The content of the project descriptions Rules and requirements Presentation of group charters

The content of the project descriptions

Rules and requirements

Presentation of group charters

TMH VIA UC

• Which class to follow• Supervisors and communication details• Studienet – your room

Walkthrough of project groups and supervisors

1. Background description

2. Purpose

3. Problem formulation

4. Delimitation

5. Choice of model and method, procedure

6. Time schedule /plan

7. Sources, references and literature

Project description

Project descriptionBackground description• Description of the background • Explanation of how the problem has arisen• If cooperating with companies

why the company wants the group to work on the topic in question• Under no circumstances you can write that you are a student and therefore

have no choice but to do the project!• Normally ½ - 1 page• How has the problem arisen• Reason for choosing the topic

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• What is the core purpose of the project?• Which results do they expect to achieve?

The purpose is fundamental to the problem

formulation and must be formulated so that it

forms the basis of the further project work

Make it clear and brief.

Normally the purpose can be stated in very few lines.

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Project descriptionPurpose

How can a solution be evaluated

if you do not know

what problem it has to solve?

Project descriptionProblem formulation

• The problem formulation must describe unresolved problems and the overall challenge of the project

• What is the central question of the project?• Sub questions that can help support the answer of the central question?• Why have you chosen this focus?• Use open questions (How, What, Why, Which.. – not is it!) • Be clear in your formulations

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Project descriptionProblem formulation

Problem formulationWhy do we need a problem formulation?

Often too much focus on the mean or the tools

To make a technical feasibility study

To develop a marketing plan

To create a CAD model

To use Internet survey

…

All of these are just tools for solving something –

but what will you solve?

From subject based (and solutions) to the problem formulation/challenge?

(How you speak about your project)

Examples:

Solar Energy (subject) to:

How can the solar energy technology be developed so that ordinary users/private households can install the technology without help from experts

From Beer Cooler (solutions) to:

How to make beverages cold and drinkable?

Project descriptionProblem formulation

Problem formulation”The good problem formulation”

• The overall question? The starting point of the project! A list of supporting questions, which identify sub-problems and give an overview of the parts of the project, alternatives, variable quantitatives etc.

• Need to have! The needs and given conditions which the solution shall fulfill. These will tell you which suggestions and solutions that can be accepted and which cannot!

• All given figures and specifications which we know, e.g. capacity, price, max. weight, height, length.

• Nice to have! All the characteristics and qualities which we would like to be fulfilled, but they are not absolutely needed. These qualities will help you to rank and choose between acceptable solutions.

Problem formulationWhy should we have a problem formulation?

• To develop a problem formulation you need to

identify a problem – not only describe or explain a situation

• A problem may be 

One or more aspects of your subject – e.g. unanswered questions

• Project work is to analyze and find answers

• Think problems

why is this a problem

to whom is this a problem

how big is the problem

…

Problem formulationSMART objectives

• In reality we cannot work out the final problem formulation before the last period or full stop has been set in the report.

• Okay to make adjustments (needs to be approved by your supervisor) as long as the governing idea is still in place as long as the can be carried out within the resource and formal frames

Problem formulationChanges to the problem formulation

Plan

ImplementEvaluate

ClosingInitiate

Scope

• What should be included and not the least what will not be included• The delimitation criteria should be accounted for in relation to the problem(s)

chosen to solve• Relevant and well argued. • The problem formulation and the delimitation must be logically linked. • Not allowed just to exclude all the professionally difficult parts of the

problem(s).

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Project descriptionDelimitation

• Theoretical models and methods e.g.– Which kind of analysis– Which kind of calculations methods– Which kind of drawing methods / software …….

• Useful planning tool:

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Project descriptionChoice of method and model

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Project descriptionTime-schedule (Gantt) / Ressources

Project descriptionTime-schedule (Gantt) / Ressources

• Search for theories and literature which can help you with different viewpoints – ”open your eyes – open your minds”

• Search for empirical studies – to give you an overwiev of other peoples work – on similar problems

• Make sure you don’t forget som aspects and viewpoints• Document and validate your work, your proces and your results

• Outline in the Project Description which sources, references and literature you expect to use

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Project descriptionSources, references and literature

Project descriptionProblems with project descriptions

• Mismatch between supervisors expectation and what the group produces mainly due to that the group has not been in contact with its supervisor!

• The group think that it is enough to follow this course -> this course its just for getting you started

• Not enough work has been put into the project description• Problem formulation and project description not specific enough• Focuses on symptoms in problem formulation instead of the causes to the

problem• A diagram or a picture is not self explanatory• Too many do not consider the perspective of the reader • Many focus on solutions and conclusions – instead of creating a good

challenges and problem formulations • Do not use the right format of the project description / the 7 items

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Problem formulation

Problem formulation

Conclusion

Empirical studiesTheory

[Andersen, 2003, p.29]

Problem formulationAn example

Background: Description of the situation, why is this relevant – to whom, documentation of the problem

Problemformulation: What are the problems and the possibilities to develop a more project based organisation at VIA UC?

Do problems and possibilities depend on which department or which type of project we are looking at?How are problems and possibilities related to the environment of the project and to the competences of the project teams?

Theory:Schein: Organisationskultur og ledelseGlasl & Lievegoed: Develop managementErling Andersen: Project management....

Empirical studies:Desk research of agendas, minutes, notes, Evaluation results.Interviews - directors and managers.Questionnaire – project manager and team-members in 6 different projects.

Conclusion:

Setting expectations (when)Important dates

To the next time

• Start working on your project description – Subject and problem analysis– Background– Purpose– Problem formulation

• Take contact to your supervisor and send group charter (present, listen)• Re – read the guidelines for preparing project description (Jeopardy - next

Wednesday)