Project Definition Checklist

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1. Concept.
   • Identify the need for launching the project.
   • Define the problem that is caused by the need.
   • Identify opportunities you gain in case the project addresses the problem.
   • Set the project purpose based on opportunities.
   • Be sure that your project is clearly described and stated.
   • Define clear and measurable objectives that identify what is to be achieved by the project.
   • Be sure that objectives are reasonable and achievable.
   • Formulate the concept that covers the problem, need, objectives and purpose of your project.
   • Confirm that the sponsor, customer and other stakeholders understand and agree the project concept.
2. Scope.
   • Be sure that your project addresses the overall business change, not just some aspect or facet of the business environment your company operates in.
   • Identify people and organizations involved in or affected by the project.
   • Define and document constraints in terms of time, quality and cost.
   • Set boundaries for the project.
   • Identify existing processes that will be replaced or changed in some way by the project.
   • Identify new processes that will be created upon successful completion of the project.
   • Explore potential relationships between both types of processes and define how to manage these relationships.
   • Determine technologies that will be used to drive the change within the project.
   • Develop a scope statement document.
3. Benefits.
   • Outline types of benefits that are expected upon project delivery.
   • Work with the sponsor to define and agree a complete model of anticipated benefits.
   • Conduct a cost-benefit analysis to limit all benefits to the financial bottom line.
   • Review and evaluate analyzed benefits to make sure they’re desired, measurable, financial, focused on business change, and achievable.
   • Approve the model of benefits to justify commencement of project work.
   • Develop success criteria which are fully based on the model (your project reaches success if its benefits are produced).
   • Create a list of performance measures that will help you monitor project status against anticipated benefits.
4. Requirements.
   • Communicate with the customer to identify user requirements.
   • Collaborate with your analysts and engineers to develop technical and functional requirements.
   • Work with the sponsor to identify and approve financial (cost) requirements.
   • Request the project manager for review and approval of all kinds of project requirements.
   • Develop a requirements statement document that explores and describes all approved requirements.
5. Timescale.
   • Make a timeline that defines the total amount of time required to deliver the project and produce its benefits, under the stated scope and requirements.
   • Set commencement date and finish date for your project.
   • Check if there are specific external requirements for project timing (e.g. legislation changes, contracts with third parties, etc.).
   • Divide the timeline into smaller spans that determine durations for intermediate stages and phases of the project.
   • Estimate activity durations to define timing for activities and tasks of every phase and stage.
   • Define milestones (points on the timeline to define when to check project status against anticipated benefits).
   • Develop a schedule that is based on your timeline and includes all the components that define overall timing of your project.
6. Control.
   • Be sure that all the components of your project are well defined and shared among authorized personnel.
   • Confirm that the project is provided with all necessary people, resources, funding, and technology.
   • Understand risks surrounding the project and share your understanding among others.
   • Develop a risk management plan to underpin your considerations regarding threats, uncertainties and identified risks.
   • Control consumption of limited resources throughout the course of work.
   • Confirm that there is absolute commitment from your personnel.
   • Be sure that your employees understand the project idea and are read...

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