Project definition refers to the process of clearly outlining the purpose, objectives, deliverables, and boundaries of a project. It serves as the foundation for planning, execution, and monitoring. A well-defined project includes the following elements:
- Objectives: Clear, measurable goals that the project aims to achieve.
- Scope: The specific tasks, activities, and deliverables that the project will include.
- Constraints: Limits on time, budget, and resources.
- Stakeholders: Identification of those impacted by or involved in the project.
- Risks: Potential challenges or issues that might arise.
- Success Criteria: Benchmarks to measure project success.
- Requirements: are gathered from all stakeholders ,
• Requirements gathering can take a long time
• While project is completed, only the work in PM plan should be done
Project Management Terms (Gold Plating, Scope Creep) of Project Definition
Gold Plating in Project Definition
Gold plating refers to delivering more than what is required or adding extra features or functionality that were not initially part of the project’s agreed-upon scope. It is done without formal approval and often stems from an overzealous desire to exceed expectations.
Examples of Gold Plating:
- Adding extra software features to a product beyond what the client requested.
- Delivering additional marketing materials that were not in the original plan.
Risks of Gold Plating:
- Increases project costs and time.
- May lead to dissatisfaction if the additional features create complications or deviate from the client’s needs.
- Diverts resources from critical tasks.
How to Avoid Gold Plating:
- Stick to the defined project scope.
- Obtain formal approval for any scope changes.
- Regularly communicate with stakeholders about deliverables.
Scope Creep in Project Definition
Scope creep refers to uncontrolled or unauthorized changes and continuous expansion of a project’s scope without adjustments to time, cost, or resources. Unlike gold plating, scope creep often arises from external factors, such as changing client demands or poorly defined project boundaries.
Examples of Scope Creep:
- Adding additional deliverables because the client requests them midway through the project without formally adjusting the project scope.
- Extending deadlines to accommodate newly introduced tasks.
Risks of Scope Creep:
- Delays project completion.
- Leads to budget overruns.
- Causes team burnout due to unforeseen workload.
- Risks project failure due to loss of focus.
How to Prevent Scope Creep:
- Clearly Define the Scope: Develop detailed project requirements in the planning phase.
- Establish Change Control Processes: Require formal approvals for scope changes.
- Communicate Boundaries: Ensure stakeholders understand the agreed-upon scope.
- Regularly Monitor Progress: Use project management tools to identify deviations early.