Project Planning

• How to Scope a Project
  • Project Objectives
  • Cost-Benefit Analysis
  • Top-Level Plan
  • Project Organisation
  • Risk Analysis
• Project Plan Layout
• Planning Templates
• Using the Project Plan

Additional Materials

• Implementation Planning
• Critical Path Analysis
• Drawing Planning Charts

Establishing Project Objectives and Terms of Reference

Organisational and policy projects are complex and project objectives need to be specified on a broad scale. In particular, the project needs to be defined to take account of the requirements of the key stakeholders - those with a vested interest in the outcomes of the project.

For these projects, the following two-stage process is the best approach.

• Step 1    Establish Stakeholders Requirements
• Step 2    Develop Terms of Reference/Project Objectives

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Step 1    Establish Stakeholders Requirements

Review the various stakeholders of the project and their requirements.

1. Quickly map out a diagram similar to the example below.
2. Brainstorm to establish the stakeholders of the project - those with a vested interest in the project and its’ outcomes
3. For each stakeholder, establish the key criteria (four or five) by which they will assess the success of the project - what will make them say that the project is a success.
4. Look at the diagram for any major conflicts between stakeholders, and for any stakeholders with difficult requirements.

This should create a diagram similar to the one below:

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Step 2    Develop Terms of Reference/Project Objectives

Developing a project mission statement to satisfy those criteria.

1. Write an overall definition and description of the project and its aims including some reference to cost, time and quality.
2. Then formulate project objectives for each of the major stakeholders.

The resulting terms of reference should resemble the example below:

Project to introduce Project Management Training Overall Description To develop and introduce project management training into the organisation for managers who manage projects as part of their wider responsibilities. Training to be cost effective and start late 1999. Key Objectives For the Managers & Staff; to provide training for managers and staff which is practical and relevant, and which builds skills and confidence in their ability to manage their projects and produce successful outcomes. For Senior Management; to support them with a programme of training which will lead to an increase in the organisation’s project management capability, and a consistent approach to its management of projects. For the IT Unit; to support rather than conflict with the established PMI methodology used by the IT Unit in project managing IT projects. For the Human Resources Unit; to ensure that it has project management training, which is leading edge, which fits with its other training, and which is seen to make a significant contribution to the organisation’s effectiveness and capability.

 

Note:

• We find this approach provides terms of reference with a clear project focus whilst taking account of conflicting stakeholder requirements.
  
• It needs to be done during the initial scoping study (perhaps updated later) and is best done with the project team, possibly supplemented by key stakeholder representatives. This not only creates a better mission statement but is also excellent team-building.
  
• The resulting project terms of reference then provides an excellent basis for the project plan and for discussions with the Project Sponsor and possibly certain key stakeholders.
  
• When agreed with the Sponsor, this then forms the formal project terms of reference.