Project Definitions

HOW TO CREATE PROJECT DEFINITIONS
In order to deliver any successful project, that project must first be broken down into smaller, manageable parts.  Taken as a whole, no project could ever be completed --- the task would just be too massive and undefined.  For that reason, projects must be broken down into elements that take the theoretical ---- i.e. we need a new accounting system,  into thepractical ..... who is the system for? .... what does it need to do? .... why do we need it? ..... how do we build it?.... and when does it need to get done?
These elements define a project, turning an idea and a desire into concrete objectives and steps that can be planned, managed, measured and controlled. The process of breaking a project down into manageable components is the most basicelement of project management. And effective, realistic project definitions are essential for overall project success.
Project definitions should address three key categories....
Goals, Scope, Deliverables and Success Criteria:  providing purpose and direction...
Phases, Tasks and Activities: establishing what has to get done and when it must be completed....
Processes and Procedures: establishingthe internal mechanisms for implementation and control...
1. Goals, Scope,  Deliverables & Success Criteria:
Providing purpose and direction, the identification of goals, scope and deliverables is the starting point of any project .....
While these terms are often used interchangeably, each one does have a specific place in the project definitions chain....
Goals:  Every project should have aspecific set of goals and associated benefits.... what are you trying to accomplish, and why?  The right set of goals can ensure that your project suits a true business purpose, and it creates a common purpose.
Scope: Project scope can be defined as the body of work (overall tasks, activities and decisions) that must be completed in order to ensure that project goals and deliverables are met. Scope should be clearly defined and limited to the work that must be done to meet the goals at hand.
Deliverables: Project deliverables can be defined as the tangible result or outcome of a given project, whether physical (hardware, software...) or logical (performance improvements, policies and procedures, etc....)
Success Criteria: Project success criteria are needed to establish consensusamongst project participants (managers, staff and end-users) as to the definition of   success,  establishing the terms for acceptance and minimizing the risk for false expectations. When defining success criteria, you need to consider all project elements ....results, process, budget and timeliness.  Success is not one-dimensional, and you may be able to achieve "success", even if all project elementsare not met to everyone's satisfaction.
Whether you choose to mingle these definitions or not, any specification of goals, scope, deliverables and success criteria should be....
• Explicit and unambiguous: to clearly state requirements and establish common purpose and understanding....
• Measurable: so that results can be quantified....
• Relevant and realistic: to ensure thatresults can be attained and are in synch with business needs.....
• Time specific: establishing deadlines for completion and progress measurement....
• Controllable: so that progress can be monitored and changes controlled....
2.  Phases, Tasks and Activities:
While your initial project definitions will establish "what you are trying to accomplish and why you are doing it", phases, tasksand activities will define what you need to do to get the job done....
As you define phases, tasks and activities for any project, you should keep an eye on the criteria listed above .... ensuring that each element is specific, attainable, measurable and time dimensioned.  While there are many techniques out there for task specification and estimation, practical experience usually provides the...