1. Title
Defining a
Project

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3. Objectives TITLE SLIDE In this lesson you will learn:
The steps in the Define a Project phase of a project
What is contained in a Project Scope of Work document
How to create project goals and objectives
The types of success criteria contained in a Project Scope of Work
The types of Assumptions, Risks and Obstacles that are included in a Project Scope of Work
In this lesson you will learn:
In this lesson you will learn about:
- The steps in the Define a Project phase of project management
- What is contained in a Project Scope of Work
- How to create project goals and objectives
- The types of success criteria contained in the Project Scope of Work
- The types of Assumptions, Risks and Obstacles that are included in the Project Scope of Work

4. Introduction Define the Project
TITLE Factors Used to Determine Project Type
Introduction
Define the Project
The client and the provider work together to identify:
What is needed
Primary deliverables of the project
You may recall from a previous lesson that the first phase of the project management life cycle, Define the Project, focuses on defining the scope of the project.
During this phase the client and the provider work together to identify both what is needed, as well as the primary deliverables of the project. A clear definition of the Project Scope is crucial to project success.

5. Defining the Project - Steps
TITLE Factors Used to Determine Project Type
Defining the Project - Steps
1. Define the project
Steps:
State the problem/opportunity
Establish the project goal
Define project objectives
Identify success criteria
List assumptions, risks, and obstacles
To define the Project Scope, the following criteria must be identified:
- State the Problem or Opportunity
- Establish the Project Goal
- Define Project Objectives
- Identify Success Criteria and
- List Assumptions, Risks and Obstacles
At the end of the phase you should document lessons learned during this phase.
Document lessons learned
Defining the Project - Steps

6. Document lessons learned
Project Scope of Work
TITLE Factors Used to Determine Project Type
Project Scope of Work
Project Scope of Work
1. Define the project
Project Scope of Work
State the problem/opportunity
Establish the project goal
Define project objectives
Identify success criteria
List assumptions, risks, and obstacles
This information is recorded on a document referred to as the Project Scope of Work. The Project Scope of Work is the primary document used to gain management approval. In the next lesson, you will see that the Project Scope of Work is used in the next phase, Developing a Project.
Let’s look at each of the steps in this phase in a bit more detail.
Document lessons learned

7. State the Problem/Opportunity
Clearly state the problem or opportunity
State the Problem/Opportunity
Example:
ABCF is a relatively new microfinance institution. Because ABCF has no defined guidelines or policies in place to help reduce risk, they are hesitant to expand their microlending operations.
Every project should focus on solving a particular problem or addressing an opportunity. Therefore, the first step in defining a project is to clearly state the problem or the opportunity addressed by the project.
An example of a problem and opportunity for an ACCION project is shown here.
“ABCF is a relatively new microfinance institution. Because ABCF has no defined guidelines or policies in place to help reduce risk, they are hesitant to expand their microlending operations.”
The Statement of the Problem or Opportunity must be a clearly stated fact, an accepted truth that gives clear rationale for the project.

8. Establish the Project Goal
TITLE Factors Used to Determine Project Type
Establish the Project Goal
A project goal:
Addresses the problem or opportunity
Gives purpose and direction to the project
States what the project will accomplish
The next step is to establish the project goal. The project goal must clearly show how the project addresses the problem or opportunity. Typically a project has one primary goal that gives purpose and direction to the project. The project goal will be a continual point of reference throughout the project, and should clearly state what the project will accomplish.
Once we have identified the problem or challenge, the next step is to begin identifying the steps necessary to change or improve the situation.

9. Establish the Project Goal (cont.)
TITLE Factors Used to Determine Project Type
Establish the Project Goal (cont.)
“Assist ABCF in defining and implementing a Risk Management Methodology which will in turn benefit self-employed individuals in the community by allowing more opportunities to receive microloans.”
Big picture
A project typically has one goal
A goal can be thought of as our big picture purpose for doing a project. It is through goals and objectives that we represent changes we want to achieve.
Typically a project has only one high-level goal and goals are not always quantifiable or measurable. For our example, our goal may be something like:
“Assist ABCF in defining and implementing a Risk Management Methodology which will in turn benefit self-employed individuals in the community by allowing more opportunities to receive microloans.”

