Unit II Proposal

Page 23 From Textbook

2.1 OVERVIEW

Projects exist and operate in environments that may have an influence on them. These influences can have a favorable or unfavorable impact on the project. Two major categories of influences are enterprise environmental factors (EEFs) and organizational process assets (OPAs).

EEFs originate from the environment outside of the project and often outside of the enterprise. EEFs may have an impact at the organizational, portfolio, program, or project level. See Section 2.2 for additional information on EEFs.

OPAs are internal to the organization. These may arise from the organization itself, a portfolio, a program, another project, or a combination of these. Figure 2-1 shows the breakdown of project influences into EEFs and OPAs. See Section 2.3 for additional information on OPAs.

In addition to EEFs and OPAs, organizational systems play a significant role in the life cycle of the project. System factors that impact the power, influence, interests, competencies, and political capabilities of the people to act within the organizational system are discussed further in the section on organizational systems (see Section 2.4).

2.2 ENTERPRISE ENVIRONMENTAL FACTORS

Enterprise environmental factors (EEFs) refer to conditions, not under the control of the project team, that influence, constrain, or direct the project. These conditions can be internal and/or external to the organization. EEFs are considered as inputs to many project management processes, specifically for most planning processes. These factors may enhance or constrain project management options. In addition, these factors may have a positive or negative influence on the outcome.

EEFs vary widely in type or nature. These factors need to be considered if the project is to be effective. EEFs include but are not limited to the factors described in Sections 2.2.1 and 2.2.2.

2.2.1 EEFS INTERNAL TO THE ORGANIZATION

The following EEFs are internal to the organization:

Organizational culture, structure, and governance. Examples include vision, mission, values, beliefs, cultural norms, leadership style, hierarchy and authority relationships, organizational style, ethics, and code of conduct.

Geographic distribution of facilities and resources. Examples include factory locations, virtual teams, shared systems, and cloud computing.

Infrastructure. Examples include existing facilities, equipment, organizational telecommunications channels, information technology hardware, availability, and capacity.

Information technology software. Examples include scheduling software tools, configuration management systems, web interfaces to other online automated systems, and work authorization systems.

Resource availability. Examples include contracting and purchasing constraints, approved providers and subcontractors, and collaboration agreements.

Employee capability. Examples include existing human resources expertise, skills, competencies, and specialized knowledge.

2.2.2 EEFS EXTERNAL TO THE ORGANIZATION

The following EEFs are external to the organization.

Marketplace conditions. Examples include competitors, market share brand recognition, and trademarks.

Social and cultural influences and issues. Examples include political climate, codes of conduct, ethics, and perceptions.

Legal restrictions. Examples include country or local laws and regulations related to security, data protection, business conduct, employment, and procurement.

Commercial databases. Examples include benchmarking results, standardized cost estimating data, industry risk study information, and risk databases.

Academic research. Examples include industry studies, publications, and benchmarking results.

Government or industry standards. Examples include regulatory agency regulations and standards related to products, production, environment, quality, and workmanship.

Financial considerations. Examples include currency exchange rates, interest rates, inflation rates, tariffs, and geographic location.

Physical environmental elements. Examples include working conditions, weather, and constraints.

2.3 ORGANIZATIONAL PROCESS ASSETS

Organizational process assets (OPAs) are the plans, processes, policies, procedures, and knowledge bases specific to and used by the performing organization. These assets influence the management of the project.

OPAs include any artifact, practice, or knowledge from any or all of the performing organizations involved in the project that can be used to execute or govern the project. The OPAs also include the organization's lessons learned from previous projects and historical information. OPAs may include completed schedules, risk data, and earned value data. OPAs are inputs to many project management processes. Since OPAs are internal to the organization, the project team members may be able to update and add to the organizational process assets as necessary throughout the project. They may be grouped into two categories:

Processes, policies, and procedures; and

Organizational knowledge bases.

Generally, the assets in the first category are not updated as part of the project work. Processes, policies, and procedures are usually established by the project management office (PMO) or another function outside of the project. These can be updated only by following the appropriate organizational policies associated with updating processes, policies, or procedures. Some organizations encourage the team to tailor templates, life cycles, and checklists for the project. In these instances, the project management team should tailor those assets to meet the needs of the project.

The assets in the second category are updated throughout the project with project information. For example, information on financial performance, lessons learned, performance metrics and issues, and defects are continually updated throughout the project.

2.3.1 PROCESSES, POLICIES, AND PROCEDURES

The organization's processes and procedures for conducting project work include but are not limited to:

Initiating and Planning:

Guidelines and criteria for tailoring the organization's set of standard processes and procedures to satisfy the specific needs of the project;

Specific organizational standards such as policies (e.g., human resources policies, health and safety policies, security and confidentiality policies, quality policies, procurement policies, and environmental policies);

Product and project life cycles, and methods and procedures (e.g., project management methods, estimation metrics, process audits, improvement targets, checklists, and standardized process definitions for use in the organization);

Templates (e.g., project management plans, project documents, project registers, report formats, contract templates, risk categories, risk statement templates, probability and impact definitions, probability and impact matrices, and stakeholder register templates); and

Preapproved supplier lists and various types of contractual agreements (e.g., fixed-price, cost-reimbursable, and time and material contracts).

Executing, Monitoring, and Controlling:

Change control procedures, including the steps by which performing organization standards, policies, plans, and procedures or any project documents will be modified, and how any changes will be approved and validated;

Traceability matrices;

Financial controls procedures (e.g., time reporting, required expenditure and disbursement reviews, accounting codes, and standard contract provisions);

Issue and defect management procedures (e.g., defining issue and defect controls, identifying and resolving issues and defects, and tracking action items);

Resource availability control and assignment management;

Organizational communication requirements (e.g., specific communication technology available, authorized communication media, record retention policies, videoconferencing, collaborative tools, and security requirements);

Procedures for prioritizing, approving, and issuing work authorizations;

Templates (e.g., risk register, issue log, and change log);

Standardized guidelines, work instructions, proposal evaluation criteria, and performance measurement criteria; and

Product, service, or result verification and validation procedures.

Closing. Project closure guidelines or requirements (e.g., final project audits, project evaluations, deliverable acceptance, contract closure, resource reassignment, and knowledge transfer to production and/or operations).