BUS1040

Introduction to Project Management

Week 3
Remember:
-Please Sit with Your Project Teams

Dr. Farhad Shiri

Farhad.shiri@georgebrown.ca

Farhad Shiri
Project Management
@ George Brown College
Learning Objectives
Before this class ends, we will achieve the following;

1. Learn about the steps in the Project Definition Phase

2. Identify stakeholders and facilitate the collection of

stakeholder goals/ requirements

3. Practice performing a project definition on a case study

4. Discuss the importance of setting the project expectations

and explore the Project Definition Document as a tool for
securing buy-in from stakeholders surrounding these rules
Some Key Dates
Date Course Progress Group Project Progress
Week 2 Participation Assignment Finalize Groups (5-6 ppl) & Proposal
Week 3 Participation Assignment Team Contract
Week 4 Participation Assignment First Draft – Project Definition
Week 5 Participation Assignment First Draft – WBS
Week 6 Midterm Exam Review First Draft – Project Plan
Week 7 Midterm Exam Mid-Point Peer Evaluation
Week 8 *No Class – Intersession Week
Week 9 Participation Assignment Status Report (Progress of Assignment)
Week 10 Participation Assignment In- Class Group Project Workshop
Week 11 Coaching Final Draft: Complete Report
Week 12 Written Reports Due
Week 13 Videos Due
Week 14 Final Exam Review
Week 15 Final Exam
 Project Definition: Project Stakeholders

Understanding Roles
Since every project is UNIQUE, it is necessary to ask the following fundamental
questions when initiating a project

• Who is responsible for what?

• Who has authority?
• What defines project success?
• How do we communicate with each other?
• What are the goals that each stakeholder has for the project?

Identifying Stakeholders
Project
Sponsor

Customer Project Team

The Project
Subject
Project Experts
Users
Project
Manager

The Portable MBA in Project Management; Eric Verzuh

 Stakeholder Roles

Stakeholders - Those who are involved or impacted by the project.

Customer The main client who solicits and pays for the project.

Project Those who will end up using the projects product or

Users service. May pay the customer, but not the project
directly.
Project Those who initiate and approve a project and its results
Sponsor

Project Team The resources responsible for executing the tasks in the
project plan
Subject Matter The resources who contribute subject-matter expertise
Experts (SMEs) to the project. They may be a part of the project team,
or they may be consulted for specific knowledge.
Project The person assigned to facilitate the achievement of
Manager project objectives

http://www.pmgloss.com/msf/
Stakeholder Characteristics

• Review: what is a project stakeholder?

• Q. For each project stakeholder identified:

– What is their level of power?

– What is their level of interest?

– What is their level of support?

Stakeholders Power vs. Interest
Understanding stakeholders and their relative “power” and
“interest” will help you prioritize and determine a strategy for
engaging them
Stakeholders Power vs. Support

Ref: Paul Roberts' matrix

Stakeholder Requirements

Requirements
Understanding stakeholder requirements ensures that the needs and
expectations of all those involved or impacted by the project, are taken
into consideration when planning a project

From each stakeholders perspective -

What are their Goals for the Project?

MUST SHOULD MUST NOT

“Priorities” “Nice To Haves” “Deal-Breakers”
Examples of stakeholders requirements
Customers
"As a customer with kids, I'd like basic control buttons on
the back of the television for the times when I lose the
remote.”
Purchasing Manager
"I'd like to see all active orders in a single screen, because
I need to see that dozens of times a day.“
Client
“We need a family house with four bedrooms so that each
child has their own bedroom”
How Requirements Are Collected

Facilitating the Collection of Requirements

The Project Manager coordinates the collection of requirements using a
variety of techniques.

• Interviews– Talking to stakeholders directly and one-on-one

• Focus Groups– Moderator guides a group through interactive discussion

• Facilitated Workshops – Focused sessions for cross-functional stakeholders

• Quick
• Can negotiate stakeholder differences
• Can build trust, relationships, and team communication
• Can employ brainstorming, voting, survey questions

PMBOK 4th Edition – Page 107

Stakeholders alignment

To Achieve the
Stakeholder and Project
Requirements – We
Must Ask the Question:
Is Everyone On The
Same Page?

Since every project is different, the various stakeholders

may have differing ideas about what the project is
about! Q. Can you make an example for these differing
ideas between stakeholders?

We all must be pulling in the same direction

We need consensus around a project baseline…

 What is Scope?

Requirements Help Determine Scope!

Product Scope
"The features and functions that characterize a
product, service, or result”

Project Scope
"The work that needs to be accomplished to deliver
a product, service, or result with the specified
features and functions”.

