Phase 2 - Generate alternatives
This phase of the Project Management Process
develops many alternate solutions to achieve the desired outcome, and undertakes the
initial screening, i.e. selection of the best alternatives.
Idea Generation
There are many ways to develop possible solutions, the effort expended being dependent
largely on the type of problem to be addressed e.g.
Ask within the fellowship Brainstorming
sessions Consultants
Spider / mapping diagrams Lateral thinking Experience of others
Information gathering Literature surveys
Involvement
There are multiple ways of looking for solutions but do INVITE INPUT. Plans
fail for lack of counsel, but with many advisers they succeed. Proverbs 15:22
Especially involve all who are affected by the changes that the project will bring. This
input involves people in "ownership" of the project and is the start of the
wider communication process that will be essential if the project proceeds.
Initial selection
Having developed a large list of alternates, the options should be narrowed to one or
maybe two selections. Normally a simple evaluation is sufficient but record the selection
"filters" used and allow others to comment.
Usual filters / eliminators are:-
not meeting the perceived quality required
exceeding a resource limitation - people - cost - time
Competing Forces
The Quality - Cost - Time triangle is a useful representation
of the competition for resources on the Project.
Where in the triangle would you place your Project ?
The relative importance of each aspect must be clearly understood and stated at the
beginning. This ensures the right constraints are exercised in developing the Project and
it also provides the basis for evaluating problems and selecting appropriate solutions.
Quality
It is worth spending time establishing quality requirements in most aspects of the
Project.
It is not just the paint finish or durability of the carpet. It covers both material,
practical and aesthetic considerations. Questions such as - How easily can we adopt the
change ? Will it match / blend with existing facilities ? Is this an investment for our
lifetime ? - should be asked.
Ensure that the quality specifications used in the selection process are clearly
understood.
Many Projects disappoint because expectations are not met, even if specifications are.
Time
End dates are the most usual limitation. Finishing a Project for use at a calendar-based
activity will provide this type of constraint. Mid-Project deadlines may also be relevant.
Few Projects have the luxury of being time independent, but urgency will always add costs.
Establishing the time constraints will help with realistic resource allocation and form
the basis for later planning and scheduling. These activities are the best counter to
potential time-induced cost increases.
Cost
The full cost of a Project includes recognition and valuation of all the resources
expended.
Although finance seems to grab everyone's
attention and monetary issues are hotly debated, little thought is given to the best and
necessary use of other resources.
A major failing in Project management is the
underestimation of manpower required.
A common problem for Churches is the lack of an organisation structure to take on Project
management. Even the smallest of projects requires someone to take on the role
responsibilities of Project manager, treasurer, site manager, publicity officer, fund
raiser, prayer supporter, safety, etc. and on larger projects more specialised roles may
come in to play e.g. lawyer, architect, etc.
Although these may be "contracted out" there is still the need to interface with
the Church organisation at one or more levels.
Review consequential costs :-
non-availability of Project personnel in their usual Church role.
re-allocation of funds to meet Project needs.
burn out of people.
disruption to church life. etc. etc.
Key points
 Generate options.
Select
screening criteria.
Provide
initial cost estimate of proceeding.
Choose
most favourable options.
Check
- Is it worth proceeding ?
Plan
for Phase 3.
My son, preserve sound judgment and
discernment, do not let them out of your sight;
they will be life for you, an ornament to grace your neck. Then you will go on your way in
safety, and your foot will not stumble; when you lie down, you will not be afraid; when
you lie down, your sleep will be sweet. Proverbs 3:21 - 24 |
