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Project charters |
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Many people who set out to learn to use Microsoft Project, do not properly appreciate the need to accurately define the scope of the project before they begin. They fail to determine the logical steps involved in producing the so-called deliverable for the project before they begin. This leads to great difficulty in the successful implementation of a Microsoft Project. Build a project charter first.We believe that it is important to 'tie down' what really is the product, the manufacturing process, the service or whatever it is that you have the responsibility of delivering. We have seen many instances where a project fails, because no clear understanding was reached either in the mind of the project manager, vendor and/or the client, before the project started. It is perhaps more important for the project manager to make sure that everyone understands the scope of the project before beginning than it is for the 'client'. Clients will often change the scope of the project as it develops. They cannot be charged for this, or take responsibility for changes, unless a proper project definition exists. Unfortunately, the task of preparing a a proper charter often falls on the shoulders of a business development/project manager on the vendor side of the equation. This is unfortunate, because you often do not get paid for doing work which should really be done by the client.
Please read Appendix A of the text book at this stage of your learning. It will not take long and the time spent will be handsomely rewarded. Why is it important (from the MS Project point of view) to scope a project ?If you take the trouble to create a proper charter before you begin using Microsoft Project, you will be able to set the project up much more efficiently and communicate ideas to everyone involved than you will if you ignore this simple, but fundamental step, and jump straight in and start the project. So, what's a project charter?A project charter is sometimes called a Project Definition or Project Plan or Scope, but these latter terms really mean something else. They also mean different things to different people. A project charter simply defines accurately in the mind of the person(s) doing the job (project) and those asking for the job to be done, (the clients) the scope and the tasks that will be completed in order to get the job done efficiently. It has enough detail in it such that the participants attending initial meetings can be clear about what is to be done and that they can make sure that the project is aligned with the needs of the business. The plan stays at a 'high level', focussing on the 'big picture'. Detailed project and resources plans can come later after everyone agrees what has to be done; detailed planning is the part you do with Microsoft Project! Project charters - how are they organized?Project charters have a number of clearly defined sections (stages). These are listed in the (sample) table below, together with a brief summary of the content and actions which need to be undertaken at each stage. In order to illustrate the concept of a project charter, we have included examples taken from some imaginary projects to illustrate what we mean. Click on the hyperlink for the project most applicable to the type of work that you do. The sample projects involve:
Project charter for the development of a New Drug Application Here we assume that you are the project manager for a biotechnology company and have been charged with the responsibility of leading a team which is going to bring a new drug to market. Your first step is to gain approval for marketing from the Therapeutic Goods Authority.
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Experience tells us though that
preparing a project charter is the best
unpaid work that you will ever do, especially on large projects.
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1. Determine the assignment (project brief or project objective) |
Here the project is defined in general terms, concentrating on the expectations of the client. The goals and objectives of the project are described, but the goals are kept very general indeed. The statement must be very very short. An example follows: "Atlantis Biotechnology wishes to license from the University of Wahoo, a newly discovered biologically active molecule and intends to register it with the American Food and Drug Administration (the FDA) for use in humans as a treatment for flat feet!" This is obviously a nonsense statement, but can you see that it focuses on what is to be done at the very highest level. |
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2. Determine that scope of the project. The initial scope - deliverable. [Later there will be a need to set up a mechanism to manage scope variations - you will need an issues log and a change log to manage these.] |
What is to be delivered? (a) "A successful new drug application (NDA) filed with the FDA." Is there anything else? Yes! (b) "Widen the claim for the molecule to include at least one more indication - this new drug might solve the problem of memory loss." |
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3. Logical Scope
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[What have the users asked for? What documents relate to the request? What meetings were initially held to define the project?] |
