The Project Life Cycle r

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The Project Life Cycle refers to a logical sequence of activities to

accomplish the projects goals or objectives. Regardless of scope

or complexity, any project goes through a series of stages during its life.

There is first an Initiation or Birth phase, in which the outputs and

critical success factors are defined, followed by a Planning phase,characterized by breaking down the project into smaller parts/tasks, an

Execution phase, in which the project plan is executed, and lastly a

Closure or Exit phase, that marks the completion of the project. Project

activities must be grouped into phases because by doing so, the project

manager and the core team can efficiently plan and organize resources

for each activity, and also objectively measure achievement of goals and

justify their decisions to move ahead, correct, or terminate.
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1)Initiation

In this first stage, the scope of the project is defined along with

the approach to be taken to deliver the desired outputs. The

project manager is appointed and in turn, selects the team

members based on their skills and experience. The most common

tools or methodologies used in the initiation stage are Project

Charter, Business Plan, Project Framework (or Overview),

Business Case Justification, and Milestones Reviews.

During the initiating process, you will refine the project goals, review theexpectations of all stakeholders, and determine assumptions and risks in theproject. You will also start project team selection if the project team hasbeen imposed, then you need to familiarize yourself with their skill set andunderstand their roles in the project. At the end of this phase you will produce aStatement of Work (SOW), which is a document that provides a description of theservices or products that need to be produced by the project.

What is a Business Case?

A Business Case justifies the start-up of a project. It includes a

description of the business problem or opportunity, the costs and

benefits of each alternative solution, and the recommended solution for

approval.

When do I use a Business Case?

A Business Case Template is used whenever the expenditure on a

project has to be justified. Completing a Business Case Template is

usually the first step in the Project Life Cycle. Once the Business Case

Template has been completed, it is presented to a Sponsor for approval.

The Business Case is referred to frequently during the project, to

determine whether it is currently on track. And at the end of the project,


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success is measured against the ability to meet the objectives defined in

the Business Case. So the completion of a Business Case is critical to

the success of the project.

Project Charter

Governance Structure

Statement of Guiding Principles

Team Contract

Communication Plan

Risk Assessment & Management Plan

Budget Plan

Meeting Notes

The final activity in the definition stage is launching the project. A

"kick-off" meeting with sponsor, business process owners and full

project staff ensures that everyone is familiar with the business

need being addressed, the principles guiding the work, the

development and project management method being used and the

overall release schedule. Professional development requirements

are discussed in terms of the skill development plan for the projectduring the planning; if required, training sessions are scheduled

very soon after the launch

2)Planning

The second phase should include a detailed identification and

assignment of each task until the end of the project. It should alsoinclude a risk analysis and a definition of a criteria for the successful

completion of each deliverable. The governance process is defined,

stake holders identified and reporting frequency and channels agreed.

The most common tools or methodologies used in the planning stage

are Business Plan and Milestones Reviews.


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During the planning process, you will detail the project in terms of its outcome, teammembers roles and responsibilities, schedules, resources, scope and costs. At the endof this phase, you will produce a project management plan, which is a document thatdetails how your project will be executed, monitored and controlled, and closed. Sucha document also contains a refined project scope, and is used as the project baseline.

Scope Statement

Risk Assessment & Management Plan

Budget Plan

Procurement Plan

Staffing Plan

Quality Assurance Plan

Plan for Managing Issues

Statement of Intended Operations Organization

Schedules Full

Communications Bulletins

Meeting Notes

3)Execution and controlling

The most important issue in this phase is to ensure project activities are

properly executed and controlled. During the execution phase, the

planned solution is implemented to solve the problem specified in the

project's requirements. In product and system development, a design

resulting in a specific set of product requirements is created. This

convergence is measured by prototypes, testing, and reviews. As the

execution phase progresses, groups across the organization become
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more deeply involved in planning for

the final testing, production, and

support. The most common tools or

methodologies used in the execution

phase are an update of Risk Analysisand Score Cards, in addition to

Business Plan and Milestones Reviews.

During the controlling and monitoring process,you supervise project activities to ensure thatthey do not deviate from the initial plan andscope. When this happens, you will use achange control procedure to approve and

reject change requests, and update theproject plan/scope accordingly. Thecontrolling and monitoring phase also involvesgetting approval and signoff for projectdeliverables.

