The Project Life Cycle r
Transcript of The Project Life Cycle r
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The Project Life Cycle refers to a logical sequence of activities to
accomplish the projects goals or objectives. Regardless of scope
or complexity, any project goes through a series of stages during its life.
There is first an Initiation or Birth phase, in which the outputs and
critical success factors are defined, followed by a Planning phase,characterized by breaking down the project into smaller parts/tasks, an
Execution phase, in which the project plan is executed, and lastly a
Closure or Exit phase, that marks the completion of the project. Project
activities must be grouped into phases because by doing so, the project
manager and the core team can efficiently plan and organize resources
for each activity, and also objectively measure achievement of goals and
justify their decisions to move ahead, correct, or terminate.
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1)Initiation
In this first stage, the scope of the project is defined along with
the approach to be taken to deliver the desired outputs. The
project manager is appointed and in turn, selects the team
members based on their skills and experience. The most common
tools or methodologies used in the initiation stage are Project
Charter, Business Plan, Project Framework (or Overview),
Business Case Justification, and Milestones Reviews.
During the initiating process, you will refine the project goals, review theexpectations of all stakeholders, and determine assumptions and risks in theproject. You will also start project team selection if the project team hasbeen imposed, then you need to familiarize yourself with their skill set andunderstand their roles in the project. At the end of this phase you will produce aStatement of Work (SOW), which is a document that provides a description of theservices or products that need to be produced by the project.
What is a Business Case?
A Business Case justifies the start-up of a project. It includes a
description of the business problem or opportunity, the costs and
benefits of each alternative solution, and the recommended solution for
approval.
When do I use a Business Case?
A Business Case Template is used whenever the expenditure on a
project has to be justified. Completing a Business Case Template is
usually the first step in the Project Life Cycle. Once the Business Case
Template has been completed, it is presented to a Sponsor for approval.
The Business Case is referred to frequently during the project, to
determine whether it is currently on track. And at the end of the project,
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success is measured against the ability to meet the objectives defined in
the Business Case. So the completion of a Business Case is critical to
the success of the project.
Project Charter
Governance Structure
Statement of Guiding Principles
Team Contract
Communication Plan
Risk Assessment & Management Plan
Budget Plan
Meeting Notes
The final activity in the definition stage is launching the project. A
"kick-off" meeting with sponsor, business process owners and full
project staff ensures that everyone is familiar with the business
need being addressed, the principles guiding the work, the
development and project management method being used and the
overall release schedule. Professional development requirements
are discussed in terms of the skill development plan for the projectduring the planning; if required, training sessions are scheduled
very soon after the launch
2)Planning
The second phase should include a detailed identification and
assignment of each task until the end of the project. It should alsoinclude a risk analysis and a definition of a criteria for the successful
completion of each deliverable. The governance process is defined,
stake holders identified and reporting frequency and channels agreed.
The most common tools or methodologies used in the planning stage
are Business Plan and Milestones Reviews.
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During the planning process, you will detail the project in terms of its outcome, teammembers roles and responsibilities, schedules, resources, scope and costs. At the endof this phase, you will produce a project management plan, which is a document thatdetails how your project will be executed, monitored and controlled, and closed. Sucha document also contains a refined project scope, and is used as the project baseline.
Scope Statement
Risk Assessment & Management Plan
Budget Plan
Procurement Plan
Staffing Plan
Quality Assurance Plan
Plan for Managing Issues
Statement of Intended Operations Organization
Schedules Full
Communications Bulletins
Meeting Notes
3)Execution and controlling
The most important issue in this phase is to ensure project activities are
properly executed and controlled. During the execution phase, the
planned solution is implemented to solve the problem specified in the
project's requirements. In product and system development, a design
resulting in a specific set of product requirements is created. This
convergence is measured by prototypes, testing, and reviews. As the
execution phase progresses, groups across the organization become
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more deeply involved in planning for
the final testing, production, and
support. The most common tools or
methodologies used in the execution
phase are an update of Risk Analysisand Score Cards, in addition to
Business Plan and Milestones Reviews.
During the controlling and monitoring process,you supervise project activities to ensure thatthey do not deviate from the initial plan andscope. When this happens, you will use achange control procedure to approve and
reject change requests, and update theproject plan/scope accordingly. Thecontrolling and monitoring phase also involvesgetting approval and signoff for projectdeliverables.