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(a) User specification [Has the client - management or the board of directors- given any sort of specification?] "The board has taken a strategic review of the direction of this company (Atlantis Biotechnology) and has identified that over the next 5 years there is an urgent need to get more drugs into the company development 'pipeline'. The company intends to take drug candidates from discovery to successful clinical trials in humans. It then wishes to license its technology to multi national drug companies. The company understands that this can only be done when a successful NDA has been filed. The business development group in Atlantis Biotechnology has identified a discovery of a made by Wahoo University in an extract of the plant species Dianella revoluta." (b) Scope [Now a somewhat more detailed specification (scope) of what is to be done. Here we give details of the project. Note that the final scope will almost certainly be very large, but here we try and stay at a deeper level than the broad brush big picture view, but not go into great depth on individual parts of the proposed program. We will return at later stages to define and implement further work] Title: Develop a New Drug Application (NDA) "Develop and submit an application for registration of an extract of Dianella revoluta as a treatment for flat feet." Stages in the project 1. Set up licence & patent agreements The University of Wahoo holds the patent on a molecule. We need to check the status of the patent. It is important to ensure that Atlantis Biotechnology can be properly licensed to commercialize the molecule. Atlantis Biotechnology requires exclusive rights for 15 years. 2. Conduct market survey Research the potential market for a drug of this type. How large is the market? Our business development team needs to show us that there is a genuine case for going to market. 3. Review the basis for the claim. Atlantis Biotechnology staff are required to conduct a check of the experimental evidence backing the claim. 4. Proof of concept We need to arrange for an independent laboratory to confirm proof of concept. In other words does it do what the patent claims that it does do. This may mean that the molecule is taken from the University to a Contract Research Organization and the experiments on which the claim is made are repeated. 5. Develop formulation The molecule needs to be incorporated into a suitable drug delivery vehicle. Our drug formulation group needs to become involved in this project. 6. Develop toxicology testing plan The molecule needs to best tested for safety in animals along with the drug delivery vehicle - the cream or whatever it is that we use to hold the active ingredient. 7. Develop clinical testing plan We need to plan for Phase 1a testing (Escalating safety doses in human volunteers - a safety study) and Phase 1 testing (an efficacy study in human volunteers) and Phase 2 testing (large scale efficacy study). Our Clinical trials team needs to be involved in this. 8. Produce product information file The Intellectual Property group will need to be involved along with outside lawyers. 9. Address regulatory requirements 10. Produce NDA & submit to FDA Inclusions: Part (a) above Exclusions: Part (b) under 2. above, is to be completed later under separate contract. Resources needed All internal staff groups not directly involved in production will be involved - Drug Development Group, Research Methods Group, Quality Control, Quality Assurance, Administration and Finance. External consultants as required Temporal scope To be completed by 31 March , 2008 Quality audit An independent project management organization will review project status every 12 months and report directly to the board of directors. Standards The following standards are to be met: Code of Good Laboratory Practice (GLP), Code of Good Clinical Practice (GCP), Budget Estimated cost of the project is $USD3.45 million Risk management. Competition from other molecules being developed by other companies, the strength of patent protection, intellectual property are to be considered. |
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The above completes the draft project charter. Can you see that you now you have enough material to call the first meeting of the project steering committee? As a considerable bonus, you have the bones of the structure of what you will take to MS Project. Subsequent meetings of steering committee We would argue that subsequent meeting should deal with some of the topics listed below. Then and only then, will you have enough material to begin using Microsoft Project to successfully manage a project. |
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Project Management Approach Who will manage this project from our side? What reporting methodologies will be used? How will the development team be managed? What team methodologies will be used? How will you schedule steering meetings. Work breakdown schedule - things to consider: Additional staff? Staff movements? Skills matrix and identification of gaps? Staff training? Project roles and responsibilities? Team leaders? Availability of teams? Timesheets and progress payments? Exit management strategy? Approval of expenditure? Getting approvals? Standards- ISO. Creation of internal standards? Who is to provide QA services? Internal QC services? Internal auditing? What tools will be used? - selection of tools, purchase of tools, IT support, reviewing new tools. Review
Please review your knowledge of the material in this module before progressing to the next stage. Use the back button on your browser to return to the menu of modules. If you are taking the course by online learning, click on the Project1 link at the top of the page. |
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Project Charter for a Mechanical Engineering company
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1. Determine the assignment (project brief or project objective) |
Here the project is defined in general terms, concentrating on the expectations of the client. The goals and objectives of the project are described, but the goals are kept very general indeed. The statement must be very, very short. An example follows: "BrewersStandard Pty Ltd wishes to license from the University of Eastern Sydney, a newly patented idea for a custom lifting bed for infirm patients who are being cared for at home. The company intends to create a prototype and register the design with registrations in the US, Europe and Australian markets!" This is obviously a nonsense statement, but can you see that it focuses on what is to be done at the very highest level. |
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2. Determine that scope of the project. The initial scope - deliverable. [Later there will be a need to set up a mechanism to manage scope variations - you will need an issues log and a change log to manage these.] |
What is to be delivered? (a) "A prototype device and successful registration of the design in the nominated markets." Is there anything else? Yes! (b) "The registration of the device will be widened to cover Asia at a later date, so cognizance of that should be taken of that need in developing the project." |
