ME 511 Project Study

CHAPTER 2
Components of a good project study
 ME 511 Project Study

The comprehensive project study process namely, definition, planning and implementation
capitalizes on the best current thinking on how project success can be achieved.

A. Definition phase

All too often, people involved in project study and managing projects jump to planning
activities before they had defined the project's needs. This can speel disaster. It is
essential that the definition phase be clearly thought out before undertaking any planning
or implementation activities. The definition phase answer four basic questions:
• What is the purpose of the project?
• What are its objectives?
• What results should it achieve?
• What resources are needed?
The intent of the definition phase is to identify and clarify the project's purpose. The
definition phase sets the stage for success. It will also establish the scope of work for the
 ME 511 Project Study

project and outline the resources required for successful implementation. To assist the
project leaders or managers and their project groups or teams in satisfying the basic
questions of definition phase, the four project study and management steps have been
developed:

State the Project

• To define the purpose and scope of the project
Ask:
What needs to be done?
Why are we doing this?
When do we need to be finished?
How much will/can this cost?
Develop Objectives
• To define the results and measures of success
Ask:
At the end of the project, what value will we have?
What do we need to accomplish?
What constraints do we face?
What requirements must be met?
 ME 511 Project Study

Develop Work Breakdown Structure

• To establish specific outputs and accomplishments to be completed
Ask:
What must we do to accomplish this project?
What must we do to meet this objective?
How will we do that?
Identify Resource Requirements
• To avoid future resource problems and help assign responsibility

Consider each work breakdown structure (WBS) terminal element

Ask:
What knowledge and skills are needed?
What facilities will we need?
What equipment is required?
What supplies/materials should we have?
What special or unusual resources do we need?
Identify the type, amount and cost
 ME 511 Project Study

The information developed in the definition phase of the project can be used within the
organization to establish the project's value. People of authority above the project leaders
or managers can see a precise statement of purpose, a list of activities, resources
required, and a proposed time frame. This information clearly defines the resource
commitment required to complete the project.
 ME 511 Project Study

This definition can be the basis of a decision on whether to continue, terminate, or modify
the project. If the organization decides to proceed, the definition phase ensures that the
higher ups in the organization understands its role and boots the full organization's
commitment. The definition phase also includes the work breakdown structure (WBS),
which provides the basis for other required activities throughout the project's life. More
this phase will be covered in details in the next chapter.

B. Planning Phase

The definition phase is over when the basic questions are answered and the project group
or team is ready to plan. The purpose of the planning phase is to organize the project's
task and resources within realistic time frames. The palnning phase answers four
questions:
 ME 511 Project Study

• Who will be responsible?

• What is the project timing?
• How and When will resources be allocated?
• How will project success be ensured?

The planning phase includes the following five steps:

Assign Responsibility
Sequence Deliverables
Schedule Deliverables
Schedule Resources
Protect the plan

The planning phase prepares the project for successful implementation. It links the
organization's resources to the project's activities. The more efficiently these resources
are used, the lower the cost, the greater the project's return on investment, and the higher
 ME 511 Project Study

the probability that the organization will be chosen in a competitive bidding situation. It
will also be good if the project group or team uses systematic tools to surface potential
problems and oppurtunities, and plan for them during the project's life. More detailed
explanation will be made in the next chapter.

C. Implementation phase

Now that the up-front work has been completed, the project group or team is ready to
tackle the project. This is what most project groups or tems have impatiently awaited! The
implementation phase answers four questions:
• How does the work start?
• How is the project progressing?
• What actions are needed to either resolve problems or capitalize on oppurtunities?
• How well did we do, and what did we learn?

The following project study and management steps have been developed to help project
group or team members implement their plan:
 ME 511 Project Study

Start to implement

Monitor Project

Modify Project

Closeout and Evaluate

Effective monitoring of the implementation phase assures optimum use of resources and
quick response to problems and oppurtunities that may occur.
Reference/s:

Kepner Tregoe - Project Management