Initiating the Project Project Management Jump Start, 4th Edition Initiating the Project

Chapter 3: Initiating the Project Review Session 6. Lecture Interactive discussion Questions Lab exercise 2

Meeting the Stakeholders Stakeholders are people or organizations who have a vested interest in your project. They have something to gain or lose as a result of the project. 3

Working with the Project Sponsor Sponsor is an executive in the organization who has the authority to: Make decisions Assign resources Assign budget 4

Stakeholder Roles 5 Stakeholder Responsibility Project manager Manages project, creates project plans, creates various management plans related to the project, measures project performance, takes corrective action, controls project outcomes, manages project team, and reports status. Project sponsor Executive who initiates and oversees the project. Serves as an advisor to the project manager; can resolve issues and make decisions. Issues the project charter. Serves on project oversight or steering committee. Has the authority to assign resources and budget Functional managers Responsible for completing project activities and producing deliverables. May serve on project oversight or steering committee to help oversee management of the project. Customer Provides project requirements. Approves project deliverables and verifies that they meet requirements. Serves on project oversight or steering committee. Project team Responsible for completing the activities of the project. Suppliers or vendors Provide goods or services to assist project team in completing the project. 5

Documenting Stakeholder Information Document stakeholders’ information in a stakeholder register. Include in project repository. 6

Stakeholder Register 7 Name Role Expectations Internal/External Contact Information Type of Communication Power/Influence   7

Competing Needs of Stakeholders Stakeholders come from all areas of the organization (and/or outside the organization). They have competing needs! The PM must balance these needs. 8

Creating the Project Charter Project charter is the official, written acknowledgment that a project exists. Charter gives the project manager the authority to proceed with the project and commit resources. 9

Purpose for the Project Charter Acknowledges that a project exists Commits resources to the project Ensures everyone understands purpose of project Appoints the PM 10

Purpose for the Project Charter (cont’d) Provides an overview of the project and its goals Links the project to the organization’s strategic goals or mission 11

Essential Elements of the Project Charter Project charter contains: Project overview Project objectives High-level requirements Business justification Resource and cost estimates Roles and responsibilities Sign off Attachments 12

Project Sign-Off The project charter is not complete until it is signed off. Essential signatures include: Project sponsor Project manager Key stakeholders Senior managers Customer 13

Project Sign-Off Signatures ensure everyone understands the purpose of the project. Deliver the project charter to all parties once signed. Put a copy of the signed charter in the project files. 14

Holding the Project Kickoff Meeting Hold the kickoff meeting after the charter is published. This verbally communicates the goals and objectives of the project. Create an agenda for the kickoff meeting and stick to it. Introduce key players. Cover each section of the project charter. Q&A session 15

End of Session 7 Interactive discussion Questions Lab 16