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3. Logical Scope
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[What have the users asked for? What documents relate to the request? What meetings were initially held to define the project?] |
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(a) User specification [Has the client - management or the board of directors- given any sort of specification?] "The board of BrewersStandard has taken a strategic review of the direction of the company and has identified that over the next 5 years there is an urgent need to diversify the range of products the company manufactures either in-house or via out licensing and is determined to get more products into the company development 'pipeline'. The company intends to develop products from discovery to the production of a successful prototype. Rather than manufacture all products itself which has been the aim thus far, it wishes to out license its technology to Asian companies. The company understands that this can only be done when a successful prototype has been filed. The business development group in BrewersStandard has identified the need for home care products as the population of 'baby boomers' ages rapidly. (b) Scope [Now a somewhat more detailed specification (scope) of what is to be done. Here we give details of the project. Note that the final scope will almost certainly be very large, but here we try and stay at a deeper level than the broad brush big picture view, but not go into great depth on individual parts of the proposed program. We will return at later stages to define and implement further work] Title: Develop and test a prototype of a novel lifting mechanism for infirm home based patients. "Develop and submit an application for registration of the device design to several registration bodies." Stages in the project 1. Set up licence & patent agreements The University of Eastern Sydney holds the patent for a design for a lifting bed which appear to have promise. The design was the result of a PhD project carried out by a research student at the University. We need to check the status of the patent. It is important to ensure that BrewersStandard can be properly licensed to commercialize the design. We need to ensure that BrewersStandard can maintain exclusive rights to the design for 15 years. 2. Conduct market survey Research the potential market for this product. How large is the market? Our business development team needs to show us that there is a genuine case for going to market. 3. Review the basis for the claim. BrewersStandard staff are required to conduct a check of the experimental evidence backing the claim. 4. Proof of concept We need to arrange for an independent laboratory to confirm proof of concept. In other words does it do what the patent claims that it does do. This may mean that the design is taken from the University to an independent Contract Research Organization and the experiments on the prototype which the claim is made are repeated. 5. Develop industrial design The design needs to be wrapped up into a suitable 'space age' casing. Our industrial design group needs to become involved in this project. 6. Develop safety testing plan Patient safety is going to be crucial to the success of the device. The device needs to be thoroughly tested. 7. Develop clinical testing plan We need to plan for testing in an aged care facility. 8. Produce product information file The Intellectual Property group in BrewersStandard will need to be involved along with outside lawyers. 9. Address regulatory requirements 10. Produce submission & submit to registration bodies. Inclusions: Part (a) above Exclusions: Part (b) under 2. above, is to be completed later under separate contract. Resources needed All internal staff groups not directly involved in production will be involved - Marketing Group, Research Methods Group, Quality Control, Quality Assurance, Administration and Finance. External consultants as required Temporal scope To be completed by 31 March , 2008 Quality audit An independent project management organization will review project status every 12 months and report directly to the board of directors. Standards The following standards are to be met: Code of Good Manufacturing Practice (GLP), Budget Estimated cost of the project is $AUD 2.45 million Risk management. Competition from other devices being developed by other companies, the strength of patent protection, intellectual property are to be considered. |
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The above completes the draft project charter. Can you see that you now you have enough material to call the first meeting of the project steering committee? As a considerable bonus, you have the bones of the structure of what you will take to MS Project. Subsequent meetings of steering committee We would argue that subsequent meeting should deal with some of the topics listed below. Then and only then, will you have enough material to begin using Microsoft Project to successfully manage a project. |
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Project Management Approach Who will manage this project from our side? What reporting methodologies will be used? How will the development team be managed? What team methodologies will be used? How will you schedule steering meetings. Work breakdown schedule - things to consider: Additional staff? Staff movements? Skills matrix and identification of gaps? Staff training? Project roles and responsibilities? Team leaders? Availability of teams? Timesheets and progress payments? Exit management strategy? Approval of expenditure? Getting approvals? Standards- ISO. Creation of internal standards? Who is to provide QA services? Internal QC services? Internal auditing? What tools will be used? - selection of tools, purchase of tools, IT support, reviewing new tools. Review
Please review your knowledge of the material in this module before progressing to the next stage. Use the back button on your browser to return to the menu of modules. If you are taking the course by online learning, click on the Project1 link at the top of the page. |
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