1. Project Definition
Project definition is the process of clearly outlining what the project aims to achieve and its boundaries. It sets the stage for detailed planning by ensuring all stakeholders have a shared understanding of the project.
Project Definition ensures everyone understands the purpose and boundaries of the project.
Features of Project Definition:
- Objectives: What is the project trying to accomplish?
- Example: Increase website traffic by 20% within 6 months.
- Scope: What is included and excluded in the project?
- Example: For a website redesign project, the scope might include the homepage and product pages but exclude backend systems.
- Deliverables: What are the tangible outputs of the project?
- Example: A fully functional e-commerce website.
- Stakeholders: Who is involved or impacted?
- Example: Clients, project team, end users.
- Constraints: What are the limitations (time, budget, resources)?
- Example: A $50,000 budget and a 3-month timeline.
- Assumptions: What are the conditions considered true for planning?
- Example: Key resources will be available throughout the project.
- Success Criteria: How will the project’s success be measured?
- Example: Achieving user satisfaction ratings of 90% or higher.
Outcome of Project Definition:
- A Project Charter or similar document that outlines the above details and provides formal approval to proceed.
2. Project Planning
Project planning is the process of detailing how the project objectives will be achieved. It translates the high-level project definition into actionable steps and strategies.
Project Planning ensures the objectives are met through structured, detailed steps.
Features of Project Planning:
- Work Breakdown Structure (WBS): Breaking the project into smaller, manageable tasks.
- Example: For a website project, tasks may include design, development, testing, and deployment.
- Timeline and Schedule: Estimating how long each task will take and organizing them in a sequence.
- Example: Gantt charts or project schedules.
- Resource Allocation: Identifying the team members, tools, and materials needed.
- Example: Assigning a designer, developer, and QA specialist.
- Budget Planning: Estimating costs and setting a budget.
- Example: Allocating funds for software, hosting, and personnel.
- Risk Management: Identifying potential risks and planning mitigation strategies.
- Example: Risk of delays due to resource unavailability.
- Communication Plan: Defining how and when information will be shared with stakeholders.
- Example: Weekly status updates via email.
- Quality Assurance Plan: Ensuring deliverables meet the required standards.
- Example: Testing website performance before launch.
Tools Used in Project Planning:
- Project management software (e.g., MS Project, Jira, Asana).
- Scheduling tools (e.g., Gantt charts).
- Risk management matrices.
Outcome of Project Planning:
- A Project Management Plan (PMP) that includes schedules, budgets, resource plans, risk management strategies, and more.
Differences Between Project Definition and Planning
| Aspect | Project Definition | Project Planning |
|---|---|---|
| Focus | Establishes “what” the project is about. | Details “how” the project will be executed. |
| Output | Project Charter or Objectives Document. | Project Management Plan (PMP). |
| Timeline | Early phase of the project lifecycle. | After definition, before execution. |
| Level of Detail | High-level overview. | Detailed and specific action plans. |
Relationship Between Project Definition and Planning
- Project Definition Leads to Planning: You cannot plan effectively without clearly defining the project.
- Iterative Process: Planning may refine or adjust the definition as more details emerge.