10. Click the Next button to continue
Take a moment and answer the following questions regarding your project for this training.
Record your answers before continuing.
Reflection
What is the problem or opportunity that your project will address?
What is the goal of your project?
Click the Next button to continue

11. Define Project Objectives
TITLE Factors Used to Determine Project Type
Define Project Objectives
The Goal and Objectives define the “scope” of a project
An Outcome:
A Time Frame:
A Measure:
An Action:
4 Parts of an Objective:
a statement of what is to be accomplished
the expected completion date
metrics that will measure success
how the objective will be met
Project objectives should further explain the project goal through a list of specific and detailed objectives. Together the project goal and objectives define the boundaries, or “scope” of the project.
Project objectives may change over the life of the project as the project scope changes.
These objectives should contain four parts:
- An Outcome: a statement of what is to be accomplished
- A Time Frame: the expected completion date
- A Measure: metrics that will measure success
- An Action: how the objective will be met

12. SMART Define Project Objectives (cont.)
SMART Objectives
TITLE Factors Used to Determine Project Type
Define Project Objectives (cont.)
SMART
SMART objectives reflect what the project requires to be successful, and identify exactly how the project will reach its goal.
Click on each of the letters shown here to learn about SMART objectives.
Click on each of the letter to learn about SMART objectives.
Click the Next button when you are ready to continue.

13. SMART Define Project Objectives (cont.) Specific:
TITLE Factors Used to Determine Project Type
Define Project Objectives (cont.)
Specific:
Is the desired outcome clearly specified?
SMART
SMART objectives reflect the projects need to results and help to identify exactly how the project will reach its goal.
Click on each of the letters shown here to learn about SMART objectives.
Click on each of the letter to learn about SMART objectives.
Click the Next button when you are ready to continue.

14. SMART Define Project Objectives (cont.) Measurable:
TITLE Factors Used to Determine Project Type
Define Project Objectives (cont.)
Measurable:
Can the achievement of the objectives be quantified and measured?
SMART
SMART objectives reflect the projects need to results and help to identify exactly how the project will reach its goal.
Click on each of the letters shown here to learn about SMART objectives.
Click on each of the letter to learn about SMART objectives.
Click the Next button when you are ready to continue.

15. SMART Define Project Objectives (cont.) Achievable:
TITLE Factors Used to Determine Project Type
Define Project Objectives (cont.)
Achievable:
Can the objective realistically be achieved with the available resources?
SMART
SMART objectives reflect the projects need to results and help to identify exactly how the project will reach its goal.
Click on each of the letters shown here to learn about SMART objectives.
Click on each of the letter to learn about SMART objectives.
Click the Next button when you are ready to continue.

16. SMART Define Project Objectives (cont.) Relevant:
TITLE Factors Used to Determine Project Type
Define Project Objectives (cont.)
Relevant:
Is the objective relevant to the program’s goal and the ACCION mission?
SMART
SMART objectives reflect the projects need to results and help to identify exactly how the project will reach its goal.
Click on each of the letters shown here to learn about SMART objectives.
Click on each of the letter to learn about SMART objectives.
Click the Next button when you are ready to continue.

17. SMART Define Project Objectives (cont.) Time-Bound:
TITLE Factors Used to Determine Project Type
Define Project Objectives (cont.)
Time-Bound:
In what time period will the objective be achieved?
SMART
SMART objectives reflect the projects need to results and help to identify exactly how the project will reach its goal.
Click on each of the letters shown here to learn about SMART objectives.
Click on each of the letter to learn about SMART objectives.
Click the Next button when you are ready to continue.

18. Define Project Objectives (cont.)
TITLE Factors Used to Determine Project Type
Define Project Objectives (cont.)
Example objective:
Prepare a Risk Management Manual which includes the main definitions and conditions about the credit products to be implemented in the business (new loans, renewals and collections) to be presented to the regulators before June.
An example of a project objective would be something like Prepare a Risk Management Manual which includes the main definitions and conditions about the credit products to be implemented in the business (new loans, renewals and collections) to be presented to the regulators before June.
Notice that this objective is Specific, Measurable, Achievable, Relevant and Time-bound.

