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Project Management Execute Stage document sample
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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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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
Measurements of Success
List the criteria by which the project will be measured for success:
Success criteria...
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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
Key Resources
Client hrs/wk
DEVELOPMENT hrs/wk
OPERATIONS hrs/wk
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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
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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Project Initiation
Appendix B: Business Case
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Project Initiation
Appendix C: Risk Analysis Score Sheet
Produced from RISK.XLS.
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