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Define the Business Need/Opportunity or Requirement
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The best way to get a project approved is to identify the opportunity, benefit, or business need for the project If the benefits (results of the project) outweigh the cost and time to create the product or service, then the project proposal should be an easy sell If the project is to satisfy a safety or regulatory compliance requirement, it may be mandated
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Most companies or organizations have project review boards or PMOs that serve as a governing body to determine which projects are worthy to be funded and chartered/ approved
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The project statement, justification, or proposal should explain, in clear business terms, how the project will address specific needs or opportunities Why should the company spend time and money on this project Here are some examples of how to help satisfy business needs, opportunities, or a regulatory requirement:
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Streamline/improve quality, reliability, or effectiveness of a product or the efficiency of a service, procedure, or operation Meet mandated or regulatory compliance requirements of an internal or external authority (Sarbanes-Oxley, OCC, OSHA, FDA, ISO, ITIL, and so on)
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4: Project Integration Management
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Reduce operating or overhead costs or increase revenue Gain market share or provide a strategic business advantage Improve the skills of the team to enhance their ability to perform more effectively (through education, on-the-job training, or mentoring)
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Here are some additional details that can (or should) be provided in the discussion of the business need/opportunity to help provide a better understanding of the project:
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How the need/opportunity was recognized and who benefits A best estimate of the size or impact of the need/opportunity in specific terms Results or contributing factors, such as increased workload, reduction in staff, budget or time constraints, increased risk, and the need to introduce new technology Alternatives, risk analysis, advantages, and disadvantages The potential cost of the project if approved and the potential cost if no action is taken (for example, a continued failure rate of 15 percent if no action is taken) You should be as specific as possible with failure or improvement rates
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Remember, the information you provide in the project proposal will help the project sponsors make informed decisions and will help promote support for the project The business need or opportunity can be better justified if it is based on sound information and facts Unfortunately there are many variables and you may not always have the answers
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Famous Words in Project Management: It Depends
A fellow PM instructor (and friend of mine) frequently says, The two magic words in project management are It depends This is true because every project tends to be unique in one way or another No matter how many times a project is performed, many variables make each time different, and the way the project is managed depends entirely on these variables Project managers have to be able to solve problems, handle different situations, and be able to think on their feet to come up with the best answer based on the information available at that time If it were easy, anyone could do it, right
PMP Certification: A Beginner s Guide
Project Methodology and Sample Checklist
In the PM classes I teach at businesses and universities, two questions are frequently asked by my students:
What is a project methodology Are sample checklists and templates available for the different aspects of a project
I ll answer the second question first: Yes, hundreds of sample checklists and templates are available from the Internet and from fellow project managers Project managers are usually more than willing to share their tools and techniques, such as checklists, sample documents, and so on To get an idea of what is available, simply perform an Internet search for PM Templates Some are available at a fee, of course, but many are free shareware One such website (discovered by a student in my class) is a website showing a fantastic list of templates They are explained clearly, organized well, and cover a host of topics on project management The website is owned by Dr Gary Evans, PMP, and the URL is http://wwwcvr-itcom/PM_Templates/ The templates from CVR/IT Consulting LLC are free for personal use, or for governmental and nonprofit agencies However, there is a nominal licensing fee for commercial use, which is well worth the cost Now let s tackle the first question: What is a project methodology Per Wikipedia, methodology is defined as follows:
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