan based on the solution.

8. Implement the solution and verify problem resolution.

Meeting Management

• Key Steps:

  • Create an agenda.

  • Distribute the meeting agenda beforehand.

  • Start and finish meetings on time.

  • Ensure the right participants are invited.

  • Stay focused on the topic.

  • Manage expectations and conflicts that arise.

  • Record actions taken during the meeting.

  • Distribute meeting minutes post-meeting.