Initiating a Project

Module Objective After completing this Module you will be able to Explain the Project Management Processes Describe the initiation Work flow Explain the project creation process in PS9 Describe the best practices and common errors committed by the PM www.prolearninghub.com

What is Project Initiation? Initiation involves transfer of project scope from the customer to the solution provider. The transfer usually takes place through a systematic Request for Proposal(RFP) and RFP response process. Solution Provider’s Role in the initiation process includes, Developing response to the RFP Negotiating for commercials Acquiring the project After the project scope id transferred from the customer, the project gets initiated. RFP provides an overflow of what the customer wants from the solution provider to accomplish in the given timelines. RFP response from the solution provider provides a comprehensive solution to meet customer requirements. RFP also provides advance notice to the solution provider to prepare for the project. www.prolearninghub.com

Sales to delivery Handover Project Initiation Phase The project initiation phase involves starting up a new project. One can start a new project by defining its objectives, scope, purpose, and deliverables to be produced. Planning Initiation Process Sales to delivery Handover www.prolearninghub.com

Initiation Work Flow LOI, Signed off Contract/SOW,MSA,PO Start Identify Project Manager Project Creation Conduct Commitment/Contract Review Prepare Concept Note and Review (for internal Project) Resource/Service Requests & fulfillment Travel/WP/Visa request Identify Customer Infrastructure and requirements OMG conducts Project critically Assessment Project Manager fills project Initiation checklist Notify Customer Notify TIM www.prolearninghub.com

Project Creation in PS9 Start Stop Reject 30 Days grace period without PM fills/Updates the Critical Fields Program manager approval Auto mailer to PM and Program manager IBU Head Approval Project Created (P4 Stage) SOW/PO Available? Grace Period (Auto Process) PM/PMO uploads SOW/PO and Updates the other Fields Linking SOW/PO by Finance Ops team Qway Approval Project Creation Cycle Completed (P5 Stage) Stop Reject Approved No 30 Days grace period without SOW/PO Rejects Yes Alert mailer 5 days prior to be sent to PM, prg mgr of PO/SOW not available. Deviation approval as below: 30-60 IBG DH approval (25th day alert) 60-90 Cluster head (65th day alert) >90COO (85th day alert) Auto Generate mail to PM, Prg Mgr, IBU DH, QC intimating the completion of project creation cycle Flow with supporting document available (SOW/PO/TO/LOI) Project Creation in PS9 www.prolearninghub.com

PM’s Perspective on Initiation During Initiation, the PM: Needs to have a big picture view Connects with all stakeholders and has a positive start Engages the customer along with the team. Implements smooth on boarding by setting expectations with stakeholders. Creates artifacts like reusable induction kit www.prolearninghub.com

Document on BMS Objectives Document name: Initiate Project Procedure Document Description Initiate Project Procedure document describes the steps for initiating any new project. Objectives To establish a common understanding and commitment between all stakeholders on the project scope and requirements as early as possible. To ensure that all preparations are completed for planning and execution of the project. To identify all the risks involved and plan for risk management. To view the contract, setup project in PS9 and resources to the project www.prolearninghub.com