1. Topic 5 Initiating a project
Project management
Topic 5
Initiating a project

2. Overview of processes Project Quality Plan Quality Log
Quality Planning
Project Quality Plan
Quality Log
Plan the project
Project Plan
Expand the Business Case
Business Case
Re-assess the risks
Set up Control Points
Project Controls
Communication Plan
Project Files
Prepare for Project Approval
Project Initiation Document
Next Stage Plan

3. Quality planning Create the Project Quality Plan
Is there corporate quality assurance functions to link to?
Is there a customer quality management system that should be applied?
Does the supplier have a quality management system that should be applied?
What standards (from customer and supplier) will be used?
How will the product quality be measured?
What quality control techniques and procedures will be used?
Create the Configuration Management Plan
Create Change Control Procedures
Start a Quality Log to hold details of all planned and actual quality checks

4. Planning the Project Determine Planning Standards
Tools and techniques
Contents and presentation of plans
Adoption of corporate standards
Timescale and Resource Requirements must be established
Identify the major products of the project
Identify the major activities to be performed
Assess major risks and put in countermeasures
Estimate effort needed
Identify achievable timescales, project constraints and key milestones
Identify overall resource requirements and costs
Identify key decision and review points and decide the stage divisions
Produce the Project Plan

5. Preparing the Business Case
Develop the Business Case
Are the goals achievable?
Have all the business benefits been identified?
Have disadvantages been identified?
How will benefits be measured for Post Review Plan?
Has the current situation been baselined or measured?
Summarise the different options considered
Recalculate cost elements and financial case
Analyse the Risks
Identify any risks that may impact the project
Assess the likelihood of each risk occurring
Assess the impact on the project of the risk occurring
Identity mitigations to reduce the risk
Prepare contingency plans
Update Project Plan with cost of mitigation and contingency

6. Set up Project Controls
Assign decision making
Determine levels of decision making
Allocate level to appropriate project management level
Establish decision making procedures
Create the Project Controls
Get information to decision makers and stakeholders
Create the Communication Plan
Identify all stakeholders and their contact details
Identify all stakeholder information needs: content, recipient and sender, frequency and method
Establish procedures to produce and distribute reporting information
Establish monitoring procedures to provide the information

7. Setup project files Create issue log and lessons learned log
Implement a document management system
Where is information stored?
How is access to the information store managed?
What are the procedures for creating and changing documents?
What documentation standards are in use?
How is version control managed?
Who is responsible for backing up document store?
Create issue log and lessons learned log

8. Project Initiation Document
Create the PID from the information in:
Project brief
Organisational structure
Job descriptions
Project Approach
Project Quality Plan
Project Plan
Business Case
Risk log
Project Controls
Communications Plan

9. Get approval for the project
Prepare the next Stage Plan
Present the next Stage Plan and the PID to the Project Board
Ask for authorisation to start the work of the project, to start the next stage

10. Fundamentals Only start work on successful projects
The Project Initiation Document is created to ensure that there is common understanding between the Project Board and the Project Manager
The PID ensures that sufficient investigation on the project has been done
Why is the project being done?
What is the project doing? What products will be created?
How will the project create the products?
When will the project be completed?
What will the project cost?
Who will be involved in doing the project?
What are the constraints? – time, money, resources, people, availability
What are the risks?
How will the project be controlled?
Only start work on successful projects