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3. Project Life Cycle and Conception

Aug 01, 20246 min read

3. Project Life Cycle and Phase A - Conception

Previously, in 2. Systems Approach Basic life cycle of organisms:

Basic life cycle of human-designed systems is called the Systems Development Cycle

3.1 Project Life Cycle

Projects follow a cycle called the project life cycle. Each project has a starting point and progresses toward a predetermined conclusion; during this time, work effort in the project grows, reaches a peak, and then declines.

Besides the level of work effort changing, the nature and emphasis of the effort change, too, and so do the people involved. For example, customers and planners are active early in the project; then designers and builders take charge; then, at the end, users and operators take over.

Managing the project life cycle requires special treatment. Unlike non-project operations where everything tends to be somewhat familiar and stable, many things in projects—resources, schedules, work tasks, and so on—are unfamiliar or in a constant state of change. Much of what is done in a project can be considered non-repetitive or non-routine. Work schedules, budgets, and tasks must be uniquely tailored to fit the work. Unforeseen obstacles can cause missed deadlines, cost overruns, and poor project performance. Managers must try to anticipate the problems, plan for them, and adjust activities and shift resources to mitigate or overcome them.

3.2 Systems Development Cycle

Typical Civil Engineering PLC

  • Problem/Opportunity statement/Basic analysis
  • Planning Report Phase B
    • Feasibility
    • Alternative solutions
    • Basic cost
  • Design Phase B & C
    • Basic design
    • Detail design and estimates
    • Tender Documents
    • Tender process and adjudication
  • Construction Phase C
  • Handover

Key actors (Stakeholders) in SDC

  • Client
    • Party for whom project is being done
    • Pays for project
    • Has needs and requirements to be met
  • User/Customer
    • Party that operates or is beneficiary of project end-item (objectives)
    • Might (or might not) be same as customer
    • If different, important to differentiate user from customer
  • System Development Organisation (SDO)
    • Party that performs work for customer
    • i.e developer, contractor, consultant

System Development Cycle (SDC)

Phase A : Conception

  • Perceived need or problem
  • Initial screening or feasibility study
  • Proposal
  • Concept approval/rejection

Phase B: Definition

  • Specify requirements in detail:
    • User requirements
    • System requirements/ system specifications
  • Define project to produce end-item/deliver requirements:
    • Project master plan

Phase C: Execution

  • Design/development
  • Procurement/fabrication
  • Production/building
  • Installation

Phase D: Operation

  • Customer gains control
  • System developer might remain involved with system/customer through:
    • Maintenance
    • Evaluation
    • Enhancement
    • Replacement

Project Life Span, Variations

Phased Project/Program Planning:

  • In very large projects, phases A, B, and C are treated somewhat independently, almost like separate projects.
  • Each phase requires justification and approval.
  • Project can be cancelled in each phase.
  • Different contractors can be involved in each phase.
  • e.g phase/gate methodology and DOD development/production contracting.

Fast-tracking:

  • Phases (and stages within phases) overlap so work in successive phases/stages happens simultaneously.

  • Pro: shorten project life span

  • Con: increase risk of mistakes/rework

Fast tracking phases with overlap visualised

Project Methodology

Waterfall Model:

  • Requirements definition and system design happens iteratively.
  • Overall process cascades down which loops back and repeat steps.

Agile Development:

  • A variant of iterative life cycle
  • Deliverables are submitted in stages
  • End-item is divided into pieces so that its functionality is developed and delivered incrementally
  • Agile differences to iterative is that agile delivery times is weeks while iterative is months.
  • Agile applies to development projects, especially software
  • Breaks the project into small pieces (modularisation)
  • Emphasis on delivering "smallest workable piece" of functionality and business value early on, and continually improving and adding functionality through the project’s life.

