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					                                                       Project Initiation




                                        Project Initiation Report
This summarizes the results of the Project Initiation stage of the project and recommends
proceeding to the next stage. It defines what work is to be done, what is to be delivered,
how long it will take, by whom, how much it will cost and why it is worth doing.
    1 Background ................................................................................................................ 1
    2 Project Objective ........................................................................................................ 1
    3 Project Scope ............................................................................................................. 2
    4 Project Approach ....................................................................................................... 7
    5 Project Organization .................................................................................................. 9
    6 Project Controls ....................................................................................................... 11
    7 Business Case........................................................................................................... 13
    8 Risk Analysis ........................................................................................................... 15
    9 Recommendation & Next Steps ............................................................................... 16
    Appendix A: Project Plan ........................................................................................... 17
    Appendix B: Business Case ........................................................................................ 18
    Appendix C: Risk Analysis Score Sheet ..................................................................... 19



1 Background
Provide in one or two short paragraphs enough information to put this project into the
context of the existing business and systems. State the business problem that the project
will address.

2 Project Objective
To:
     project objective...
in a way that,
     qualify the way the project is to be carried out...
     qualify the way the project is to be carried out...
so that:
     business objective...




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3 Project Scope
Dimension of Scope - Information Flow
Scoping Diagram


                                                                data
                                                                         Strategic
                                                                         Marketing
                                           Customer
                    data                    Service              data

                                                            data        Software R&D
                                    data
                                                 data
                 Customer                                        data
                                                                        Assembly &
                                data
                                                                           Test
                                       Core Products
                                        Engineering
                                                                 data
                             data                                         Quality
                                                 data                   Improvement
                                                                data
                                           Finance &
                                           Operations




In Scope
   bullets...
   bullets...
Out of Scope
   bullets...
   bullets...




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Dimension of Scope - Data
Data Model

                 Ge ographic
                 Re gion




                 Customer              Product




                 Order                                      Inventory




In Scope
   bullets...
   bullets...
Out of Scope
   bullets...
   bullets...




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Dimension of Scope - Business Process
Data Flow Diagram (Level 1)
                                               0                                     Lev el 1 Or der P r oc es s i ng D FD

                                                                                                                                                                                                                                     3
                                                                                                                                                                                                                             Suppl i er
                                                                                                                                                                                                           Or der s
             1                                             1                                                                                                           5
                             P r oduc t Dat a(New)         Set up N ew P r oduc t       P r oduc t Det ai l s                                    P r oduc t Det ai l s I ni t i at e P ur c has e Or der
    M at er i al Cont r ol                                                                                      D          P r oduc t
                                                                                                                2


                                                                                                                 Suppl i er Det ai l s                                                                     Or der s (Copy )
                                                                                                                                                              I nv ent or y
                       Suppl i er A nd P r i c e Dat a(N ew)                                                                                                                            Or der s
                                                           3                                                                                                                                                                       2
                                                           Set up Supppl i er A nd P r i c e                    D          I nv ent or y                                 D          Or der s                                 Goods I n
                                                                                                                4                                                        1
                                                                                                                                             I nv ent or y
                                                                                                                                                                                        Rec ei pt Not e


                                                    Suppl i er Det ai l s                                                                                                                                  Rec ei pt Not e
                                                                                                                                                                          2
                                                                                                                D          Del i v er i es     Rec ei pt Not e            P os t Rec ei pt s T o St oc k
                                                                                                                5
                                                                                                                              Rec ei pt Not e(V al i d)

                                                           D         Suppl i er
                                                           3                                                     4                                                                                                                   3
                                                                                                                                                I nv oi c e
                                                                                                                 P ay Suppl i er                                                                                             Suppl i er
                                                                                    Name A ddr es s (V al i d)
                                                                                                                                                                                         Remi t t anc e




In Scope
        bullets...
        bullets...
Out of Scope
        bullets...
        bullets...




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Dimension of Scope - Miscellaneous
Diagram
Any appropriate diagram or matrix...
In Scope
   bullets...
   bullets...
Out of Scope
   bullets...
   bullets...

Initial Requirements
Provide a summary list of the initial requirements to assist the scoping of the project. The
list is not exhaustive and the requirements will be significantly expanded during the next
stage...

Ref.             Requirement Name




Training Requirements
List initial training requirements for the project team to execute the project...
List initial client training requirements to use the application...

Constraints
The project end result is needed by...
The maximum cost of the project is...
The inter-project dependencies are...

Assumptions
List all scoping assumptions...
   Scoping assumption...

Outline Solution
Optionally include a diagram and narrative of a proposed outline solution to illustrate the
feasibility of achieving the objectives of the project...




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Measurements of Success
List the criteria by which the project will be measured for success:
   Success criteria...




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4 Project Approach
Stages
This plan is intended to provide an initial schedule for the whole project. It will be
revised and validated at the end of each stage, as and when each detailed stage plan is
created. It has been developed with the minimum of analysis, with an incomplete
definition of scope and with only a sketched set of requirements. The project level dates
should be thought of as ranges, and on no account be regarded as accurate or binding.

Stage Name                     Stage Description                 Product
                               To:
                               in a way that:
                               so that:




See Appendix A for a fully described stage & step WBS.
Optionally express the project approach in a narrative form, explaining the rationale for
the recommended approach...

Resource Requirement

Stage                          Roles                     Numbers           Participation




List required additional hardware, software, equipment, etc.:
   hardware...
   software...

