Project Definition Workshop

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.

What will a PDW (Project Definition Workshop) achieve?

  • Commitment from Senior Management
  • Identification of Project deliverables
  • Goals and Objectives
  • Identification of all Components and Tasks
  • Open Discussion on Solution
  • Identify Project Management process and responsibilities
  • Documentation of the Processes
  • Identification of real Business benefits

Project Definition Workshop Agenda

These are some of the key things that should be agreed in a Project Definition Workshop:

  • Project goals & objectives
  • Project scope and contents
  • Stakeholder analysis and management
  • Outline schedules
  • Staging and management control points
  • Risks e.g. have the suppliers undertaken this work before?
  • Roles & responsibilities
  • Who will supply what resources
  • Status reporting, change control mechanisms etc.
  • Business case

Project Definition Workshop (PDW) – Facilitator

They will:

  • Brief participants beforehand
  • Ensure enough preparatory work has been done to make holding the PDW worthwhile
  • Help the project manager prepare the agenda
  • Chair the PDW
  • Ensure all agenda items are covered
  • Ensure issues are addressed, not glossed over
  • Write the minutes

Project Definition: Vision Document

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.)

· Performance

· 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