Assumptions and Constraints

Project no.__________________ Date: ______________________

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D Date of Change	Name	Cha Changes Made
9/23/06	Doug Friend	Updated Format and Instructions
9/24/06	Doug Friend	Changed Page Layout, Template Edits

Assumptions and Constraint Implications and Actions

Every project will be based upon certain assumptions. These should be noted and recorded in the Project Portfolio. There distinction between Assumptions and Constraints is relatively clear while Risks too can add to the confusion. Following are definitions with further explanation to help identify.

Assumptions These are aspects/things known to be true. These are what the Project Manager expects to have or are easily accessible for the project. If they are not, then key project milestones may be missed e.g. late completion date etc. Example Budget, you assume the budget is available to spend. An effective mitigation plan is to build in a contingency based on the probability of the budget being available. This happens all the time.

Constraints An applicable restriction that may affect the performance or outcome of the project. A constraint also can be considered any factor that affects when an activity can be scheduled. Either of these could have a negative affect on the project. They are often not under the control of the Project Manager and tend to be imposed. e.g. the person scheduled to dot he work just quit and nobody knows the system like him/her.

Distribution

Where necessary make the document available electronically to all stakeholders through a central repository. I am in favour of Web technologies making the information available on the Internet through a secure site. If not available at the time of this publishing you soon will have the option at www.ProjectsIT.com to setup your system.

From the beginning of the planning phase the constraints will be considered and tracked for impact to the budgets that can lead to cost overruns. Another area to whatch closely is the affect the Constraint will have on the timeline.

One needs to avoid the ‘I told you so’ syndrome when dealing with assumptions. They are not there to fall back on when the project runs aground. If one notes assumptions any implications must be noted if they are not met, together with any resulting actions. It should be made clear what the Project Manager intends to do about it.

e.g. Assumption: 2 personnel will be required from marketing.

Implication: If unavailable production start will be delayed.

Action: External consultants will be contracted at $500 per day.

Owner: Project Manager

ASSUMPTIONS
Assumption 1	That the fiber optics will be installed in time to connect the head-end and remote locations.	OWNER
Implication	1) School will not start on time because no phones or network. . 2) Additional costs will be required.	Sponsor
Mitigation Plan	1) Design a wireless solution to handle the applications. 2) Prepare client for additional investment requirements.	PM
Next Step/Solution	1) Design a wireless solution on the city water tower and connect to each building. 2) Work overtime so school could open on time.	PM
Assumption 2	That the best programmer will be on staff when you need him/her. .	Sponsor
Implication	Additional staff is required to complete the project resulting cost overruns, unhappy clients and stakeholders. Staff not motivated.	1)HR 2)Upper Management
Mitigation Plan	1) If the person is leaving because of money, pay them more money. (Common Situation) 2) Hire someone to replace the person and assign another person familiar with the project to work closely together. .	1) Upper Management 2) HR
Net Step/Solution	1) Meet with the team to look at what the PM has created and add missing ideas. 2) Put a plan into action to find the replacement person.
Assumption 3
Implication
Mitigation Plan
Next Step/Solution

CONSTRAINTS
Constraints 1	Limited amount of time, project has a legal deadline.
Implication	1) Will impact quality and quantity. 2) The project does not have the planned features
Mitigation Plan	1) Start now making sure all planned features are included. 2) Plan realistic but challenging goals
Action	1) Have the team meet to brainstorm and identify the best possible alternatives and solutions. 2) Assign people responsible for what when.
Constraints 2	Monetary constraints
Implication	Not all features will be included that are needed. 2) Inadequate requirements definition resulting cost overruns and unhappy clients and other stakeholders.
Mitigation Plan	1) Ask for more money in a convincing proposal. 2) Ask for a contingency in the event that we get done sooner than anticipated.
Action	1) Meet with the team to look at what the PM has created and add missing ideas.
Constraints 3	Limited amount of time
Implication	1) Will impact quality and quantity. 2) The project does not have the planned features
Mitigation Plan	1) Start now making sure all planned features are included. 2) Plan realistic but challenging goals
Action	1) Have the team meet to brainstorm and identify the best possible alternatives and solutions. 2) Assign people responsible for what when.