Chapter 4: Write the Rules: Five Key Documents To Manage Expectations And Define Success

Question 1

What are project rules?

Answer 1

• Writing rules influences three of the success factors (agreement on goals, scope control, management support).
• Defines the basic roles and processes of management.
• Project rules document stakeholders’ expectations and means to change in midstream.
• Management support must be written into project rules.
• Project charter, Statement of work, Responsibility Matrix and Communication plan constitute the project rule.

Question 2

What are the purpose of project rules?

Answer 2

• To bring an agreement among all the stakeholders in a project and to manage their expectations
• To exert control over the scope of the project and to account for changes whenever necessary
• To gain management support to make timely decisions.
• To keep the project team focused and productive

Question 3

What is a project charter?

Answer 3

A formal announcement that the project has begun, identifying the key players and the purpose.

A demonstration of management support for the project and the project manager - getting the right people to sign the charter - project sponsor

Clearly establishes the project manager’s right to make decisions and lead the project - establishes the legitimate authority

Question 4

What is a statement of work?

Answer 4

A clearly documented and accepted expectations, listing the goals, constraints and success criteria.

Also called project scope statement and similar to a contract but not a substitute.

Question 5

What are the 7 minimum contents in SOW (Statement of Work)?

Answer 5

1. Purpose statement - goals and justification for the project
2. Scope statement - all the major work to meet project objectives.
   3 Deliverables - ultimate & intermediate outcomes of the project.
3. Cost and Schedules Estimates - expected cost & duration of the project
4. Measures of Success - specific and measurable goals of the project
5. Stakeholders
6. Chain of Command

Question 6

What is a responsibility matrix?

Answer 6

Responsibility matrix precisely details the responsibilities of each group involved in a project.
- lays out the major activities and the key stakeholder groups responsible for it

Very ideal in case of cross-organizational interactions
- eliminates communication breakdown between departments and organizations

Question 7

What are the steps involved in RAM (responsibility assignment matrix)?

Answer 7

1. List the major activities of the project
2. List the stakeholder groups.
3. Code the responsibility matrix
   R/E - responsible for execution
   A - approval authority
   C - must be consulted
   I - must be informed

Question 8

What is a communication plan?

Answer 8

• Every action in a project involves communication
• Careful planning reduces the risk of a communication breakdown
• A written strategy for getting the right information to the right people at a the right time.