I.T Project Management
Lecture 3
Imam Razi
Project Definition Document (PDD)
The project team should not commence a project without the project definition document.
PDD determines what the project will do. It documents what we want to accomplish in the
project. This is the document that will define the project.
Why define a project?
i.
ii.
iii.
The PDD provides expected project outcomes
It guides the users (project team) in making decisions like proceeding or the likes
The definition process will enable repeated and refined project definitions
Should the project team commence before the PDD because of management authorizing them?
Have a skeleton version of the PDD that you will be refining in due course.
The elements that should make up the PDD:
Who: who are the potential users, customers & beneficiaries and how can the project create an
impact on them?
What: define the organisation’s goals & objectives that the project will support
Why: define the purpose of the project. Why are you working on the project?
Value: define the business values (benefits, reducing cost etc.)
Scope: what exactly should the project accomplish?
Success criteria: what are the criteria that will meet user/customer expectations?
Process for creating a project definition document (PDD):
1
Summary:
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The customer/client (management) wants something done for them. They hired you and
transmit those ideas which you will capture in the PDDv1
You report to the customer/client what you understood from your initial meeting. Based
on your presentation, the customer/client will decide to go (PDD finalized) or no go
(PDDv2, PDDvn). PDD v 2 and those that follow are based on the refinement of the
project ideas.
Constructing a PDD
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
X.
XI.
XII.
XIII.
XIV.
XV.
XVI.
XVII.
XVIII.
Purpose
Goals/objectives
Success criteria
What’s in/out of scope
Assumptions
Recommended approach
Business drivers
Budget
Schedule
Return on investment (ROI)
Constrains
Risks
Stakeholders
Preliminary schedule
Preliminary estimate
Policies & standards
Legal and regulatory
Competitor drivers
2
A project does not necessarily need to address all these. Go for what is necessary in your case.
How to create your PDD template?
Go to MS words
a. Title page
b. Table of contents
c. Headings for each topic
From this PDD version (MS). You will be preparing a PowerPoint document to be presented to
your customer/client.
Key elements of the PDD (Template)
No
1
2
Element
Purpose
Goals &
Objectives
3
Success
criteria
4
What is in or
out of scope
Assumptions
5
6
Recommende
d Approach
7
Business
Drivers
8
Budget
9
10
Schedule
Return on
Investment
(ROI)
Constrains
11
Definition
Replacing a current system to improve services (business-wise etc.)
▪ Improve business services
▪
▪
Legacy data to be successfully migrated into the new system
The new system is ready for use on a specific date
In scope (what we are going to do):
Out of scope (what we are not going to do):
Does the customer/client have a sufficient budget for adding I.T staff?
Legacy (old) data to be migrated
No generic software is available
This is all about the approaches that will provide a solution to the
customer/client’s requirements.
Which software tool to use?
Initials architecture: desktop or web software
Business drivers are the key inputs and activities that drive the
operational and financial results of a business. We should identify
those and see who the project will seek to improve it. Ex. Improving
services
What is the available budget for the project?
How is it allocated?
Total budget: Le 50,000,000
Allocations: 60% , 40%
Project development must be online to the set data.
How much is the customer/client investing?
And what is the expecting return on investment in maybe 6 months or
a year?
When should the project commence?
When are we expecting the legacy data migration?
3
12
Risk
13
Stakeholders
14
Preliminary
schedule
15
Preliminary
estimate
16
Policies and
standards
Legal and
regulatory
Competitor
drivers
17
18
What if we choose not to go on with the project?
Will it affect the business continuity, our services?
When will this budget be available again?
Know your project stakeholders. Users, customers (management or
higher personnel). Segments of them are the decision-makers.
Based on the information you have gathered, come up with a
preliminary schedule that will help stakeholders decide what to do
and when. Ex.:
o Project planning date: 16th November 2020
o Specification Development: 20th November 2020
o System Release: 31st January 2021
Consulting company/expert (if applicable): Le 5,000,000
Procurement of Hardware infrastructure: Le 20,000,000
Software Development: Le 50,000,000
Security policies:
Standards: None
Legal:
Regulatory: None
Other companies are running a much better system to aid their
services.
Greater competition among companies
Note: All these elements above should be considered. However, if it is not applicable, you can
fill in none to indicate that it was considered and not ignored.
Improving a project definition document
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The table above was your starter list
The PDD topic list will expand from project to projects
Now is time to check if the PDD is sufficiently robust:
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Is it clear why the project is being undertaken?
Is the project scope clear and concise?
Are the project stakeholders on board and focused?
Are the recommended approaches clearly the best options available?
Are the potential risks clearly identified and responses planned for each particular risk?
Have all stakeholders reviewed, agreed, and approved the project to move forward?
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