This is the phase of the project where

the project plan is carried out. Projects proceed in different ways

depending on the required project outcomes as well as the schedule,staffing and cost constraints. Project management activity during this

phase involves:

Keeping people informed about progress of the project, ensuring project

priorities are understood and translated into which activities are "in

progress."

Monitoring the environment, anticipating problems and taking action to

counter any issues affecting the project scope, schedule or budget. Reviewing change requests with the project team and recommending

whether they will be done within the project or not. Change requests may

result.
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Project management processes produce the following deliverables

during the execution stage of the project life cycle:

Basic Project

Meeting Notes

Status Reports (includes risk log)

Schedules

Issue Resolution Log

Project Delay Log

Full Project

Meeting Notes

Status Reports (includes risk log)

Schedules

Issue Resolution Log

Project Delay Log

Change Requests

The Project Plan is the most important document in the project, as

it provides the Project Manager with a roadmap ahead, and it tells

them during the journey whether they are on-track. Using this

Project Plan template, you can create a comprehensive project

management plan for your project today.

What is a Project Plan?

A Project Plan sets out the phases, activities and tasks needed to

deliver a project. The timeframes required to deliver the project,

along with the resources and milestones are also shown in the

Project Plan. Using thisProject Plan Template, you can quickly and

easily create a comprehensive Project Management Plan for your
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project, as it already lists the commonly used tasks needed to

complete projects from start to finish.

When do I use a Project Plan Template?

A Project Plan Template is filled in every time you wish to embark

on a new project. A summarized Project Plan is usually created

early in the life cycle, with a detailed Project Plan being created

later the planning phase. The Project Plan is referred to constantly

throughout the project. Every day, the Project Manager will review

actual progress against that stated in the Project Plan, to ensure

they are still on track. The Project Plan is therefore the most

critical tool a Manager can have to successfully deliver projects.

4)Closure

In this last stage, the project manager must ensure that the

project is brought to its proper completion. The closure phase is

characterized by a written formal project review report containing

the following components: a formal acceptance of the final product

by the client, Weighted Critical Measurements (matching the initial

requirements specified by the client with the final delivered

product), rewarding the team, a list of lessons learned, releasing

project resources, and a formal project closure notification to

higher management. No special tool or methodology is needed

during the closure phase.

During the closing process, you formally accept the deliverables and shut down theproject or its phases. You will also review the project and its results with your teamand other stakeholders of the project. At the end of the project you will produce aformal project closure document, and a project evaluation report.

The project process is completed and documented, and the finished

product is transferred to the care and control of the owner. The long-term

objective is to build a project management repository to document best
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practices, lessons learned, and examples of various documents that may

be developed during a project.

Project management processes produce the following deliverables

during the delivering stage of the project life cycle:

Basic Project

Lessons Learned

Closing Report

Full Project

Lessons Learned

Closing Report

And we celebrate!

What is a Project Closure Report?

A Project Closure Reportdescribes how you intend to close your

projects. The Project Closure Report confirms that the objectives have

been met, the deliverables have been handed over to the customer and

that project closure can commence. Every Project Manager needs to

complete a Project Closure Report to gain agreement from their Sponsor

that the project is ready for closure. Once the Project Closure Report

has been approved, the Manager can proceed with the actions needed

to close the project swiftly.

When do I use a Project Closure Report?

A Project Closure Reportshould be documented any time that a project

is ready for closure. Using this Project Closure Report, you can to


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document the actions needed to perform project closure immediately.

This Project Closure Report already includes the sections, tables and

practical examples you need, to save you time.

The Project Life Cycle (#2 in the HutA Quick Guide to Project Management)By Manjeet Singh

This hut assumes that your project has already been selected, and that a ProjectCharterhas been produced. A Project Charter is generally a document that provides ashort description of the project and designates the Project Manager. Sometimes acommercial contract also leads to the initiation of project especially in firmsspecialized in providing professional/consulting services.

A project life cycle typically has the following processes as defined by the ProjectManagement Institute (PMI):

Project Management Life Cycle

The MPMM Project Management Life Cycle comprises four phases...
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Initiation involves starting up the project, by documenting a business

case, feasibility study, terms of reference, appointing the team and

setting up a Project Office.

Planning involves setting out the roadmap for the project by creating

the following plans: project plan, resource plan, financial plan, quality

plan, acceptance plan and communications plan.

Execution involves building the deliverables and controlling the project

delivery, scope, costs, quality, risks and issues.

Closure involves winding-down the project by releasing staff, handing

over deliverables to the customer and completing a post implementation

review.

