The Process Model and Project Timeline

Question 1

What processes are executed once in a Project?

Answer 1

1. Starting up a Project (SU)
2. Initiating the Project (IP)
3. Creating the Project Initiation Documents (PID)
4. Creating the Project Plan
5. Closing the Project (CP)

Question 2

What processes are executed once for each stage?

Answer 2

1. Controlling a Stage

2. Managing Stage Boundaries (Not done at the very end when it moves to Closing a Project.

Question 3

What processes can be implemented multiple times in a stage?

Answer 3

1. A highlight report can be sent by the Project Manager to the Project Board each week during a stage.
2. A team plan can be created for each Work Package.

Question 4

What are the 7 processes on the Project Timeline?

Answer 4

1. Starting Up a Project
2. Initiating a Project
3. Directing a Project
4. Controlling a Stage
5. Managing Product Delivery
6. Managing a Stage Boundary
7. Closing a Project

Question 5

What document is the trigger to start the Project?

Answer 5

The “Project Mandate”

Question 6

Who creates the Project Mandate?

Answer 6

Someone from the Corporate or Program Management (Outside the project team).

Question 7

What is the first process in the Project Timeline?

Answer 7

Starting Up a Project (SU)

Question 8

What are the main outputs of Starting Up a Project (SU) that are given to the Project Board?

Answer 8

1. The Project Brief (Contains an outline of the Business Case)
2. The Initiation Stage Plan
3. The Project Product Description

Question 9

What is the first decision the Project Board has to consider?

Answer 9

Whether to allow the Initiation stage to start, known as “Authorise initiation”.

Question 10

What is the purpose of the Project Board during “Authorise Initiation”

Answer 10

1. They determine whether the project is worth doing (Desirable, viable and achievable).
2. Check and approve the plan for the Initiation Stage.

Question 11

What is the second process in the Project Timeline?

Answer 11

Initiating a Project Process / Initiation Stage (IP)

Question 12

What outputs form the Project Initiation Document (PID)?

Answer 12

1. The four strategy documents (i.e. Risk, Quality, Configuration and Communication Management)
2. The Business Case Document (Responsibility of the Executive)
3. The Project Plan
4. The Product Descriptions
5. Project Controls describing how the project will be controlled.
6. Roles & Responsibilities / Project Management Team Structure

Question 13

Who is involved during the Initiating a Project Process (IP)?

Answer 13

Most of the work is facilitated by the Project Manager, with support from:

1. The executive
2. Persons representing the users
3. Specialists (Also known as “Subject Matter Experts”)
4. The Senior User

Question 14

What is the role of an Executive in IP?

Answer 14

To develop (refine) the Business Case.

Question 15

What is the role of the people representing the Users in IP?

Answer 15

Help develop ideas surrounding product descriptions and quality requirements.

Question 16

What is the role of specialists (Also known as “Subject Matter Experts” in IP?

Answer 16

Can help with Product-Based Planning, which includes the creation of the Product Descriptions and estimating which is part of planning.

Question 17

What is the role of the Senior User in IP?

Answer 17

Provides the expected benefits information which are measurable and when (timeline) they are expected to be realised. = Benefits review plan.

Question 18

What is the 2nd decision the Project Board has to make in the Project Timeline?

Answer 18

To decide if the project should be allowed to carry on to the next stage by reviewing the following documents:

1. The PID (Business Case as it contains Risks, Benefits and ROI information)
2. Project Plan

Question 19

What are the steps once the Project Board agrees after reviewing the 2nd decision?

Answer 19

1. Authorise the Project - so the project can start

2. Authorise the Next Stage - so the first delivery stage can start.

Question 20

What is involved in the Project Managers day-to-day work during controlling a stage?

Answer 20

1. Give out, check up and accept Work Packages back when complete.
2. Continually review the stage status - Progress against the stage plan
3. Provide regular reports to the Project Board
4. Capture and examine issues and risks (Escalate if necessary)
5. Take corrective action to solve issues within their tolerance.

Question 21

When does the “Managing a Stage Boundary (SB)” process occur?

Answer 21

Toward the end of the stage and before the Controlling a Stage process ends.

Question 22

What are the objectives of the Stage Boundary process to deliver to the Project Board?

Answer 22

1. End Stage Report
2. Update the Business Case and Project Plan with actuals to date.
3. Next Stage Plan
4. Benefits Review Plan - have the expected benefits been realised or not.

Question 23

What is involved in the Project Board decision at the end of the stage?

Answer 23

1. Review the current stage using the End Stage Report.
2. Compare the progress of the project so far with the baselined Project Plan.
3. Review the Business Case to see of the project is still viable + Check risk information.
4. Check the Next Stage Plan
5. Review the Benefits Review Plan and compare expected benefits with actuals.

Question 24

What is the last thing the Project Board does at the end of the Controlling a stage process?

Answer 24

Authorise the Next Stage

Question 25

What does the Project Board use to keep control of the Project

Answer 25

Stages separated by a Project Board Decision.

Question 26

What are the main differences between stages?

Answer 26

Content of the Work Packages given to the teams to develop.

Question 27

When does the Closing a Project (CP) process occur?

Answer 27

The Closing a Project process is always the last part of the last stage.

Question 28

What is the difference between a normal Stage End and a Final Stage end?

Answer 28

A normal stage end process uses a Stage Boundary Process (SB) to report on the current stage and plan the next one, however the final stage end uses the Closing a Project (CP) in its place.

Question 29

What is the Closing a Project (CP) process?

Answer 29

Where the Project Manager prepares the project for closure.

Question 30

What are the Objectives of the Closing a Project (CP) process?

Answer 30

1. Update the Project Plan to show what has been delivered, approved and when 2. Hand over products and obtain acceptance 3. Evaluate the project and create the End Project Report 4. Benefits Review Plan - Check and update if expected benefits have or have not been realised

Question 31

What is the last thing the Project Manager will do in the Closing a Project (CP) process?

Answer 31

Recommend Project Closure to the Project Board.

Question 32

What is the last decision to be taken by the Project Board?

Answer 32

To "Authorise Project Closure."

Question 33

What has to be reviewed by the Project Board before authorising Project Closure?

Answer 33

1. Review the baselined documents (Business Case and Project Plan) from the PID with the current documents to see how the project has performed compared to original goals. 2. Confirm products have been accepted and signed off. 3. Check the Lessons Learned report and hand it over so it can be used for future projects. 4. Review the Benefits Review Plan and compare expected benefits so far with actuals.