A Guide to the Project Management Body of Knowledge (PMBOK Guide) - Fourth Edition.
Project Management Institute, 2008. ISBN 978-1-933890-51-7
Case Study: Project Definition
George Brown College Residence
Lets Take a Tour
Case Study: GBC Residence
Key Facts
• Constructed on NE corner of Front and Cherry Streets.
• An 8-story, 500 bed, structure used for Pan-Am games and then GBC
• Located in the same building as a 4-story YMCA
• $40 million dollar project, being overseen by 3 levels of government
• Exclusively open to all GBC students - open for Fall 2016
• Co-ed residence managed by Student Services & Campus Life dept.
• Student Life dept. will retrofit residence after TO2015
• GBC president sees this as key part of delivering strategic plan
• Built by Ellis Don, and Ledcor Construction
• GBC “Special Projects” dept. involved throughout construction

Click:
Background Video
Project Definition Document
Summary of Important Elements
• Project Goals / Objectives – What is the primary purpose of the project?

• Success Metrics– How will success of this project be defined?

• Scope of Work – What is and what is not included in the project

• Assumptions– Any items that people may have different opinions on

• Deliverables – What tangible things are the clients getting (i.e. buildings,
documents)

• Stakeholder Roles – Clarifying expectations for project participation

• Client Responsibilities – What is the client responsible for

• Estimated Timeline – How long is the project expected to take

• Estimated Budget – How much is the project expected to cost

• Payment Schedule – How much are the payments and when do they occur

• Sign-Off – Each stakeholder must show agreement for the project as it has
been defined
Participation assignment (1%)
Visit www.socrative.com and answer 4 questions with
your team members
•Project Goals / Objectives – What is the primary purpose of the project?

• Success Metrics– How will success of this project be defined?

• Scope of Work – What is and what is not included in the project

• Assumptions– Any items that people may have different opinions on

• Deliverables – What tangible things are the clients getting (i.e. buildings, documents)

• Stakeholder Roles – Clarifying expectations for project participation

• Client Responsibilities – What is the client responsible for

• Estimated Timeline – How long is the project expected to take

• Estimated Budget – How much is the project expected to cost

• Payment Schedule – How much are the payments and when do they occur

• Sign-Off – Each stakeholder must show agreement for the project as it has been defined
Project Definition Document
An Example of a Template
Project Name
Project Manager
Sponsor

Overview/Background
Provide a brief summary of the project.. The Background helps highlight the current drivers and
need for this project.
Purpose
Why we want to do it, goals and strategy. Keep all this at a very high level – this is just to kick
off the planning process, which will drive out much more detail.
Critical Success Factors/Measures of Success
How will we define success for the project? How will it be measured and evaluated?

Project Scope
Discuss the project scope and then add specific items that must be included or excluded. The
purpose is to provoke discussion among the stakeholders, to ensure common understanding.
Scope Inclusions Scope Exclusions
Project Definition Document
An Example of a Template
Key Deliverables
List both the tangible end product and key interim products, if they are known now)

Key Milestone Dates

List target dates that you will use as key performance indicators to measure project progress.
Usually tied to a significant project event. This section will included the anticipated start and
end date for the project
Estimated Budget
This is a target figure, from whatever early budget estimation has been done

Project Constraints
List whatever constraints are known now – budget, schedule, organizational, resources, union,
etc.

Project Assumptions
These are really important. Your list of assumptions should highlight any issues that you think
people may have different opinions on. Check them out early!
Project Definition Document
An Example of a Template
Project Governance
Briefly describe expectations for how this project will be managed. (eg. Meeting schedule,
frequency of status reports, how change requests will be handled, stakeholder communication
plan)
Key Contacts
The following are key contacts for the project. Refer to the Project Contact List for details:

Name/ Project Role Contact Info Sign-Off & Date

Organization (email/phone)
Group Project:
SUBMIT: Project Concept
Group Member Mobile # Email #
1.

2.

3.

4.

5.

6. (Optional)

Project Topic:

Project Value Proposition: Why is this an Important Project?

(Benefits of the Project also known as the Value Proposition or Business Case)
Group Project:
Team Contract
Last week  groups were formed, and topics
were selected for the Group Project Assignment
(Each team completed a ‘Project Concept’)

This week To kick start your team, we provide

an opportunity to discuss your expectations for
how your team will work together.

The team contract can be a valuable exercise

that facilitates discussion around team
expectations and organization. It has been
posted to the “Group Project” section of
Blackboard and also appears at
www.georgebrown.ca/peerconnect/
Group Project:
This Week – Complete Team Contract
• Work through the process of completing a team
contract (as a team)

• Follow the template posted to Blackboard

• The Peer Evaluation will be based on the

expectations you agree to in this document

• Make sure all team members physically sign it.

• 1% participation will be awarded to those who

participated and signed off on this document for
the start of next class
For Next Week
1. Make sure you have completed reading the Week 3
Learning Material posted on Blackboard

2. Ensure that you have submitted your team “Project

Concept” document on Blackboard by Monday, 28th 6PM.
One member per group needs to do the submission

3. Prepare you team contract. Hand-in your signed team

contract in our next class on Week 4. One contract per
team. Every member of your team needs to sign that.

4. Install Microsoft Team app and communicate with each

other.