Project management
Topic 5
Initiating a project
Overview of processes
Quality
Planning
Project Quality Plan
Plan the
project
Project Plan
Expand the
Business
Case
Business Case
Re-assess
the risks
Business Case
Set up
Control
Points
Prepare for
Project
Approval
Project Controls
Project Initiation
Document
Quality Log
Communication
Plan
Next Stage Plan
Project Files
Quality planning
• Create the Project Quality Plan
– Is there corporate quality assurance functions to link to?
– Is there a customer quality management system that should be
applied?
– Does the supplier have a quality management system that
should be applied?
– What standards (from customer and supplier) will be used?
– How will the product quality be measured?
– What quality control techniques and procedures will be used?
– Create the Configuration Management Plan
– Create Change Control Procedures
• Start a Quality Log to hold details of all planned and actual
quality checks
Planning the Project
• Determine Planning Standards
– Tools and techniques
– Contents and presentation of plans
– Adoption of corporate standards
• Timescale and Resource Requirements must be established
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Identify the major products of the project
Identify the major activities to be performed
Assess major risks and put in countermeasures
Estimate effort needed
Identify achievable timescales, project constraints and key milestones
Identify overall resource requirements and costs
• Identify key decision and review points and decide the stage
divisions
• Produce the Project Plan
Preparing the Business Case
• Develop the Business Case
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Are the goals achievable?
Have all the business benefits been identified?
Have disadvantages been identified?
How will benefits be measured for Post Review Plan?
Has the current situation been baselined or measured?
Summarise the different options considered
Recalculate cost elements and financial case
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Identify any risks that may impact the project
Assess the likelihood of each risk occurring
Assess the impact on the project of the risk occurring
Identity mitigations to reduce the risk
Prepare contingency plans
• Analyse the Risks
• Update Project Plan with cost of mitigation and contingency
Set up Project Controls
• Assign decision making
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Determine levels of decision making
Allocate level to appropriate project management level
Establish decision making procedures
Create the Project Controls
• Get information to decision makers and stakeholders
– Create the Communication Plan
• Identify all stakeholders and their contact details
• Identify all stakeholder information needs: content, recipient
and sender, frequency and method
• Establish procedures to produce and distribute reporting
information
– Establish monitoring procedures to provide the information
Setup project files
• Implement a document management system
– Where is information stored?
– How is access to the information store managed?
– What are the procedures for creating and changing
documents?
– What documentation standards are in use?
– How is version control managed?
– Who is responsible for backing up document store?
• Create issue log and lessons learned log
Project Initiation Document
• Create the PID from the information in:
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Project brief
Organisational structure
Job descriptions
Project Approach
Project Quality Plan
Project Plan
Business Case
Risk log
Project Controls
Communications Plan
Get approval for the project
• Prepare the next Stage Plan
• Present the next Stage Plan and the PID to the
Project Board
• Ask for authorisation to start the work of the
project, to start the next stage
Fundamentals
• The Project Initiation Document is created to ensure that there
is common understanding between the Project Board and the
Project Manager
• The PID ensures that sufficient investigation on the project has
been done
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Why is the project being done?
What is the project doing? What products will be created?
How will the project create the products?
When will the project be completed?
What will the project cost?
Who will be involved in doing the project?
What are the constraints? – time, money, resources, people, availability
What are the risks?
How will the project be controlled?
• Only start work on successful projects