- Project Identification and Selection
Q: When does the “Project Identification” process begin?
A: At the start of the Initiating Phase, when a need, problem, or opportunity is recognized.
Q: What are the three common ways projects are identified?
A: 1. Organizations’ strategic planning.
2. Response to unexpected events.
3. A group organized to address a specific need.
Q: What is the goal of Project Selection?
A: To evaluate needs, costs, and benefits to decide which projects will result in the greatest overall benefit to the organization.
Q: List the four steps in the Project Selection process.
A: 1. Develop a set of evaluation criteria.
2. List assumptions.
3. Gather data and information for each opportunity.
4. Evaluate each opportunity against the criteria.
- The Project Charter
Q: What is a Project Charter?
A: A document that formally authorizes a project and establishes the framework for developing the baseline plan.
Q: What are the primary purposes of a Project Charter?
A: * Provides sponsor approval.
Commits funding.
Summarizes key conditions and parameters.
Q: Name at least 8 elements that may be included in a Project Charter.
A: 1. Project title
2. Purpose (Rationale)
3. Description
4. Objective
5. Success criteria/benefits
6. Funding amount
7. Major deliverables
8. Acceptance criteria
9. Milestone schedule
10. Key assumptions
11. Constraints
12. Major risks
13. Approval requirements
14. Project Manager & Sponsor authority
- Request for Proposal (RFP)
Q: What is a Request for Proposal (RFP)?
A: A document prepared by a customer to invite proposals from potential contractors to help them solve a problem or address a need.
Q: What should be included in a “Statement of Work” (SOW) within an RFP?
A: A clear description of the tasks or work elements the customer wants the contractor to perform.
Q: Why are “Customer Requirements” critical in an RFP?
A: They define specifications, standards, and performance attributes that the contractor’s solution must meet.
Q: What are “Deliverables” in an RFP?
A: The tangible items (reports, software, equipment) that the contractor must provide during the project.
Q: What is a “Milestone Schedule” in an RFP?
A: A list of target dates or time frames for the completion of key deliverables.
- The Solicitation Process
Q: How do customers solicit proposals?
A: By notifying potential contractors that an RFP is available, often through advertisements or by inviting a “shortlist” of known reliable contractors
Q: Does every project life cycle require an RFP and a proposal?
A: No. Some projects move directly from identification/selection into planning and performing (internal projects). RFPs are generally used when external resources (contractors) are needed.
- Critical Success Factors (Chapter 2)
Q: Why is it important to “clearly identify the need” before starting?
A: To determine if the project is actually worth pursuing and to ensure the outcome meets the customer’s true expectations.
Q: What is the “Assumptions” list in project selection?
A: A list of factors that are considered to be true or certain for the purpose of evaluation (e.g., availability of certain technology or funding).
Q: What is the key benefit of a formal Project Charter?
A: It ensures everyone is on the same page regarding the project’s scope and authorization before money and time are spent on detailed planning.
