IBMpjt_def_a4

Project definition template for PROJECT / SUB-PROJECT PROJECT / SUB-PROJECT MANAGER Version number N.N Draft/Final as of dd/mmm/yy Printed on mmm/yy Author Author’s name Author’s address Author’s e-mail Author’s telephone number Owner Owner’s name Document information Document source This document is maintained as an online document. Contact the author for the latest version. Revision history Version number Date Summary of changes Revision marks n.n dd mmm yy First version No Approvals This document has been approved by the following people. The signed approval forms are filed in the Project Control Book. Name Function Date of approval Signature Distribution This document has been distributed to: Name Function Several versions of the Project definition, each of which reflects the current understanding, may be issued during Defining. Updates may be issued at the end of Planning and later in the project as required. 1 Preface This document provides a summary of the important characteristics of the project as understood at the end of Defining. Its purpose is to:  confirm the understanding of the Project charter by the delivery organization  provide sufficient information about the solution and approach that the sponsor and delivery organization can agree to proceed to the Planning stage  provide a framework upon which more detailed plans can be built  document the delivery organization’s plans for completing both Defining and Planning activities. The structure of the Project definition includes the following components:  Project objectives  Project background  Target solution and overall approach  Project scope  Planning framework  Organization  Financial  Appendix A, B, and C 2 Project objectives Include information about what the project must achieve. 3 Project background In the following sub-sections, restate and expand the Project charter from the delivery organization’s point of view. 3.1 Business needs and environment Describe the overall business context of the project. Summarize any relevant factors, such as changes in legislation, market trends or company strategies, that provide the backdrop to the problem. Describe the boundaries, for example the parts of the organization that are concerned, market segments and other projects, within which the solution must be delivered. Describe the specific business problem that is to be solved. 3.2 Project general scope and plan constraints Identify the specific needs to be addressed and provide key dates and states. List any major constraints, for example timescales, resources and costs or use of existing systems, within which the project should be defined and planned. 3.3 Solution background Complete this sub-section if the project contributes to (rather than delivers the complete) target solution to the business problem. Provide a history of previous projects and solutions as an aid to understanding the solution constraints. Position the project with the other projects (past, present and future) that together will deliver the target solution. 3.4 Key requirements List the high level requirements that the project must meet, including the major quality objectives. For products and services to deliver consider such factors as organizational set up and target for deployment and distribution. 4 Target solution and overall approach In the following sub-sections, provide an overview of the target solution and the approach that will be used to develop and implement it. 4.1 General presentation of the target solution Describe, at a high level, the way in which the project will go about delivering the solution. Summarize what will be delivered and refer to any technical work products that specify the solution in more detail. 4.2 Major components (High-level PBS ) and level of uncertainty Provide a high-level PBS for the major components of the solution. Include information about the level of uncertainty and complexity of the solution. Also provide information about the costs and duration. 4.3 Technical environment and key options Document the requirements for a technical environment and any related key options. 4.4 Overall approach Describe the overall approach to solving the business problem and how this project will contribute to the target solution. Show all the steps it will take to achieve the solution. For a program, this includes the strategy towards the objectives. 5 Project scope For the current project, show how it includes all or some of the steps required to achieve the solution. 5.1 Position within the overall approach Position the project within the overall approach (other projects or programs) that together will deliver the target solution. 5.2 Scope Identify the boundaries of the project. Indicate what is in scope for the project and what is clearly not in scope. Position the scope of the project within the context of any overall project or program. 5.3 Major deliverables Outline the major products or services that will be delivered and clearly identify the related scope of these. Include proposed acceptance criteria where applicable. 5.4 Customer satisfaction Document any informal understanding of customer satisfaction issues that should be known by the project team and agreed to by the sponsor. 5.5 Key points Identify any key points that must be addressed carefully in the agreement not documented anywhere else in the project definition.. 6 Planning framework In the following sub-sections include the draft, high-level project plans that will provide the framework for the more detailed planning to come. For a program, this may include all the projects within the program. For a project, this may include all the sub-projects within the project. 