3.3 Phase A: Project Conception

  • Project conception involves:
    1. Initiation
    2. Feasibility
    3. RFP’s (Request For Proposals)
    4. Needs Analysis
    5. Proposal Preparation
    6. Proposal Evaluation/Selection
    7. Contracting

1. Initiation

  • Every project starts with an idea, a need or solution to a problem.

  • An “idea” develops based on a perceived problems, opportunity, or need.

  • Ideas can originate from anywhere in customer or contractor organisation.

  • To determine if idea has merit, instigate an initial (usually brief) investigation through various data sources such as interviews, background research, documentation.

  • Initial investigation focus:

    • Symptoms, problems, needs
    • Objectives
    • Preliminary solutions, estimated cost, benefits, strengths, weaknesses
    • Affected people and organisations

  • Customer’s decision-to-proceed criteria:

    • A real need
    • Funding is available
    • Planned project undertaking is consistent with goals and resources of organisation
    • Project has priority w.r.t other needs
    • Project offers value i.t.o new technology, reputation, market share, profits etc.

2. Feasibility

SDO (Self Development Organisation) = outside contractors

  • Detailed study of project cost compared to benefit

  • Feasibility study might be done by customer during initial investigation

  • Alternatively, might be done by SDO

  • Feasibility study is done to justify the “idea” or proposed solution.

  • Steps of Feasibility Study:

    1. Gain full understanding of user’s problem
    2. Document current system
    3. Devise alternative solutions
    4. Analyse the alternatives
    5. Include solution in proposal, technical section
    6. In some cases, analyse environmental impact (EI)

Environmental Impact (EI) statement

3. Request for Proposal

  • Contact between customer and SDO initiated is done with the RFP

  • Also called RFB (Request-for-Bid), RFQ (Quote), RFT (tender)

  • RFP content:

    1. SOW
      • Description of problem, need for solution
      • Scope of work (work included, excluded, restrictions)
      • Requirements for results or end-items
    2. Proposal Requirements (conditions placed on proposal)
      • Proposal contents and formats
      • Data requirements
      • Sample forms to include
      • Submission location and deadline
    3. Contractual Provisions (type of contract awarded)
      • Fixed-price
      • Cost-plus
      • Incentives
      • Special consideration
    4. Additional Technical Info/Data

  • Customer sends RFP's to:

    • SDO’s on bidder’s list
    • SDO’s recommended by other customers
    • SDO’s requesting an RFP
    • Qualified SDO’s based upon RFI (Request for information)

  • SDO’s considers whether:

    • Competition has head start
    • SDO has funds, facilities, etc., to devote to project
    • Value of project is worth it i.t.o work reputation, profitability etc.
    • Contract can be won
    • Project is doable for SDO

4. Proposal Preparation

  • The proposal is one of the most important documents in project life span.

Purposes:

  1. Sales:

    • SDO describes to customer their plan
    • Proposal must “sell” customer
    • Getting contract depends on proposal

  2. Contract:

    • Customer assumes SDO will deliver on the plan put forth in proposal
    • If both customer and SDO sign off on proposal, contract is created.

Contents of Proposal:

Executive Summary

The Executive Summary (ES) is one of the most important sections of the proposal.

  • ES should be more personal than proposal
  • Should briefly state contractor’s qualifications and experience
  • Draw attention to unique features of proposal, price, and contractor’s ability to do project
  • Identify “contact” person with contractor

Technical Section

Specific to avoid misunderstanding and to demonstrate appropriateness of approach, but not too specific.

  • Gives scope of work and planned approach
  • Include major project phases
  • Schedule of end-item delivery
  • Realistic benefits and user needs description
  • Discussion and recognising any problem/limitations

Cost & Payment Section

  • Breakdown of projected hours for direct, indirect and special activities, associated labour charges and material expenses
  • Total estimate cost of project
  • Address contractual arrangements and method of payment.

Legal Section

  • Contains anticipated, possible, or likely problems and provisions for contingencies

Management/Qualification Section

  • Background of contractor organisation
  • Financial responsibility
  • Management structure, resumes of project manager and key personnel

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