Phase 1

INITIATION
INITIATION PHASE

It is a written one page document

which give us a concise information
about the project.

 Project overview statement (POS)

Project Overview Statement (POS)

It is a written one page document

which give us a concise information
about the project.

 A general statement of the project

 A reference for the planning team
 A decision aid for the project
 To get management approval to plan the project
POS is used
 To secure senior management approval
 Assure required resources are available

POS also
 Provides continuity for inherited projects
 Serves as a reference for project team
Contents of the POS
1. Problem / Opportunity
2. Project goal
3. Project Objectives
4. Success Criteria
5. Assumptions, Risks, Obstacles
1-Stating the Problem /
Opportunity

 Situations
that lead to P/O
 Known problem / opportunity area
 Customer Request
 Corporate Initiative
 Mandated Requirements
Conditions of Satisfaction
(COS)

COS process is to negotiate to closure on

exactly what will be done to meet the
request. Obviously, some type of
compromise will be negotiated.
Requester -- Provider
Request
Clarification
 Provider restates request
 Discuss until both agree on understanding
Response
 Provider states what will be done for request
Agreement
 Requester restates response
 Discuss until both agree on understanding
2-Establishing Project Goal

 There must be one, single goal

 Clearly stated
 No possibility for misunderstanding
 Short and to-the-point
 Leave specific dates to planning phase, if
possible
George Doran’s S.M.A.R.T.
 Specific
 Measurable
 Assignable
 Realistic
 Time-related
3-Defining Project Objectives
 More detailed version of goal statement
 Clarify exact boundaries
 Is it clear what is not part of project?
 May change during project planning
Characteristics of an Objective
STATEMENT

 An outcome —A statement of what is to

be accomplished.
 A time frame —A preliminary estimate of
duration.
 A measure — Metrics that will measure
success.
 An action —How the objective will be met
4-Identifying Success Criteria

 Normally fall into one of three categories

 Increased revenue
 Reduced costs
 Improved service
 Must be
 Well-defined
 Measurable
 Subjective measures will not do
5-Assumptions, Risks, Obstacles

 Focus on most significant issues

 Meaningful to senior management
 General areas of concern
 Technology
 Environment (of project)
 Interpersonal issues
 Cultural issues
 Cause and effect relationships
Added Detail: Attachments
 Risk Analysis
 More detailed
 Financial Analysis
 Feasibility Studies
 Cost-benefit Analysis
 Break-even Analysis
 Return on Investment
Plan Approval
 POS serves three audiences:
 Senior Management
 Customer
 Team
 Gaining management approval is key
event in project!
Participants in Approval
Process
 Core project team
 Project team
 Project manager
 Resource managers
 Function/process managers
 Customer
 Sometimes also project manager
 Senior management
Project Approval
 Possible outcomes
 Approval
 Recalibration for resubmission
 Resubmission at a later time
 Rejection
 POS
Template
 Project Name Project No. Project Manager
PROJECT OVERVIEW Interactive Arts and 005 Not yet assigned
STATEMENT Technology Competition
Opportunity
The IAT students at Surrey need an outlet. There are currently no student run or organized design competitions. They study and that’s it.

Goal
Create a 1-2day IAT/Design oriented event with this years aim a Surrey only focus, perhaps next year we could expand to include other
schools (enterprise style). Get a ton of sponsors – easy sell!! We can give them information on a company and its goal/core/mission and get
them to create a brand for the company in a certain amount of time (Use Phat Fixx or some other SBI business). Game design competition of
some sort to. We could get Sponsors/Professors/Businesspeople to judge for the competition too!

Objectives
• Discover if there is a need or want of this project
• Find a PM
• Delegate priorities – this is a big event – 3-6 Team members needed.
o External/marketing sponsor inquiry
o Competition rules and regs
o School Approval Processes?
o Internal Student side marketing
o Advertising in local papers

Success Criteria
Attract 50-100 IAT students to this competition
Raise numerous donated prizes from Software and design companies.
Get revenue from Sponsors for the project (Need a big project sponsor, ie: EA Design competition…)
Partnership to ensure sustainability? Make it an annual surrey event.
Assumptions, Risks, Obstacles
1. Students may be to busy to do event.
2. No donations/prizes could be offered
3. Judges or criteria could be hard to establish
4. Copyright issues

Prepared by Partners: Date

Gavin Norquay Maybe, IATSU if not DOA. May 23, 2007
Class EXERCISE.
Assignment.

 Identify the project idea from your work Situation

and try to develop POS for it. Pay particular
attention to the language that you use.

Remember: anyone in the enterprise who may have

a reason to read your POS should be able to
understand it.