Phase 3
- Define the solution
This stage develops detailed requirements for
the project, until a single choice can be made and then defines the Project until all the
work is specified. The level of detail for each part of the work is developed until it can
be specified with an acceptable level of risk. This is a key point in developing final
success criteria.
The Project Plans, Schedules and
Budgets
Plans determine what is to be done and how it will be carried out.
Schedules determine when they are to be done.
Budgets determine what the expected cost will be.
Many detailed Project Planning / Scheduling
tools are available.
Use one that reflects the scale and complexity of the project.
In essence they all provide a structured approach to help the Project team to :-
� Establish a list of all work to be done (
Work or Activity Breakdown Schedule )
� Establish who will do it / be responsible for it ( Responsibility and Authority matrix
)
� Estimate the time for each activity (Bar charts / Gantt Charts )
� Determine what sequence of work is required ( PERT charts / Critical path analysis )
"All this," David said, "I
have in writing from the hand of the LORD upon me, and he gave me
understanding in all the details of the plan." 1 Chronicles 28:19
Budgeting
The financial estimate for the Project completion is usually one of the success
criteria. However, no estimate is absolute. It has an associated risk that will decrease
as more effort is invested in defining and detailing the work to be done. The list below
indicates some areas of improving the scope definition to allow improved estimate accuracy
:-
Fixed scope / requirements Architect plans
Site investigations Clear contracts
Detailed Quotations Quality specifications
Preliminary engineering detail
"Suppose one of you wants to build a
tower. Will he not first sit down and estimate the cost to
see if he has enough money to complete it? For if he lays the foundation and is not able
to finish it, everyone who sees it will ridicule him, saying, `This fellow began to build
and was not able to finish.' Luke 14 : 28 - 30
Finance
The provision of finance may be included as part of the Project or seen as
outside of it.
It must be clear how the Project is to be financed and, if it is part of the Project, then
this is the stage at which it is specified. N.B. Financial approval is not given in
isolation, but is integral with all other aspects of the Project approval i.e. the quality
specified and the urgency imposed.
Financial approval ( endorsing specification and timing ) is sought at the completion of
this Phase.
Funding philosophies and methods are outside the scope of this Project Management outline.
Plans Plans Plans
You cannot over-estimate the need for and benefit of planning.
The act of committing your thoughts to paper for any job will start the discipline of a
rational approach. It also becomes the foundation for all control of a project.
Without planning you cannot manage a project, only react to its progress !
The extent of planning will reflect the
project type and complexity, but all projects require planning in some of these areas :-
| Organisation |
Milestone
schedule |
Funding |
Contracting |
| Assessment |
Quality |
Design |
Start-up |
| Construction |
Specialist
participation |
Materials
management |
Safety |
| Cost
management |
Information
management |
|
|
"It is not good to have zeal without
knowledge, nor to be hasty and miss the way." Pr. 19 : 2
"The plans of the diligent lead to profit as surely as haste leads to poverty."
Proverbs 21 : 5
"Commit to the Lord whatever you do, and your plans will succeed."
Proverbs 16 : 3
Key points
 Finalise
option choice
Provide a detailed
work list
Detail the resources
required :- People, materials, equipment
Make a detailed cost
estimate
Establish measurable
success criteria for the Project
Provide Project
plans
Get approval to
proceed
CAUTION
This is an age of bureaucracy and legislation. Although much can and should be achieved
with willing help from within the fellowship, there is a need to involve specialist help
in almost all areas. Special attention is drawn to the Construction, Design and Management
Regulations and the Health & Safety at Work Act. Finance, Insurance and Engineering
Specialists all have a part to play if only on a preliminary consultation basis. Much help
is available from denominational resources - use it. |
