Project Scope and Complexity in Initiation Phase

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Questions and Answers

What information is requested from the business staff in the call for projects in step 1 of the selection process?

Project ideas, project goals overview, deliverables description, business case, affected business areas, desired implementation date, cost-benefit analysis

What criteria are used to assess projects in the selection process?

Company factors (market share, financial benefits, investment, customer retention), people serving on the selection committee (public or political perception), relationship to strategic vision

What is done during the meeting in step 2 of the selection process?

Review projects and determine which project will be included in the upcoming list for the new year

How are the remaining projects prioritized in step 3 of the selection process?

Based on importance and benefit to the organization Signup and view all the answers

Where are the selected projects documented?

On the project list Signup and view all the answers

When is the progress of active projects reported?

At the regular monthly steering committee meetings Signup and view all the answers

What is considered a sound project?

A sound project is one where the costs to implement or produce the product of the project are less than the financial benefits. Signup and view all the answers

What are the components of the total cost of developing and marketing a bank database software?

The costs include developing the software, marketing costs, and ongoing operational support costs. Signup and view all the answers

What is the total cost involved in developing and marketing the bank database software?

$5 million Signup and view all the answers

What are the projected revenues over a three-year period for the bank database software?

$12 million Signup and view all the answers

What type of recommendation should the bank database software project receive based on the cost-benefit analysis provided?

A go recommendation Signup and view all the answers

What do agreements refer to in the context of a project?

Documents that define the intent of the project and are usually legal in nature Signup and view all the answers

What is the purpose of a project scope document?

To determine what work is done within the boundaries of the project and what work is outside the project boundaries. Signup and view all the answers

What is scope creep and why is it considered a threat to project success?

Scope creep refers to the incremental expansion of the project scope. It threatens project success by requiring additional resources, adjustments to the budget and schedule, and creating confusion due to changes in expectations that are not documented. Signup and view all the answers

How does a business case relate to the business need for a project?

A business case helps understand the business need for the project and determines whether the investment in the project is worthwhile. Signup and view all the answers

What are some common factors that contribute to the business need for a project?

Governmental regulation, technological advances, and market demands. Signup and view all the answers

Why is it mentioned that no template works for all projects when it comes to project scope?

Because some projects may require a very detailed scope of work while others may need only a short summary document. Signup and view all the answers

How is the success of a project related to the ability to develop and maintain a common understanding of project deliverables?

The success of a project is related to the ability of the project manager and stakeholders to have a common understanding of what products or services the project will deliver. Signup and view all the answers

What types of agreements are mentioned in the text?

Memorandum of understanding, emails, intergovernmental agency agreement, verbal commitment Signup and view all the answers

How can Organizational Process Assets help in project management?

Avoid repeating mistakes, provide historical information, offer organization's policies and guidelines Signup and view all the answers

What is the purpose of using tools and techniques in project management processes?

To produce the outputs of each process Signup and view all the answers

Why is it beneficial to review activity estimates and budgets from past projects before estimating costs for a new project?

To learn from past projects and avoid repeating mistakes Signup and view all the answers

What are some examples of tools and techniques used in project management processes?

Brainstorming, meetings, focus groups, alternatives analysis Signup and view all the answers

When is a contract applicable in project management?

When performing a project for a customer external to the organization Signup and view all the answers

Study Notes

Project Scope

Determines what work is done within and outside the project boundaries
No template works for all projects; some have detailed scope of work, while others have a short summary document
Includes:
- Description of the scope
- Project deliverables
- Project constraints
- Project assumptions
- Product acceptance criteria
- Project exclusions

Scope Creep

Incremental expansion in project scope
Any change in expectations not captured and documented creates confusion
Requires additional resources not in the original plan
Adjustments are made to the project budget and schedule

Business Need

Relates to the needs of the organization itself
Based on:
- Governmental regulation
- Technological advances
- Market demands
The business case describes the cost-benefit analysis and the business need or demand that brought about the project

Project Selection Process

Step 1: Call for projects, including project ideas, goals, deliverables, business case, and cost-benefit analysis
Step 2: Conduct a meeting to review projects and determine which ones to include
Step 3: Prioritize projects based on importance and benefit to the organization

Project Evaluation Methods

Compare the cost to produce the product or service to the benefit the organization will receive
A sound project is one where the costs to implement or produce the product are less than the financial benefits

Agreements

Documents that define the intent of the project and are usually legal in nature
Examples include contracts, memorandum of understanding, emails, and verbal commitments

Organizational Process Assets

Processes and procedures knowledge base
Helps to:
- Avoid repeating mistakes
- Review historical information and organization's policies, guidelines, and procedures
Used with inputs to produce outputs in every process

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Description

Learn about the project scope and complexity during the initiation phase of a project. Understand how project requirements can challenge project capabilities and the importance of defining boundaries in a project scope document.