A more detailed description of the MPMM Project Management

Methodology and Life Cycle follows:

Project Initiation

Project Initiation is the first phase in the Project Life Cycle and

essentially involves starting up the project. You initiate a project by

defining its purpose and scope, the justification for initiating it and the

solution to be implemented. You will also need to recruit a suitably

skilled project team, set up a Project Office and perform an end of

Phase Review. The Project Initiation phase involves the following six key

steps:


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Project Planning


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After defining the project and appointing the project team, you're ready

to enter the detailed Project Planning phase. This involves creating a

suite of planning documents to help guide the team throughout the

project delivery. The Planning Phase involves completing the following10 key steps:

Project Execution

With a clear definition of the

project and a suite of detailed

project plans, you are now

ready to enter the Execution

phase of the project.

This is the phase in which the

deliverables are physically built and

presented to the customer for

acceptance.

While each deliverable is being

constructed, a suite of

managementprocesses are

undertaken to monitor and

control the deliverables being


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output by the project.

These processes include managing time, cost, quality, change, risks,

issues, suppliers, customers and communication.

Once all the deliverables have been produced and the customer has

accepted the final solution, the project is ready for closure.

Project Closure

Project Closure involves releasing the final

deliverables to the customer, handing over

project documentation to the business,

terminating supplier contracts, releasing

project resources and communicating project closure to all stakeholders.

The last remaining step is to undertake a Post Implementation Review

to identify the level of project success and note any lessons learned for

future projects.

It will help you identify the detailed benefits and costsof your solution, giving your sponsor confidence that

the solution recommended is the most viable solution

available. This will help you to gain approval of the

business case and secure the funding you need, to get

started.

By using

this Business

Case

Template you

can:


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Research the

business problem

or opportunity

Identify thealternative

solutions available

Quantify the

benefits and costs

of each solution

Recommend a

preferred solutionto your sponsor

Identify any risks

and issues with

implementation

Present the solution

for funding

approval

This Business Case

Template also

includes:

Real-life examples

in each section

Detailed

procedures

guiding you step-

by-step

Tables to help you


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quantify the

benefits and costs

Guidance on the

methods ofchoosing a

preferred solution

A best practice

approach to

ensure your

success.

This template is

unique, as it includes

all of the detailed

procedures needed

when writing Business

Cases within your

organization. It takes

you through the

process of completing

a Business Case,

giving you practical

examples along the

way. Written by

experts, this template

will enable you to

create a solid

Business Case quicklyand easily, saving you

time and money.


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What is a Business

Case?

A Business Casejustifies the start-up

of a project. It

includes a description

of the business

problem or

opportunity, the costs

and benefits of each

alternative solution,

and the

recommended

solution for approval.

When do I use a

Business Case?

A Business Case

Template is usedwhenever the

expenditure on a

project has to be

justified. Completing

a Business Case

Template is usually

the first step in the

Project Life Cycle.Once the Business

Case Template has

been completed, it is

presented to a

Sponsor for approval.


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The Business Case is

referred to frequently

during the project, to

determine whether it

is currently on track.And at the end of the

project, success is

measured against the

ability to meet the

objectives defined in

the Business Case. So

the completion of a

Business Case is

critical to the success

of the project.

This

Project Plan Template

will help you to quickly and easily

create a Project Plan for your project.

You can use it to create your owncustomizedproject management

plan for delivering your project on

time and under budget.

If you want to create a Project Plan for

your project within a few easy steps,

then this project plan template will tell

you how to do it.

Each project planning step is

described in detail and is accompanied

by a suite of practical tips and hints.


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By using this Project

Plan template,

you can:

Identify all of the

phases, activities

and tasks

Sum up the effort

needed to complete

those tasks

Document all of the

project inter-

dependencies

List the planning

assumptions and

constraints

Create a detailed

project planning

schedule

ThisProject Plan

Templatewill

also help you to:

Define the projectscope &

milestones

Identify the Work

Breakdown


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Structure

Set and agree the

target delivery

dates

Monitor and

control the

allocation of

resource

Report on the

progress of the

project, to thesponsor

The Project Plan is

the most important

document in the

project, as it provides

the Project Manager

with a roadmapahead, and it tells

them during the

journey whether they

are on-track. Using

this Project Plan

template, you can

create a

comprehensive

project management

plan for your project

today.


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What is a Project

Plan?

