Chapter 14: Starting up a project Flashcards
Why do you need a “starting up a project” stage?
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.
What is the question that should be answered after the “starting up a project” stage?
Do we have a viable and worthwhile project?
What is the difference between starting up a project stage and initiating a project stage?
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.
What is the objective of the starting up a project stage?
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.
What are the management products used in the starting up a project process?
- Project Mandate = triggers Starting up a Project; Prepared by Corporate, Programme or the Customer
- Role descriptions = Describes the responsibilities and tasks of a role
- Daily log = for reporting any information not belonging to other documents
- Lessons log = collects positive or negative lessons and experiences relevant to the current project
- Project Product Description = describes the scope, the quality expectations and the acceptance criteria for the final project result, as agreed with the Senior User
- Outline Business Case = records the reasons for the project and the business justification of the project
- Project Approach = describe how and in what manner the project and its results will be realised
- 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.
- Initiation Stage Plan = a stage plan for the initiation stage, including costs and efforts.
What are the main activities of the Starting up a stage process (SU)?
- appoint the executive and the project manager
- capture previous lessons
- design and appoint the project management team
- Prepare the outline business case
- Select the project approach and assemble the project brief
- Plan the initiation stage
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
The Starting up a project process
SU: What are the recommended actions when appointing the executive and the project manager?
- 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)
SU: What are the recommended actions when capturing previous lessons?
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
SU: What are the recommended actions when designing and appointing the project management team?
- 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)
SU: What are the recommended activities when preparing the outline business case?
- 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
Who creates the outline business case?
Who reviews it? Who approves it?
Creator: the Executive
Reviewers: Senior User, Senior Supplier, Project Manager, Project Assurance
Approver: Corporate/Programme/Customer
Who creates the Project Product Description? Who approves it?
Creator: Project Manager
Reviewer: Project Assurance (if it exists already)
Approvers: Executive, Senior User and Senior Supplier
What is the purpose of the Project Brief?
A Project Brief provides a “full and firm” basis for the project initiation.
What are the contents of a Project Brief?
- 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
