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The objective is to provide common standards to ensure that projects are conducted in a disciplined, well-managed, and consistent manner to projects completed on time and within budget.
Large, complex projects
require a more rigorous application of management processes
than small, well-defined projects with readily achievable
goals. The methodology supports this need for flexibility.
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This section describes the activities and tasks required during the concept phase of the project lifecycle.
The concept phase is a three-stage project management process for investigating and satisfying
a customer's need to achieve a business outcome. It
can be a very short, simple process completed by a single
person in a matter of days or it can be a major exercise
in its own right taking years to complete and requiring
a significant commitment of resources.
The first stage of this phase is the development and consideration of the proposal, a document that outlines the need and presents a plan for conducting the next two stages.
The second stage is to conduct an options analysis to identify and evaluate all plausible options for satisfying the customer's need.
The final stage is the preparation and submission of the project business case, a cost benefit analysis developed around the preferred option.
Between each stage is a formal decision point where the project can be terminated if it becomes apparent that the project is not viable. This minimizes the cost to the organisation.
Purpose : |
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Develop and document a thorough understanding of the customer's needs (problem or opportunity) |
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Identify and evaluate the range of possible solutions and select a preferred solution |
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Present an unbiased business case that details the costs, benefits and risks of the preferred solution against the organization's strategic objectives and priorities. |
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The objective is to provide sufficient detail and rigor in the options analysis and business case documents to enable the decision maker to make an informed decision. |
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Accept and initiate the project |
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Understand and articulate the requirements |
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Provide a plan for the conduct of the options analysis and the submission of the business case & outline the risks. |
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Seek the release of the required resources. |
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Obtain approval to proceed with the development of the business case. |
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Responsibility :
The customer is responsible for initiating the concept phase. A concept phase project manager will be appointed to manage the activities, and a project team will be implemented if the size and complexity of the task warrants it.
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| Launching Phase |
The development phase commences following the approval of the business case and the allocation of organizational resources. For some projects, the approval of the business case and the allocation of resources occur simultaneously. For many projects however, the allocation of resources occurs as an independent process some time after the approval of the business case. It is not uncommon for there to be a time delay of many months or even years between the concept phase and the development phase.
This phase covers the project organizational structure, detailed project planning and design, contract establishment and detailed design. The major project management outputs are the completed project plan and establishment of any contract arrangements.
The purpose of this phase is to establish arrangements for effective implementation of the project.
Purpose :
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To establish the arrangements and the staff necessary to manage the project. This activity follows approval of the business case. |
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Preliminary work, such as identification of skills and personnel, and the need for an advisory group, should have been commenced in parallel with development of the business case and included in the draft project plan that accompanies the business case. |
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Articulates the aim and objectives of the project. |
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Documents the initial baseline position and desired end state. |
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Details the implementation strategy. |
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Guides and controls project execution. |
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Documents planning assumptions and constraints. |
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Allocates project resources and assigns responsibilities. |
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To develop equitable, legally binding contracts, agreements and arrangements. This activity is to ensure that value for money is achieved in the acquisition of the required products and services and that the processes utilized are in accordance with organizational policies and standards. |
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Confirm the project team/contractors understand their roles and responsibilities and are prepared and ready to proceed to the implementation phase. |
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Confirm that the project plan meets the customer's requirements. |
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Confirm budget and schedule. |
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Responsibility :
The project manager is responsible for this phase. Responsibilities will be assigned to component managers, team leaders and others.
This section describes the activities and tasks required in the implementation phase.
This phase covers the activities necessary to produce, test and commission project deliverables in accordance with the project plan. The scope may also include the decommissioning of any existing or legacy systems and the migration to the new system if included in as part of the project.
The purpose of this phase is to ensure that: project implementation occurs in accordance with the project plan project progress is monitored and tracked against the planned schedule unacceptable variance is identified early and action taken to bring the project back on track the products and deliverables are produced to the required standard and specification the product or service is commissioned and brought into operation.
This activity covers all tasks associated with implementing the plan, tracking progress, managing issues and controlling change. This activity produces several outputs:
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Regular project update reports. |
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Updated issues, risk and learning registers. |
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Approved change requests. |
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Records of meetings. |
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Purpose : |
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Control the project so it is completed on time and within budget. |
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Control changes. |
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Manage risk and issues. |
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Keep stakeholders informed. |
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Capture learning. |
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Responsibility :
The customer and project manager have responsibilities in this phase.
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| Finalization Phase |
This section describes the tasks required in the finalization phase of the project lifecycle. These activities are necessary to conclude a project that has reached its planned end, or because a decision has been taken to abort or cease work on the project. For the latter case, not all activities and tasks in this phase will be applicable and the project manager will need to exercise discretion and judgment. During this phase the project team must maintain their vigilance to ensure that all the work is completed in a timely and efficient manner.
This phase covers the activities needed to transition control of the product to the customer, closing down the project and undertaking performance review and evaluation. Finalization follows the successful commissioning of the product.
Purpose : |
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The objective of this activity is to determine whether the customer's need has been satisfied and incorporate lessons learnt back into the strategic and business planning processes. |
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To ensure customer satisfaction with and acceptance of the project deliverables and handover package, including the handover report. |
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Identify and document how the project performed in terms of the success criteria and key. |
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Performance indicators established in the concept phase. |
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Evaluate the organizational processes and procedures used throughout the project. |
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Identify where problems occurred, and recommend improvements identify and explain any variance between the initial baseline plan, contract and schedule and their final versions. |
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Assess how well the individual management plans performed (risk, safety environment, and so on) and identify procedural modifications that would improve their performance. |
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Document the evaluation in a project completion report. |
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Project information is stored and archived appropriately. |
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All applicable financial and administrative legislation, regulations and instructions are complied with. |
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Raise a review team and conduct the review. |
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Determine the final cost of the project. |
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Evaluate the outcomes in terms of the original need. |
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Identify lessons learnt in terms of organizational processes and procedures. |
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Document the review. |
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Responsibility :
The project manager is responsible for this phase. The customer is responsible for the conduct of the post implementation review and incorporation of lessons learnt.
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