Project Schedule Summary

Stage Name                     Duration (days)           Start (mm/yy)     End (mm/yy)




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See Appendix A for PERT and Gantt charts.

Assumptions
List all assumptions made when defining the WBS, resource requirements, high level
estimates and schedule:
   project planning assumption...




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5 Project Organization

                                           Project Board               Key
                                                                   Stakeholders




                   Project                   Project
                 Coordinators                Manager




                    Key                    Project Team
                  Resources




Role                            Resource                    Organization          Reqt.
Project Board
   Project Sponsor                                                               hrs/mth
   Business Partner
   Technical Partner
Key Stakeholders
   Client                                                                        hrs/mth
   DEVELOPMENT                                                                   hrs/mth
   OPERATIONS                                                                    hrs/mth
Project/Stage Manager                                                             hrs/wk
Project Team
   Client                                                                        hrs/wk
   DEVELOPMENT                                                                   hrs/wk
   OPERATIONS                                                                    hrs/wk
Project Coordinators
   Planning                                                                      hrs/wk
   Business                                                                      hrs/wk
   Technical                                                                     hrs/wk




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Key Resources
   Client                                                  hrs/wk
   DEVELOPMENT                                             hrs/wk
   OPERATIONS                                              hrs/wk




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6 Project Controls
Quality Control Procedure
The stage plan will define all products to be produced and will identify the appropriate
client and technical resources to execute quality control. All products will be subject to
peer review and all defects will be recorded.
See Project Management & Control Process.

Progress Control Procedure
The stage plan will contain work (effort) estimates by task by resource. Actual work and
latest-estimate-to complete will be tracked on a weekly basis by task by resource. Actual
progress against schedule will be reviewed at weekly team status meetings.
The plan will be revised and re-issued to the project team.
The Project Manager will produce a weekly status report which will be distributed to the
Project Board, Key Stakeholders, project team and all interested parties.
See Project Management & Control Process.

Control Factors & Tolerance Parameters
The Project Board has decided that the general control factors for the project are:

                       Maximize                 Constraint           Accept
Cost
Schedule
Performance


where, COST is the total amount (capital and expense dollars) spent to complete the
project; SCHEDULE is the duration of target completion date; and PERFORMANCE is
the quantity and quality of the interim and final products.
The Project Manager is permitted the following tolerance during a stage before an
exception situation occurs requiring Project Board intervention:

                               Positive Deviation             Negative Deviation
Cost
Schedule
Performance




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Change Control Procedure
The stage plan will identify the degree of change control to be applied to specific
products. The Project Manager will maintain the Request for Change Log.
See Project Management & Control Process.

Issue resolution Procedure
The Project Manager will maintain an Issues Log to record and track the resolution of
Issues.
See Project Management & Control Process.




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7 Business Case
Initial Benefits
List the initial business benefits and quantify in financial terms. These initial benefits are
critical to justifying the project and setting realistic expectations...

Ref.   Benefit                                                                $




Calculations and assumptions can be found in a Appendix B.

Initial Development & Conversion Costs

WBS Activity Title                     Rsc      H/w         S/w   Proj Inst Misc Total
                                       Cost                       Trng Trng




Initial Operational & Maintenance Costs

Qtr                                    Rsc      H/w         S/w   Inst Misc    Total
                                       Cost                       Trng
Qtr1
Qtr2
Qtr3
Qtr4


Calculations and assumptions can be found in a Appendix B.




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Breakeven Point
The project is expected to breakeven during the 4th Quarter after installation.

                140



                120



                100



                80
   US Dollars




                60


                                                                         Accumulated Cost
                40
                                                                         Accumulated Benefits


                20



                 0
                      Qtr1   Qtr2   Qtr3     Qtr4          Qtr5   Qtr6    Qtr7                  Qtr8




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8 Risk Analysis
The risk analysis has determined the following levels of risk to the project:

Category                               Level
External Dependencies
Organizational
Planning
Business Case
Technical
Overall Project


The following specific risks may cause the project to fail to meet it's objective.
In narrative summarize the major risks and proposed counter measures...

Major Risk                                      Counter Measure




See Appendix C for the Risk Analysis Score Sheet.




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9 Recommendation & Next Steps
The Project Manager recommends the following course of action:


State the recommended next steps with supporting arguments. Either recommend a "go",
"no go" or "defer until..." decision...


"Go" recommendation supporting arguments:
   It is important to do it because...
   It is important to do it now because...
   If nothing is done it will...
   The business justification is strong because...


"No Go" or "Defer until..." recommendation supporting arguments:
   There are inadequate resources...
   Lacks financial justification...
   If nothing is done...
If the Client Co-ordinator wishes to make a different recommendation, then state it here
with supporting arguments...




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Appendix A: Project Plan
WBS Description Report

WBS      Activity Title                    Activity Description




Table produced from Process Engineer.

Products Report

WBS      Product Title                     Product Description




Table produced from Process Engineer.

Resource Requirement Report

WBS      Activity Title                    Produce      Consult   Review   Approve




Parenthesis indicate resource equivalent
Table created from Process Engineer data.

Project Plan PERT Chart
Produced from Microsoft Project

Project Plan Gantt Chart
Produced from Microsoft Project



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Appendix B: Business Case




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Appendix C: Risk Analysis Score Sheet
Produced from RISK.XLS.




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