2 Business Problem

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Business Case for purchasing the
Project Management Kit
1 Executive Summary
Method123® is a methodology for undertaking projects. Their Project Management Kit
contains more than 50 pre-completed document templates to help reduce the time taken to
produce project documentation. By purchasing the Project Management Kit, we can
enhance the quality of our deliverables, reduce costs and increase the likelihood of
delivering our projects successfully. The total cost of a Corporate multi-user license for x
number of users is $x
It is recommended that we purchase the Project Management Kit from www.method123.com
2 Business Problem
2.1 Business Analysis
Our company <company name> specializes in delivering <product / service name> for our
customers. As we are focused on achieving a high level of customer service, we often have
improvement programs underway. Each improvement program is undertaken in the way of a
‘project’. We often undertake many projects at the same time, many of which are critical to
maintaining our competitive edge in the marketplace.
Managing multiple improvement programs with multiple projects and multiple people
involved in delivering them can be a high risk activity. We need a proven, best-practice
method for delivering projects efficiently to ensure that we gain the requisite business
benefits for our organization. We need standard project processes and templates to improve
the way within which projects are undertaken, as well as a wide range of pre-completed
templates to reduce the time taken to complete project documentation.
2.2 Problem Analysis
By not adopting a standard set of processes and templates, projects often experience:
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“Scope creep”
Unexpected costs
Reduced quality of deliverables
Exceeded timeframes and unachieved milestones
Mixed communication and higher staff turnover
Unexpected issues which impact delivery
Blowouts with project budgets
Under-performing suppliers
Unachievable delivery dates
Unhappy customers.
To minimize the risk of our projects facing the same symptoms, we need a standard
approach to undertaking projects. If we are able to promote a common project lifecycle
within our organization with standard processes for all projects, then we can improve our
project delivery efficiency and therefore increase our likelihood of success.
©2003 Method123 Ltd. All rights reserved.
Standard project processes we need to implement include:
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Change Management
Risk Management
Issue Management
Time Management
Cost Management
Quality Management
Procurement Management
Acceptance Management
Communications Management.
To ensure that these processes are adopted within our organization, we need a suite of
document templates to describe and enforce them. Document templates save us from reinventing-the-wheel by clearly outlining how each respective Process is undertaken with
Forms for completion and Registers (or Logs) for recording status information.
In summary, we need to purchase a Project Management methodology which contains:
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A clear, easy to understand, Project Lifecycle
A set of well defined project management processes (as described above)
A detailed set of project templates supporting each management process.
3 Available Options
After extensive research, we have found that:
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While the are a vast range of project document templates available for free on the
internet, very few have been written by experienced Project Managers
Very few templates have been written in a clear, professional and easy to read format
Few providers offer a Project Management methodology as well as detailed document
templates to support the entire project lifecycle. Most providers offer a range of
miscellaneous project templates which don’t fit together to form a project lifecycle
Most methodologies and templates are written to fit one type of industry, for instance
Information Technology (IT). Few providers actually offer a generic methodology to suit
all project sizes, types and industries.
Given the above constraints, we have identified 3 practical solution options:
1. Implement the Method123® Project Lifecycle by purchasing their Project Management
Kit. See www.method123.com
2. Implement the principles set out by the world-wide Project Management Institute (PMI®)
as defined within A Guide to the Project Management Body of Knowledge (PMBOK®
Guide). See www.pmi.org
3. Implement the principles and practices set out by Prince2®. See www.prince2.co.uk
©2003 Method123 Ltd. All rights reserved.
3.1 Options Analysis
Option
Description
1
Adopt
Method123®
2
3
Adopt the
PMBOK®
Adopt
Prince2®
Advantages and Disadvantages
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Method123® is based on the principles defined within the PMBOK®
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Their project lifecycle is suitable for all types of companies, industries and project sizes
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Every activity within the lifecycle has a comprehensive document template. More than
50 templates are provided, covering every aspect of the project lifecycle
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Their templates are incredibly detailed with specific instructions, helpful hints, real life
examples, charts and tables.
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The PMBOK® is the world-wide standard for Project Management
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It includes a set of principles and processes for undertaking all project types
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The principles and processes are very generic and therefore only act as guidelines,
rather than specific project procedures
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The methodology does not come with a detailed set off project templates.
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Prince2® is the UK standard for IT Project Management
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Like the PMBOK®, it includes a generic set of principles for undertaking projects
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The standard was written specifically for IT projects and does not cater for projects of
all types, sizes and industries
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The methodology comes with a small number of project templates with cater for only
part of the project lifecycle. The templates are relatively generic and do not include
procedural instructions for completion.
©2003 Method123 Ltd. All rights reserved.
Cost
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See www.method123.com for
Corporate pricing
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The PMBOK® is provided to
members of the PMI®. See
www.pmi.org for membership
fees.
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NB The PMBOK®is a brief
handbook and does not contain
any project templates
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See www.prince2.co.uk for
Corporate pricing
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Prince2® Corporate licenses are
between 300% - 500% more
expensive than Method123®
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NB Prince2® contains only a
small number of project
templates
4 Recommended Approach
4.1 Recommended Option
Based on the Options available, it is recommended that Option 1: Adopt Method123® is
approved. Method123® is also based on the principles defined within the PMBOK® and has a
wide variety of detailed project templates covering the entire project lifecycle.
4.2 Implementation
The following steps are recommended to implement Method123® within our organization:
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Identify the number of user licenses (based on the number of people requiring the
templates to create customized project documentation)
Purchase the Project Management Kit from www.method123.com
Identify a central location for storing the Project Management Kit templates
Communicate the location of the templates to our users
Inspire project teams to follow the Method123® lifecycle.
5 Appendix
5.1 Supporting Documentation
The following sources were used to collate this document:
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Free Project Management Guide available from www.method123.com
Free Risk Kit templates available from www.method123.com
Research on the principles set out by www.pmi.org and www.prince2.co.uk
Searches for other “Project Management Templates” using Google and Yahoo.
©2003 Method123 Ltd. All rights reserved.
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