This is the phase of the project where
the project plan is carried out. Projects proceed in different ways
depending on the required project outcomes as well as the schedule,staffing and cost constraints. Project management activity during this
phase involves:
Keeping people informed about progress of the project, ensuring project
priorities are understood and translated into which activities are "in
progress."
Monitoring the environment, anticipating problems and taking action to
counter any issues affecting the project scope, schedule or budget. Reviewing change requests with the project team and recommending
whether they will be done within the project or not. Change requests may
result.
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Project management processes produce the following deliverables
during the execution stage of the project life cycle:
Basic Project
Meeting Notes
Status Reports (includes risk log)
Schedules
Issue Resolution Log
Project Delay Log
Full Project
Meeting Notes
Status Reports (includes risk log)
Schedules
Issue Resolution Log
Project Delay Log
Change Requests
The Project Plan is the most important document in the project, as
it provides the Project Manager with a roadmap ahead, and it tells
them during the journey whether they are on-track. Using this
Project Plan template, you can create a comprehensive project
management plan for your project today.
What is a Project Plan?
A Project Plan sets out the phases, activities and tasks needed to
deliver a project. The timeframes required to deliver the project,
along with the resources and milestones are also shown in the
Project Plan. Using thisProject Plan Template, you can quickly and
easily create a comprehensive Project Management Plan for your
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project, as it already lists the commonly used tasks needed to
complete projects from start to finish.
When do I use a Project Plan Template?
A Project Plan Template is filled in every time you wish to embark
on a new project. A summarized Project Plan is usually created
early in the life cycle, with a detailed Project Plan being created
later the planning phase. The Project Plan is referred to constantly
throughout the project. Every day, the Project Manager will review
actual progress against that stated in the Project Plan, to ensure
they are still on track. The Project Plan is therefore the most
critical tool a Manager can have to successfully deliver projects.
4)Closure
In this last stage, the project manager must ensure that the
project is brought to its proper completion. The closure phase is
characterized by a written formal project review report containing
the following components: a formal acceptance of the final product
by the client, Weighted Critical Measurements (matching the initial
requirements specified by the client with the final delivered
product), rewarding the team, a list of lessons learned, releasing
project resources, and a formal project closure notification to
higher management. No special tool or methodology is needed
during the closure phase.
During the closing process, you formally accept the deliverables and shut down theproject or its phases. You will also review the project and its results with your teamand other stakeholders of the project. At the end of the project you will produce aformal project closure document, and a project evaluation report.
The project process is completed and documented, and the finished
product is transferred to the care and control of the owner. The long-term
objective is to build a project management repository to document best
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practices, lessons learned, and examples of various documents that may
be developed during a project.
Project management processes produce the following deliverables
during the delivering stage of the project life cycle:
Basic Project
Lessons Learned
Closing Report
Full Project
Lessons Learned
Closing Report
And we celebrate!
What is a Project Closure Report?
A Project Closure Reportdescribes how you intend to close your
projects. The Project Closure Report confirms that the objectives have
been met, the deliverables have been handed over to the customer and
that project closure can commence. Every Project Manager needs to
complete a Project Closure Report to gain agreement from their Sponsor
that the project is ready for closure. Once the Project Closure Report
has been approved, the Manager can proceed with the actions needed
to close the project swiftly.
When do I use a Project Closure Report?
A Project Closure Reportshould be documented any time that a project
is ready for closure. Using this Project Closure Report, you can to
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document the actions needed to perform project closure immediately.
This Project Closure Report already includes the sections, tables and
practical examples you need, to save you time.
The Project Life Cycle (#2 in the HutA Quick Guide to Project Management)By Manjeet Singh
This hut assumes that your project has already been selected, and that a ProjectCharterhas been produced. A Project Charter is generally a document that provides ashort description of the project and designates the Project Manager. Sometimes acommercial contract also leads to the initiation of project especially in firmsspecialized in providing professional/consulting services.
A project life cycle typically has the following processes as defined by the ProjectManagement Institute (PMI):
Project Management Life Cycle
The MPMM Project Management Life Cycle comprises four phases...
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Initiation involves starting up the project, by documenting a business
case, feasibility study, terms of reference, appointing the team and
setting up a Project Office.
Planning involves setting out the roadmap for the project by creating
the following plans: project plan, resource plan, financial plan, quality
plan, acceptance plan and communications plan.
Execution involves building the deliverables and controlling the project
delivery, scope, costs, quality, risks and issues.
Closure involves winding-down the project by releasing staff, handing
over deliverables to the customer and completing a post implementation
review.