6.1 High-level project schedule Provide a high-level project schedule for any projects or services and any sub-projects. The project schedule should show major work units on a time scale, and include the work products associated with the work units. 6.2 Brief description of each work unit Break down the project into its major work units, including any, such as acceptance, that are the responsibility of the sponsor. Provide brief comments about the justification for grouping the work units. List the work products that each work unit will produce. Work unit Work product Comments 6.3 Brief description of each sub-project For each sub-project, provide a brief description. For further details on each sub-project see Appendix C, which includes initial Project definitions for each sub-project (within a project) or project (within a program). Sub-project Brief description 6.4 Key assumptions and rough estimates List the key assumptions which, if invalid, would make it necessary to revise the plan. Estimate roughly the amount of effort and the duration of each work unit. 6.5 Key dates and dependencies List any key dates such as target dates for milestones. List any key dependencies such as the on-time delivery of new hardware or the availability of key resources. 6.6 Overall risks and risk response List any risk factors associated with the project. The risks may be in the target solution or the overall approach to achieve it. Identify planned responses for these risks. 7 Organization In the following sub-sections include information about the organization of the project and the related sponsor organization, delivery organization, and performing organization. 7.1 Project management Provide information about the overall project management team. 7.2 Sponsor organization Provide information about the sponsor organization. This would include information about key contacts within the sponsor organization and relevant information about the reporting structure of the sponsor organization. 7.3 Delivery organization Provide information about the delivery organization. This might include information about key contacts within the delivery organization such as the owner of the agreement, financial or quality management personnel, procurement, or legal staff. 7.4 Performing organizations Provide information about the performing organizations. This would include information about contractors, if appropriate. 7.5 Initial organization breakdown structure (OBS) For each proposed project organizational unit, provide an initial organization breakdown structure, that shows the projects or sub-projects for which they are responsible, relationships with other project organizational units, and relationships with sponsor, delivery and performing organizations. 7.6 Necessary skills (High-level HR plan) Document any necessary skills that are required of project team members. 7.7 Initial project decision structure Provide an initial description of the project decision structure. 8 Financial (if applicable) Include an estimate of the costs of implementing the project broken down into major categories such as human resources (salaries, overheads, travel) hardware, software, subcontractors, etc.. Expense Category Estimated cost Total Appendix A - Defining activities plan Note that this appendix can be removed when Defining is complete. Objectives Describe what will be accomplished by the end of Defining. Organization Name the people who will complete the Defining activities together with their roles and responsibilities. Name Role Responsibility and authority Work products List the work products that will be developed during Defining. Milestones List the key milestones and their target dates. Milestone Target Date Schedule Attach a schedule of the defining activities prepared using the chosen project management software. Management system Describe how Defining will be managed. Assumptions, dependencies and risks Describe any assumptions, dependencies and risks that might influence the completion of Defining. Costs (if applicable) Provide a cost breakdown for the Defining activities. Expense Category Estimated cost Total Appendix B - Planning activities plan Note that this appendix can be removed when Planning is complete. Objectives Describe what will be accomplished by the end of Planning. Organization Name the people who will complete the Planning activities together with their roles and responsibilities. Name Role Work products List the work products that will be developed during Planning. Milestones List the key milestones and their target dates. Milestone Target Date Schedule Attach a schedule of the planning activities prepared using the chosen project management software. Management system Describe how Planning will be managed. Assumptions, dependencies and risks Describe any assumptions, dependencies and risks that might influence the completion of Planning. Costs (if applicable) Provide a cost breakdown for the Planning activities. Expense Category Estimated cost Total Appendix C - Initial project definitions Provide initial project definitions for each related project or sub-project. Each initial project definition should contain the following elements:  Project name  Project description  Objectives  Key milestones  Major work units and associated work products  Start and finish dates Project definition Wt130/4 IBM Worldwide Project Management Method Page 4 of 10 Project name © Copyright IBM Corp. 1999, 2004. All rights reserved. IBM Worldwide Project Management Method Wt130/4 Project definition Copyright IBM Corp. 1999, 2004. All rights reserved. Project name Page 3 of 10