Project Management Definition Phase

Prof.V.Seshadri NMIMS University

PHASE 2: DEFINITION
Project Definition System Definition User and system requirements

Prof.V.Seshadri Ref 1 Ch 4 Definition

PHASE 2: DEFINITION
Definition phase involves the Analysis of the Solution. It has 2 objectives: 1. Determination of final, detailed system requirements and specifications 2. Preparation of detailed project plan
Ref 1 pg 141

Prof.V.Seshadri Ref 1 Ch 4 Definition

Determination of system specifications

The Users needs are translated into User Requirements. The User requirements are translated into System Objectives. From the System objectives the System specifications are derived.

Prof.V.Seshadri Ref 1 Ch 4 Definition

System specifications
User needs are converted to clear requirements after thorough discussions with all sections of Users. From these requirements the functional requirements ( also called engineering specifications or system objectives) are devolved. For large and complicated projects, particularly for New Product Development projects (NPD), special tools such as QFD is used for this purpose.
Ref 1 pg 143 Prof.V.Seshadri Ref 1 Ch 4 Definition 5

Quality Function Deployment (QFD)

QFD is a methodology for defining customer needs and requirements as well as keep everyone in the project team focused on them. It translates customer needs into specific characteristics (engineering/tangible specifications); and helps identify the system processes and production norms to achieve the needs. QFD is a planning tool. It represents a process for integrating cross functional teams and project activities.
Ref 1 pg483 Prof.V.Seshadri Ref 1 Ch 4 Definition 6

QFD
QFD is a planning tool. It is a management planning process for the development of a new product/process/service or major improvements in existing It is invaluable in planning of projects where it helps the project team to translate customers requirements into system specifications and plan for the design and processing to produce the system.
Ref 1 pg 483

Prof.V.Seshadri Ref 1 Ch 4 Definition

DEFINITION 2

WE MAY THINK OF QFD AS THE ACT OF TAKING THE VOICE OF THE CUSTOMER (OR USER) ALL THE WAY THROUGH PRODUCT DEVELOPMENT TO THE FACTORY FLOOR AND OUT INTO THE MARKETPLACE
Prof.V.Seshadri Ref 1 Ch 4 Definition 8

DEFINITION 3

QFD IS A SYSTEM FOR TRANSLATING CUSTOMER REQUIREMENTS INTO APPROPRIATE COMPANY MEASURES AT EACH STAGE FROM RESEARCH

AND PRODUCT DEVELOPMENT

TO

ENGINEERING AND MANUFACTURING TO MARKETING/SALES AND DISTRIBUTION.

Prof.V.Seshadri Ref 1 Ch 4 Definition 9

Customer Requirements Ceiling Fan

1. I should get more breeze 2. Should get good breeze even at a distance 3. Running cost should be low

4. Should not be noisy

Prof.V.Seshadri Ref 1 Ch 4 Definition 10

Company Measures for I should get MORE BREEZE

1. AIR DELIVERY As per standard Present Value: 1000 cfm (minimum) Target Value: 1200 cfm (minimum)
Prof.V.Seshadri Ref 1 Ch 4 Definition 11

Company Measures for should get GOOD breeze EVEN AT A DISTANCE

Drop in Air Delivery at 10 foot distance under standard conditions Present: 30% Target: 10%
Prof.V.Seshadri Ref 1 Ch 4 Definition 12

Company Measures for running cost should be low

Power Consumption: Present: 80 Watts Target: < 80 Watts
Prof.V.Seshadri Ref 1 Ch 4 Definition 13

Company Measures for should not be noisy

Decibel Level: Present: 75 db. Target: 65 db

Prof.V.Seshadri Ref 1 Ch 4 Definition

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Design Deployment for Air Delivery 1200 cfm

Parameter Motor rpm Blade Angle Present 200 280 Proposed 260 -280

10 - 20 deg 20 25 deg 10%

Change in 50% angle with time

Prof.V.Seshadri Ref 1 Ch 4 Definition

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QFD House of Quality

Prof.V.Seshadri Ref 1 Ch 4 Definition

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Deploying quality Functions

Prof.V.Seshadri Ref 1 Ch 4 Definition

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System Specifications - common factors

1. Compatibility 2. Commonality 3. Cost- effectiveness 4. Reliability 5. Maintainability 6. Testability 7. Availability 8. Ease of Use 9. Robustness 10. Ease of Growth or enhancement
Prof.V.Seshadri Ref 1 Ch 4 Definition Ref 1 pg 145 18

Detailed Project Planning

The contractor/SDO expands the Project Team with key members who have necessary expertise and functional specialisations to formulate a detailed project report
Ref 1 pg 149

Prof.V.Seshadri Ref 1 Ch 4 Definition

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Detailed Project Plan contents

Detailed User Requirements, system Objectives & system Specifications Work schedules, and deadlines Budgets, cost accounts and a cost control system Detailed WBS & work packages Areas of high risk, uncertainty & contingency plan
ref 1 pg 149
Prof.V.Seshadri Ref 1 Ch 4 Definition 20

Detailed Project Plan contents contd.

Personnel plan & Resources utilization plan Quality plans System Testing plans Documentation plans Change control & work review plans Initial plans for implementing the system
Ref 1 pg 149
Prof.V.Seshadri Ref 1 Ch 4 Definition 21

Detailed Project Planning

1. User requirements. System objectives, system specifications 2. Work Schedules and deadlines 3. Budgets, cost accounts and cost control system 4. WBS and cost packages 5. Areas of high risk, uncertainty and contingency plans 6. Personnel plans & Resource utilization plans 7. Quality Plans 8. Plans for testing of system 9. Documentation plans 10. Change control & work review plans 11. Initial plans for implementing the system Prof.V.Seshadri Ref 1 Ch 4
Definition

22 Ref 1 pg 149

Project Quality
There are two aims of a quality oriented project: Produce correct end-item Produce it in the correct way The second aim concerns the process of conducting a project. It will ensure that the work performed in Phase C will actually result in an end-item that meets the requirements and continues to do so during operation ( quality of conformance) For this purpose, it would be essential to specify the entry- process exit conditions of each work package which make up the total system to be delivered.
Ref 1 pg 150 23

Prof.V.Seshadri Ref 1 Ch 4 Definition

System Defects
The quality plan should address ways for identifying and correcting as many defects, problems, mistakes or non-conformities as possible and as soon as possible. However, in most projects there should a trade off between defects and time and cost. This is called the concept of good enough quality
Ref 1 pg 151 Prof.V.Seshadri Ref 1 Ch 4 Definition 24

Work completed in Phase B

a) b) c) d) e)

Contractor defines and scrutinizes the elements and subsystems of the proposed project Project team is formed/expanded and following are defined: Resources required Performance required Major subsystems involved Major Components, support systems, systems interfaces Project cost breakup and schedules Contractor makes a comprehensive Feasibility plan of Activities, Schedules, Budgets and Resources necessary to design, build and implement the system. This is included in the Project Proposal which is submitted to the User as specified in the RFP. The User studies the Proposal and chooses the best contractor/SDO for execution of the project (Phase C)
Ref 1 pg 151

Prof.V.Seshadri Ref 1 Ch 4 Definition

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