Many people who set out to learn to use Microsoft Project, do not properly appreciate the need to accurately define the scope of the project before they begin. They fail to accurately determine the logical steps involved in producing the so-called deliverable, before they begin.

We believe that it is important to 'tie down' what really is the product, the manufacturing process, the service or whatever it is that you have the responsibility of delivering to the client. We have seen many instances where a project fails because no clear understanding was reached either in the mind of the vendor and/or the client before the project started.

It is perhaps more important for the project manager to make sure that everyone understands the scope of the project before beginning than it is for the 'client'. Clients will often change the scope of the project as it develops. They cannot be charged for this, or take responsibility for changes, unless a proper project definition exists. So, unfortunately, the task of preparing a a proper charter usually falls on the shoulders of a business development/project manager io the vendor side of the equation.

Why is it important to create a project charter?

If you take the trouble to create a proper charter before you begin using Microsoft Project, you will be able to set the project up and communicate ideas to everyone involved than you will if you ignore this simple, but fundamental step and jump straight in and start the project.

So, what's a project charter?

A project charter is sometimes called a Project Definition or Project Plan, but these latter terms really mean something else.

A project charter simply defines accurately (in the mind of the person(s) doing the job (project) and those asking for the job to be done, (the clients) the scope and tasks that will be completed in order to get the job done efficiently. It has enough detail in it such that the participants attending initial meetings can be clear about what is to be done and that the project is aligned with the needs of the business, but the plan stays at a 'high level'. Detailed project and resources plans can come later after everyone agrees what has to be done; that's the part you do with Microsoft Project!

Project charters - how are they organized?

Project charters have a number of clearly defined sections (stages). These are listed in the table below, together with a brief summary of the content and actions which need to be undertaken at each stage.

In order to illustrate the concept of a project charter, we have included an example taken from a 'real live' project (in red text) to illustrate. The sample project involves bringing a new drug to market - a sufficiently complex enough challenge for Microsoft Project, and one which is certainly in need of a project charter.

1. Determine the assignment (project brief/objective)

Here the project is defined in general terms, concentrating on the expectations of the client.

The goals and objectives of the project are described, but the goals are kept very general indeed. The statement must be very very short. An example follows:

"Atlantis Biotechnology wishes to license from the University of Wahoo, a newly discovered biologically active molecule. It intends to register it with the American Food and Drug Administration (the FDA)  for use in humans as a treatment for flat feet." 

2. Determine that scope of the project. The initial scope. [Later there will be a need to set up a mechanism to manage scope variations - you will need an issues log and a change log to manage these.]

Deliverables Scope 

What is to be delivered?

(a) "A successful new drug application (NDA) filed with the FDA." 

(b) "Widen the claim for the molecule to include at least one more indication."

3. Logical Scope

[What have the users asked for? What documents relate to the request? What meetings were initially held to define the project?]

(a) User specification 

[Has the client - management or the board of directors- given any sort of specification?]

"The board has taken a  strategic review of the direction of this company (Atlantis Biotechnology) and has identified that over the next 5 years, their is an urgent need to get more drugs into the company development 'pipeline'.

The company intends to take drug candidates from discovery to successful clinical trials in humans. It then wishes to license its technology to multi national drug companies. The company understands that this can only be done when a successful NDA has been filed.

The business development group in Atlantis Biotechnology has identified a discovery of a made by Wahoo University in an extract of the plant species Dianella revoluta."

(b) Scope to be covered

[Details of the project. The scope could be very large, but here we may only cover a small part, returning at later stages to define and implement further work]

New Drug Application

"Develop and submit an application for registration of an extract of Dianella revoluta as a treatment for Parkinson's Disease."

Stages in the project

1. Set up licence & patent agreements

The University holds the patent on the molecule. Check the status of the patent. Ensure that Atlantis Biotechnology is licensed to commercialize the molecule. Atlantis Biotechnology requires exclusive rights for 15 years.

2. Conduct market survey

Research the potential market for a drug of this type. How large is the market?

3. Review the basis for the claim.

Atlantis Biotechnology staff to conduct a check of the experimental evidence backing the claim.

4. Proof of concept

Arrange for an independent laboratory to confirm proof of concept. This may mean that the molecule is taken from the University to a Contract Research Organization and the experiments on which the claim is made are repeated.

5. Develop formulation

The molecule needs to be incorporated into a suitable drug delivery vehicle.

6. Develop toxicology testing plan

Test the molecule and its drug delivery vehicle for safety in animals.

7. Develop clinical testing plan

Phase 1a testing (Escalating safety doses in human volunteers - safety study)

Phase 1 testing (Efficacy study)

Phase 2 testing (large scale efficacy study)

8. Produce product information file

9. Address regulatory requirements

10. Produce NDA & submit to FDA

Inclusions:

Part (a) above

Exclusions:

Part (b) under 2. above, is to be completed later under separate contract. 

Resources needed

All internal staff groups not directly involved in production will be involved - Drug Development Group, Research Methods Group, Quality Control, Quality Assurance, Administration and Finance. External consultants as required

Temporal scope

To be completed by 31 March , 1999

Quality audit

An independent project management organization will review project status every 12 months and report directly to the board of directors.

Standards

The following standards are to be met: Code of Good Laboratory Practice (GLP), Code of Good Clinical Practice (GCP),

Budget

For the project is $USD3.45 million

Risk management.

Patent protection, intellectual property are to be considered.

This completes the draft project charter. Now you have enough material to call the first meeting of the project steering committee.

Subsequent meetings of steering committee

We would argue that subsequent meeting should deal with some of the topics listed below. Then and only then, will you have enough material to begin using Microsoft Project to successfully manage a project.

Project Management Approach

Who will manage this project from our side? What reporting methodologies will be used? How will the development team be managed? What team methodologies will be used? How will you schedule steering meetings.

Work breakdown schedule:

Additional staff? Staff movements? Skills matrix and identification of gaps? Staff training? Project roles and responsibilities? Team leaders? Availability of teams? Timesheets and progress payments? Exit management strategy?

Approval of expenditure? Getting approvals? Standards- ISO. Creation of internal standards? Who is to provide QA services? Internal QC services? Internal auditing?

What tools will be used?  - selection of tools, purchase of tools, IT support, reviewing new tools.

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