Chapter 14: Starting up a project

Question 1

Why do you need a “starting up a project” stage?

Answer 1

Before you scope the project fully, it is important to first verify that the project is worthwhile and viable.

This stage is meant to avoid an organization starting up too many projects that will not succeed or that will not produce good enough benefits.

Question 2

What is the question that should be answered after the “starting up a project” stage?

Answer 2

Do we have a viable and worthwhile project?

Question 3

What is the difference between starting up a project stage and initiating a project stage?

Answer 3

After a decision is made to go ahead with the project (which happens after the starting up a stage based on the project brief), the project needs to be planned at an appropriate level of detail.

The initiation stage covers the planning, establishment of project management approaches (in a more robust way than in the starting up a project phase) and controls, a robust business case is developed (from the previously outline business case) and means of reviewing benefits are covered.

Question 4

What is the objective of the starting up a project stage?

Answer 4

To ensure that:
* there is a business justification for initiating the project (documented in an outline business case)
* all the necessary authorities exist for initiating the project
* sufficient information is available to define and confirm the scope of the project (in the form of a project brief)
* the various ways that the project can be delivered are evaluated and a project approach is selected
* individuals are appointed who will undertake the work required in project initiation and/or will take significant project management roles in the project
* the work required for the project initiation is planned (documented in a stage plan)
* time is not wasted initiating a project based on unsound assumptions.

Question 5

What are the management products used in the starting up a project process?

Answer 5

1. Project Mandate = triggers Starting up a Project; Prepared by Corporate, Programme or the Customer
2. Role descriptions = Describes the responsibilities and tasks of a role
3. Daily log = for reporting any information not belonging to other documents
4. Lessons log = collects positive or negative lessons and experiences relevant to the current project
5. Project Product Description = describes the scope, the quality expectations and the acceptance criteria for the final project result, as agreed with the Senior User
6. Outline Business Case = records the reasons for the project and the business justification of the project
7. Project Approach = describe how and in what manner the project and its results will be realised
8. Project Brief = a description of the known requirements and constraints of the project, including scope, background and expected benefits. The Project Brief will be folded into the Project Initiation Document during the initiation stage.
9. Initiation Stage Plan = a stage plan for the initiation stage, including costs and efforts.

Question 6

What are the main activities of the Starting up a stage process (SU)?

Answer 6

1. appoint the executive and the project manager
2. capture previous lessons
3. design and appoint the project management team
4. Prepare the outline business case
5. Select the project approach and assemble the project brief
6. Plan the initiation stage

Question 7

What process is characterized by the following:
1. appoint the executive and the project manager
2. capture previous lessons
3. design and appoint the project management team
4. Prepare the outline business case
5. Select the project approach and assemble the project brief
6. Plan the initiation stage

Answer 7

The Starting up a project process

Question 8

SU: What are the recommended actions when appointing the executive and the project manager?

Answer 8

• review the project mandate and check understanding (project mandate is the trigger and the input for this activity)
• appoint the executive & prepare the role description (done by the commissioning organization - corporate, programme or customer)
• appoint the project manager & prepare the role description (done by the executive)
• create a daily log as a repository for project information that is not yet being captured elsewhere (done by project manager)

Question 9

SU: What are the recommended actions when capturing previous lessons?

Answer 9

Done by the project manager, reviewed by the executive:
* create the lesson log
* review related lessons from similar previous projects
* review any lessons from corporate/programme/customer and external organizations
* consult with individuals or team with previous experience of similar projects
* if appropriate, record any lessons identified in the lesson log

Question 10

SU: What are the recommended actions when designing and appointing the project management team?

Answer 10

• review the lesson log for lessons related to the project management team structure
• design the project management team (done by PM, approved by Exec.):
  
  • prepare the project management team structure
  • create role descriptions for the remaining project board roles
  • assess whether any of the project board members are likely to delegate their project assurance responsibilities (and if so, create role descriptions)
  • consider whether separate individuals are likely to be needed as team managers or if the PM can do it
  • consider if the PM will be performing project support (if no, then create role descriptions for project support)
• appoint the project management team (done by Exec., approved by corporate)
  
  • estimate the time and effort required by each role (refined later)
  • identify, confirm the availabilities and select people for each of the roles
• if any risks are already identified, add them to the daily log (done by PM)

Question 11

SU: What are the recommended activities when preparing the outline business case?

Answer 11

• the Exec. (in consultation with the Senior user - if appointed already) to draft the outline business case on what is currently known about the project
• PM to consult with the Senior user, Senior Supplier and Exec. to define what the project is to deliver, and create the Project Product Description - which includes
  
  • customer’s quality expectations
  • project acceptance criteria
  • check feasibility of the timescale from the project mandate
  • determine any key milestones
• review the risks captured in the daily log and summarize the key risks affecting the viability of the project in the outline business case

Question 12

Who creates the outline business case?

Who reviews it? Who approves it?

Answer 12

Creator: the Executive

Reviewers: Senior User, Senior Supplier, Project Manager, Project Assurance

Approver: Corporate/Programme/Customer

Question 13

Who creates the Project Product Description? Who approves it?

Answer 13

Creator: Project Manager

Reviewer: Project Assurance (if it exists already)

Approvers: Executive, Senior User and Senior Supplier

Question 14

What is the purpose of the Project Brief?

Answer 14

A Project Brief provides a “full and firm” basis for the project initiation.

Question 15

What are the contents of a Project Brief?

Answer 15

• Project Definition
  
  • Background
  • Objectives (Time, Budget, Quality, Scope, Risks, Benefits)
  • Outputs & outcomes
  • Scope & exclusions
  • Constraints
  • Users and other stakeholders
• Outline Business Case
• Project Product Description
• Project approach
• Project management team structure
• Role descriptions
• Cross-references

Question 16

What are the two document products that are produced/ are the output of the Starting up a Project process?

Answer 16

1. The Project Brief
2. Stage Plan for the Initiation Stage

Question 17

The Project Brief is part of multiple processes. Say which and what happens with this management product in each process.

Answer 17

• Created during Starting up (SU)
• Reviewed and Approved by Project Board in the Directing a Project (DP)
• Reviewed for completeness during Initiation (IP) and becomes a central part of the Project Initiation Documentation

Question 18

SU: What are the recommended actions when selecting the project approach and assembling the project brief?

Answer 18

• Evaluate the possible delivery solutions and decide upon the project approach appropriate to delivering the project product and achieving the outline business case (done by PM, reviewed by Senior User, Senior Supplier and Project Assurance, approved by Executive)
• Define any tailoring requirements known at this time (done by PM)
• Assemble the Project Brief (done by PM, reviewed by Senior User, Senior Supplier, Project Assurance, approved by Executive)
  
  • define the project
  • incorporate the outline business case
  • incorporate the project product description
  • incorporate the project approach
  • review the project management structure and role descriptions to identify any additional roles or skills required to conduct the work; prepare additional role descriptions as necessary
  • incorporate the project management team structure and role descriptions
• Use the daily log to record any new issues or risks (done by PM)

Question 19

What is the only plan that is created before the Project Plan?

Answer 19

The Stage plan for the Initiation Stage

Question 20

SU: What are the recommended actions when planning for the Initiation Stage?

Answer 20

• Based on the project approach, decide upon suitable management controls for the project sufficient for it to be initiated
• Identify any constraints on time and costs for the initiation stage and produce the stage plan for this management stage (done by PM, approved by Board)
• Review any risks in the daily log and assess their impact on the stage plan for the initiation stage
• If any new risks are identified, update the daily log (done by PM)
• REQUEST AUTHORIZATION TO INITIATE THE PROJECT