A Project Plan sets

out the phases,

activities and tasks

needed to deliver a

project. The

timeframes required

to deliver the project,

along with theresources and

milestones are also

shown in the Project

Plan. Using

thisProject

Plan Template, you

can quickly and easily

create a

comprehensive

Project Management

Plan for your project,

as it already lists the

commonly used tasks

needed to complete

projects from start to

finish.

When do I use a

Project Plan

Template?

A Project Plan


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Template is filled in

every time you wish

to embark on a new

project. A

summarized ProjectPlan is usually

created early in the

life cycle, with a

detailed Project Plan

being created later

the planning phase.

The Project Plan is

referred to constantly

throughout the

project. Every day,

the Project Manager

will review actual

progress against that

stated in the Project

Plan, to ensure they

are still on track. The

Project Plan is

therefore the most

critical tool a Manager

can have to

successfully deliver

projects.

his

Communication Process

helps you to undertake Communications

Managementfor your team.

It does this by taking you through the

Communication Process, step-by-step.


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If you want to keep the right people

informed with the right information, at

the right time, then this process will help

you.

The Communication

Process will help

you to:

Identify the messagesthat need to be sent

Determine your target

audience for

communication

Decide on your

message format and

timing

Draft your message

and gain approval

where required

Communicate your

message, through

communications

events

Gather feedback and

improve your

communication

processes


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By using this

Communication

Process, you can:

Clearly identify your

project stakeholders

Identify your

stakeholders

communications

needs

Run any type of

communications

event to send out

your message

Ensure the right

people receive the

right information at

the right time

Keeping your

stakeholders regularly

informed is a critical

activity for any team.

Whether it's through

status reports, regular

meetings or informalemail, you can ensure

that the right messages

are distributed about the

progress of your project.

This will help your


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project team and

external stakeholders to

remain focused on

delivery and to provide

you with all of thesupport you need to

deliver your project

successfully.

What is a

CommunicationProcess?

A Communication

Process,

or Communications

ManagementProcess, is

a set of steps that are

taken every time formalcommunications are

undertaken in an

organization. A

Communications Process

is undertaken as part of

Communications

Management and helps

to ensure that yourstakeholders are kept

regularly informed. For

example as part of the

project life cycle, the

team implement a


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Communication Process

to make sure that the

entire team is kept

informed of the status of

the project.

When do I use a

Communication

Process?

A Communication

Process should be used

when you wish tocommunicate formally

within an organization.

By using the

Communication Process,

you can ensure that no

miscommunication

occurs. As part of the

Communication Process,

you can also receive

feedback on the

communications which

have taken place to date

and ensure that future

communications are

improved.

Communications

Management is afundamental part of any

organization and needs

to be treated with care.

Using this

Communications


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Process, you can

communicate effectively

at all times.

This

Project Closure

report helps you take the steps

needed to formally wind-up your

project.

The report helps you undertake

the Project Closurephase within a

project, by documenting all of the

tasks needed to complete your

project and hand over the

deliverables to your customer.

It is critical that you complete the

Project Closure phase properly, as

the manner within which these

closure steps are taken willdetermine the final success of

your project.

Using thisProject Closure Reportyou can perform

Project Closure by:

Identifying the project completion criteria

Listing any outstanding activities or deliverables

Creating a plan for passing deliverables to your

customer


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Planning the handover of project documentation

Closing supplier contracts and agreements

Releasing projects resources to the business

Communicating the closure of the project

This Project Closure Report is unique because it:

Includes pre-formatted sections and tables

Lists all of the key activities needed to close a

project

Contains step-by-step instructions to help you

complete it

Has lots of practical examples, tips and hints

Is pre-completed to save you time and effort

Written by project experts, this Project Closure Report

helps you to document all of the steps needed to close

your projects quickly and efficiently.

What is a Project Closure Report?

A Project Closure Reportdescribes how you intend to

close your projects. The Project Closure Report

confirms that the objectives have been met, the

deliverables have been handed over to the customer

and that project closure can commence. Every Project


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Manager needs to complete a Project Closure Report to

gain agreement from their Sponsor that the project is

ready for closure. Once the Project Closure Report has

been approved, the Manager can proceed with the

actions needed to close the project swiftly.

When do I use a Project Closure Report?

A Project Closure Reportshould be documented any

time that a project is ready for closure. Using this

Project Closure Report, you can to document the

actions needed to perform project closure

immediately. This Project Closure Report alreadyincludes the sections, tables and practical examples

you need, to save you time.

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artments/envh/projmanag

e/sld002.htm

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The Project Life Cycle r