A more detailed description of the MPMM Project Management
Methodology and Life Cycle follows:
Project Initiation
Project Initiation is the first phase in the Project Life Cycle and
essentially involves starting up the project. You initiate a project by
defining its purpose and scope, the justification for initiating it and the
solution to be implemented. You will also need to recruit a suitably
skilled project team, set up a Project Office and perform an end of
Phase Review. The Project Initiation phase involves the following six key
steps:
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Project Planning
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After defining the project and appointing the project team, you're ready
to enter the detailed Project Planning phase. This involves creating a
suite of planning documents to help guide the team throughout the
project delivery. The Planning Phase involves completing the following10 key steps:
Project Execution
With a clear definition of the
project and a suite of detailed
project plans, you are now
ready to enter the Execution
phase of the project.
This is the phase in which the
deliverables are physically built and
presented to the customer for
acceptance.
While each deliverable is being
constructed, a suite of
managementprocesses are
undertaken to monitor and
control the deliverables being
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output by the project.
These processes include managing time, cost, quality, change, risks,
issues, suppliers, customers and communication.
Once all the deliverables have been produced and the customer has
accepted the final solution, the project is ready for closure.
Project Closure
Project Closure involves releasing the final
deliverables to the customer, handing over
project documentation to the business,
terminating supplier contracts, releasing
project resources and communicating project closure to all stakeholders.
The last remaining step is to undertake a Post Implementation Review
to identify the level of project success and note any lessons learned for
future projects.
It will help you identify the detailed benefits and costsof your solution, giving your sponsor confidence that
the solution recommended is the most viable solution
available. This will help you to gain approval of the
business case and secure the funding you need, to get
started.
By using
this Business
Case
Template you
can:
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Research the
business problem
or opportunity
Identify thealternative
solutions available
Quantify the
benefits and costs
of each solution
Recommend a
preferred solutionto your sponsor
Identify any risks
and issues with
implementation
Present the solution
for funding
approval
This Business Case
Template also
includes:
Real-life examples
in each section
Detailed
procedures
guiding you step-
by-step
Tables to help you
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quantify the
benefits and costs
Guidance on the
methods ofchoosing a
preferred solution
A best practice
approach to
ensure your
success.
This template is
unique, as it includes
all of the detailed
procedures needed
when writing Business
Cases within your
organization. It takes
you through the
process of completing
a Business Case,
giving you practical
examples along the
way. Written by
experts, this template
will enable you to
create a solid
Business Case quicklyand easily, saving you
time and money.
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What is a Business
Case?
A Business Casejustifies the start-up
of a project. It
includes a description
of the business
problem or
opportunity, the costs
and benefits of each
alternative solution,
and the
recommended
solution for approval.
When do I use a
Business Case?
A Business Case
Template is usedwhenever the
expenditure on a
project has to be
justified. Completing
a Business Case
Template is usually
the first step in the
Project Life Cycle.Once the Business
Case Template has
been completed, it is
presented to a
Sponsor for approval.
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The Business Case is
referred to frequently
during the project, to
determine whether it
is currently on track.And at the end of the
project, success is
measured against the
ability to meet the
objectives defined in
the Business Case. So
the completion of a
Business Case is
critical to the success
of the project.
This
Project Plan Template
will help you to quickly and easily
create a Project Plan for your project.
You can use it to create your owncustomizedproject management
plan for delivering your project on
time and under budget.
If you want to create a Project Plan for
your project within a few easy steps,
then this project plan template will tell
you how to do it.
Each project planning step is
described in detail and is accompanied
by a suite of practical tips and hints.
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By using this Project
Plan template,
you can:
Identify all of the
phases, activities
and tasks
Sum up the effort
needed to complete
those tasks
Document all of the
project inter-
dependencies
List the planning
assumptions and
constraints
Create a detailed
project planning
schedule
ThisProject Plan
Templatewill
also help you to:
Define the projectscope &
milestones
Identify the Work
Breakdown
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Structure
Set and agree the
target delivery
dates
Monitor and
control the
allocation of
resource
Report on the
progress of the
project, to thesponsor
The Project Plan is
the most important
document in the
project, as it provides
the Project Manager
with a roadmapahead, and it tells
them during the
journey whether they
are on-track. Using
this Project Plan
template, you can
create a
comprehensive
project management
plan for your project
today.
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What is a Project
Plan?
