This procedure is governed by our company Project Management Policy.
Purpose
This Project Management Procedure articulates the Project Management Policy and the Project Management Lifecycle by defining the processes that are performed throughout the life of a project to ensure the efficient and effective management of projects.
Scope
The Project Management Procedure applies to projects in our company. A project is a body of work with distinct start and end dates that progresses through defined phases and adheres to a formal project management methodology. It results in the transformation of a business function and/or delivery of one or more outcomes.
Project Phases
It is recommended that projects progress through the following project phases.
Pre-Initiate Phase: the first phase of the project lifecycle.
- The Pre-Initiate Phase builds the foundation of a project and is often triggered when an individual identifies the need to solve a problem, improve a process or implement a new service. It defines what the project will attempt to achieve based on appropriate business justification. If a project has already been approved it can proceed directly to the Initiate phase and the preparation of the Project Initiation Document.
Key tasks:
- Make initial assessment of project size and governance structure.
- Complete Business Case (for medium and large projects).
Steps:
- Determine the size of the project using the Project Sizing Guidelines and the appropriate governance structures
- Prepare the Business Case in consultation with key stakeholders and any other teams/portfolios that will be affected by the project.
- Submit the Business Case for approval
- Appoint Project Manager and confirm Project Sponsor.
Initiate Phase: the second phase of the project lifecycle.
The Initiate Phase begins the process of determining how the project will be executed. Using the content in the Business Case as its foundation, the Initiate Phase has two outcomes:
- The preparation of a detailed model of the work required to achieve the project objectives;
- Confirmation of the in-principle funding decisions and project arrangements suggested in the Business Case.
The major activity in the Initiate Phase is the preparation of the Project Initiation Document. The Project Manager, in consultation with key stakeholders, outlines the intended approach to project governance, executing the work, and managing resources and risk.
Key tasks:
- Confirm project size and governance structure and form governance groups
- Complete Project Initiation Document
- Add the project to the Project Register (for medium and large projects)
- Complete End of Phase Report (for medium and large projects).
Steps:
- Confirm the size of the project using the Project Sizing Guidelines.
- Confirm the governance structure for the project and form governance groups.
- Prepare the Project Initiation Document in consultation with key stakeholders and any other teams/portfolios that will be affected by the project.
- Submit the Project Initiation Document for approval.
- Add the project to the Project Register (for medium and large projects)
- Prepare an End of Phase Report (for medium and large projects)
Plan Phase: the third phase of the project lifecycle.
The Plan Phase provides further detail about how the project will be conducted. The major activity in this phase is the addition of detailed schedule and budget information to the Project Initiation Document.
Key tasks:
- Complete Project Schedule (for medium and large projects)
- Complete Project Budget (for medium and large projects)
- Complete Risk Management, Communication and Workforce Impact plans (for medium and large projects)
- Prepare Risk Register (for large projects)
- Complete End of Phase Report (for medium and large projects).
Steps:
- Prepare the Project Schedule
- Prepare the Project Budget
- Submit the Project Initiation Document for approval of the additional schedule and budget information
- Prepare a Risk Management Plan (for medium and large projects)
- Prepare a Workforce Impact Plan (for medium and large projects)
- Prepare a Communication Plan (for medium and large projects)
- Prepare a Risk Register (for large projects)
- Prepare an End of Phase Report (for medium and large projects)
Implement Phase: the fourth phase of the project lifecycle.
The Implement Phase focuses on the process of determining how the project outputs will be delivered. It is triggered by the preparation and approval of a detailed implementation plan that is added to the Project Initiation Document. The implementation plan consists of all the activities related to systems, staff, processes and training that must be completed to achieve the intended project outputs.
Key tasks:
- Complete Implementation Plan (for medium and large projects)
- Prepare Issue Register (for large projects)
- Complete End of Phase Report (for medium and large projects, especially if Project Modification is required).
Steps:
- Prepare the Implementation Plan
- Prepare an Issue Register (for large projects)
- Prepare an End of Phase Report (as appropriate for medium and large projects)
Close Phase: the final phase of the project lifecycle.
The Close Phase is the formal closure of the delivery component of the project. It has two main outcomes:
The handover of project outputs to the operational areas responsible for ongoing support and maintenance (if applicable to the project);
The evaluation of the success of the project (also known as Benefits Realisation Analysis).
The Benefits Realisation Analysis is a critical component of the post-implementation review that characterises the Close Phase. The Project Initiation Document will have outlined the timeframe and process for determining whether and to what extent the intended business outcomes have been achieved. The Project Sponsor can use the information in the Benefits Realisation Analysis to compare the actual project outcomes and cost with the planned outcomes and determine whether what was achieved by the project was worth the amount invested.
Key tasks:
- Complete Post-Implementation Review (for medium and large projects)
- Prepare communications to the project stakeholders and the wider community to notify them of the completion of the project.
Steps:
- Prepare the PostImplementation Review (for medium and large projects)
- Prepare communications to stakeholders and Example Company community about the completion of the project.
Review of this Procedure
This procedure will be formally reviewed every 12 months in conjunction with our company Project Management Policy.