The aim of a project definition workshop is simply that all parties involved in the planning process emerge with the same understanding of the project and will build on the information gathered at the Project Assessment Workshop.
These are some of the key things that should be agreed in a Project Definition Workshop:
PROJECT/MISSION DESCRIPTION and CASE FOR ACTION: One or two sentence summary of this project and why we are doing it.
1. Target customers/stakeholders and how the solution will meet their needs. (problems, solutions, benefits)
Customer segments: Who are your customers, both leading edge and typical?
Benefits/solutions provided: What benefits will this product provide to each segment? What problems do your customers have and how will this product solve them?
Specific customers: Name specific customers this project is intended to serve as appropriate.
2. Key factors customer will use to judge value. (measurable)
Value drivers: Clarifies which capabilities of this product (as quantifiable as possible) will be most important to the customers’ perception of its overall value. Can fall into one or more of these categories:
· Financial (price, cost of ownership, etc.)
· Quality or Reliability
· Schedule – initial release, production lead-time, etc.
· User acceptance
· Features that help make their lives easier
Response to competitors: Items that will be key to being perceived as more valuable than specific competitors can be highlighted.
3. Key technology and key features.
Key technology to be employed in the product, system, or service
Specific features required to meet different stakeholder’s needs.
Crucial factors as applicable. Elements that are not a primary part of the functionality, but are key attributes that must be present. May include:
· Interaction with associated systems or products
· Potential for design growth or modification
· Physical environment it will be used in e.g. PC, laptop, mobile etc.
· Quality and reliability
· Design and usability
· Users’ abilities
· Sourcing and availability of technical skills
· Documentation, training, servicing and maintenance requirements
4. Relevant financial numbers: The economic factors driving this project.
Budget (development cost), capital constraints, etc.
Cost Benefit analysis – how much are additional features going to add value to the project