A Project Plan sets
out the phases,
activities and tasks
needed to deliver a
project. The
timeframes required
to deliver the project,
along with theresources and
milestones are also
shown in the Project
Plan. Using
thisProject
Plan Template, you
can quickly and easily
create a
comprehensive
Project Management
Plan for your project,
as it already lists the
commonly used tasks
needed to complete
projects from start to
finish.
When do I use a
Project Plan
Template?
A Project Plan
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Template is filled in
every time you wish
to embark on a new
project. A
summarized ProjectPlan is usually
created early in the
life cycle, with a
detailed Project Plan
being created later
the planning phase.
The Project Plan is
referred to constantly
throughout the
project. Every day,
the Project Manager
will review actual
progress against that
stated in the Project
Plan, to ensure they
are still on track. The
Project Plan is
therefore the most
critical tool a Manager
can have to
successfully deliver
projects.
his
Communication Process
helps you to undertake Communications
Managementfor your team.
It does this by taking you through the
Communication Process, step-by-step.
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If you want to keep the right people
informed with the right information, at
the right time, then this process will help
you.
The Communication
Process will help
you to:
Identify the messagesthat need to be sent
Determine your target
audience for
communication
Decide on your
message format and
timing
Draft your message
and gain approval
where required
Communicate your
message, through
communications
events
Gather feedback and
improve your
communication
processes
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By using this
Communication
Process, you can:
Clearly identify your
project stakeholders
Identify your
stakeholders
communications
needs
Run any type of
communications
event to send out
your message
Ensure the right
people receive the
right information at
the right time
Keeping your
stakeholders regularly
informed is a critical
activity for any team.
Whether it's through
status reports, regular
meetings or informalemail, you can ensure
that the right messages
are distributed about the
progress of your project.
This will help your
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project team and
external stakeholders to
remain focused on
delivery and to provide
you with all of thesupport you need to
deliver your project
successfully.
What is a
CommunicationProcess?
A Communication
Process,
or Communications
ManagementProcess, is
a set of steps that are
taken every time formalcommunications are
undertaken in an
organization. A
Communications Process
is undertaken as part of
Communications
Management and helps
to ensure that yourstakeholders are kept
regularly informed. For
example as part of the
project life cycle, the
team implement a
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Communication Process
to make sure that the
entire team is kept
informed of the status of
the project.
When do I use a
Communication
Process?
A Communication
Process should be used
when you wish tocommunicate formally
within an organization.
By using the
Communication Process,
you can ensure that no
miscommunication
occurs. As part of the
Communication Process,
you can also receive
feedback on the
communications which
have taken place to date
and ensure that future
communications are
improved.
Communications
Management is afundamental part of any
organization and needs
to be treated with care.
Using this
Communications
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Process, you can
communicate effectively
at all times.
This
Project Closure
report helps you take the steps
needed to formally wind-up your
project.
The report helps you undertake
the Project Closurephase within a
project, by documenting all of the
tasks needed to complete your
project and hand over the
deliverables to your customer.
It is critical that you complete the
Project Closure phase properly, as
the manner within which these
closure steps are taken willdetermine the final success of
your project.
Using thisProject Closure Reportyou can perform
Project Closure by:
Identifying the project completion criteria
Listing any outstanding activities or deliverables
Creating a plan for passing deliverables to your
customer
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Planning the handover of project documentation
Closing supplier contracts and agreements
Releasing projects resources to the business
Communicating the closure of the project
This Project Closure Report is unique because it:
Includes pre-formatted sections and tables
Lists all of the key activities needed to close a
project
Contains step-by-step instructions to help you
complete it
Has lots of practical examples, tips and hints
Is pre-completed to save you time and effort
Written by project experts, this Project Closure Report
helps you to document all of the steps needed to close
your projects quickly and efficiently.
What is a Project Closure Report?
A Project Closure Reportdescribes how you intend to
close your projects. The Project Closure Report
confirms that the objectives have been met, the
deliverables have been handed over to the customer
and that project closure can commence. Every Project
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Manager needs to complete a Project Closure Report to
gain agreement from their Sponsor that the project is
ready for closure. Once the Project Closure Report has
been approved, the Manager can proceed with the
actions needed to close the project swiftly.
When do I use a Project Closure Report?
A Project Closure Reportshould be documented any
time that a project is ready for closure. Using this
Project Closure Report, you can to document the
actions needed to perform project closure
immediately. This Project Closure Report alreadyincludes the sections, tables and practical examples
you need, to save you time.
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