19. Click the Next button to continue
Take a moment and record the following regarding your project for this training.
Reflection
What are the SMART objectives for your project?
Click the Next button to continue

20. Identify Success Criteria
TITLE Factors Used to Determine Project Type
Identify Success Criteria
Express the bottom-line impact of the project
State the Problem/Opportunity
Example:
Acceptance by ABCF of the proposed risk management methodologies.
Answers the question:
How will we know if this project was successful?
Once you have established the project objectives, you should identify success criteria. Success criteria should express the bottom-line impact of the project, and express the typical benefits sought after by management of the organization as well as the client. It should answer the question, How will we know if this project was successful? This is an important opportunity to sell the importance of the project. Success criteria is often used to identify the business value of a project. Here is an example of a success indicator for this project: Acceptance by ABCF of the proposed risk management methodologies.

21. List Assumptions, Risks and Obstacles
TITLE Factors Used to Determine Project Type
List Assumptions, Risks and Obstacles
Identify any factors that may inhibit project success
Assumptions
Risks
Obstacles
The last step in defining the project is to identify what is being assumed by all parties involved, as well as to alert management to any factors that may inhibit project success, or cause project scope creep during the life of the project.
By identifying assumptions and risks before the project begins, the project team is better equipped to deal with problems as they arise. It is important to be honest when identifying project risks and obstacles. When there are a great number of risks identified, you may have to re-define and narrow the project scope.

22. List Assumptions, Risks and Obstacles (cont.)
TITLE Factors Used to Determine Project Type
List Assumptions, Risks and Obstacles (cont.)
Areas that may inhibit project success:
Technological
Environmental
Interpersonal
Political
There are several areas that may inhibit project success. A few examples include:
- Technological problems
- Environmental issues such as natural disasters
- Interpersonal problems, and
- Political issues
- An example of an assumption: Management of both ACCION and the microfinance institution will be involved in procuring data gathering techniques and evaluation processes
- Examples of a risk: potential issues with technologies involved with data collection; external threat of a political situation in the microfinance institution’s country
Assumption example: Management of both ACCION and the MFI will be involved in procuring data gathering techniques and evaluation processes
Risk example: potential issues with technologies involved with data collection; external threat of political situation in country of MFI

23. List Assumptions, Risks and Obstacles (cont.)
TITLE Factors Used to Determine Project Type
List Assumptions, Risks and Obstacles (cont.)
Project Scope of Work
Risk Management Plan
Risk Management Plan
Project Risk Prioritization Matrix
Project Risk Prioritization Matrix
Optional
In addition to documenting project risks on the Project Scope of Work, the Risk Prioritization Matrix, as well as the Risk Management Plan may be used.
[*] - The Project Risk Prioritization Matrix is designed to help Project Managers in the identification and prioritization of project risks and their related responses.
[*] - The Risk Management Plan documents the procedures used to manage risk throughout the project.
Optional

24. Document Lessons Learned
TITLE Factors Used to Determine Project Type
Document Lessons Learned
What worked well and did not work well during this phase?
Lessons Learned
Once the defining the project phase is complete, you should reflect on this phase of the project to identify lessons learned.
What worked well and did not work well during this phase? Depending on the project, this step may not always be necessary for this phase.
This information is informally summarized in a document which should include both successes and failures of this phase.

25. Choices

26. Sequence

27. Click the Next button when you are ready to continue
ASSIGNMENT
Attachments
Apply what you have learned in this lesson by completing the following activity:
Reflection
Begin creating your own Project Scope of Work document for your project by completing the Project Goal, Objectives, Risks/Assumptions and Success Criteria.
Use the Attachments button (top right) to access a sample Project Scope of Work as well as a blank Scope of Work document.
When complete, the finished document to your course instructor.
Click the Next button when you are ready to continue

28. End of Lesson
End of Lesson