PROJECT DEFINITION

The first step in any project is, by definition, project definition. Although the level of detail will vary depending on the complexity of the project and its delivery method, project definition activities include: define the scope of and aspirations for the completed work, establish the initial schedule and budget, and determine how the project will be delivered. Below are descriptions of project management services and considerations associated with project definition. 

1.  Scope and Aspirations

Manage programming, physical planning, conceptual design, and other activities required to define the intended operational, functional, and physical characteristics of the completed work to a level of detail appropriate to the specific circumstances of the project and its delivery method.

2.  Schedule

Determine schedule parameters and prepare an initial summary project schedule that identifies key activities and milestones, modeling how and when those key milestones will be achieved.

3.  Budget

Determine budget parameters and establish the overall budget for the project, as well sub-budgets for major elements as deemed necessary to develop a cost model. Develop a cost-control strategy to ensure compliance with the established budget as the project progresses. Assist with developing a financial pro forma if necessary as part of budget development.

4.  Project Delivery Method

The project delivery method may be known at the beginning of the project definition phase or it may be determined during that phase based on schedule- and cost-control considerations, among others. Conversely, the delivery method could have implications on level of project definition required. For example: A complex building to be delivered via hard-bid, design-build contract, the scope of work, budget and schedule must be well understood and project definition may result in the preparation of a detailed bridging document; however, for design- bid-build delivery, the project definition document provided to the designer may be a simple statement of the desired characteristics allowing flexibility for details to be firmed up during design. Because there are seemingly countless ways to deliver a project, the level of detail required for project definition can vary greatly.

5. Project Definition Document

Prepare a document that clearly establishes the scope of and aspirations for the completed work, budget, and schedule, all at a level of detail appropriate to the specific circumstances of the project and its delivery method. Clearly document assumptions and qualifications.

6. Entitlements

Facilitate approval processes required to obtain entitlements to execute the project. It is typically desirable for these approvals to be obtained during project definition, prior to moving into project delivery; however, for various reasons entitlement processes often occur during the project design phase as well.

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Note: Services are described in general terms and from a management perspective, so where a service is described as "preparing" (or similar verb) a specific work product, the actual service performed could either be leading or managing the preparation of the work product, reviewing or editing the work product if prepared by others, or in some cases actual preparation of the work product or a component of it. The approach to the services will vary as appropriate when working for either an owner, designer, or builder.