The Process Model and Project Timeline Flashcards
What processes are executed once in a Project?
- Starting up a Project (SU)
- Initiating the Project (IP)
- Creating the Project Initiation Documents (PID)
- Creating the Project Plan
- Closing the Project (CP)
What processes are executed once for each stage?
- Controlling a Stage
2. Managing Stage Boundaries (Not done at the very end when it moves to Closing a Project.
What processes can be implemented multiple times in a stage?
- A highlight report can be sent by the Project Manager to the Project Board each week during a stage.
- A team plan can be created for each Work Package.
What are the 7 processes on the Project Timeline?
- Starting Up a Project
- Initiating a Project
- Directing a Project
- Controlling a Stage
- Managing Product Delivery
- Managing a Stage Boundary
- Closing a Project
What document is the trigger to start the Project?
The “Project Mandate”
Who creates the Project Mandate?
Someone from the Corporate or Program Management (Outside the project team).
What is the first process in the Project Timeline?
Starting Up a Project (SU)
What are the main outputs of Starting Up a Project (SU) that are given to the Project Board?
- The Project Brief (Contains an outline of the Business Case)
- The Initiation Stage Plan
- The Project Product Description
What is the first decision the Project Board has to consider?
Whether to allow the Initiation stage to start, known as “Authorise initiation”.
What is the purpose of the Project Board during “Authorise Initiation”
- They determine whether the project is worth doing (Desirable, viable and achievable).
- Check and approve the plan for the Initiation Stage.
What is the second process in the Project Timeline?
Initiating a Project Process / Initiation Stage (IP)
What outputs form the Project Initiation Document (PID)?
- The four strategy documents (i.e. Risk, Quality, Configuration and Communication Management)
- The Business Case Document (Responsibility of the Executive)
- The Project Plan
- The Product Descriptions
- Project Controls describing how the project will be controlled.
- Roles & Responsibilities / Project Management Team Structure
Who is involved during the Initiating a Project Process (IP)?
Most of the work is facilitated by the Project Manager, with support from:
- The executive
- Persons representing the users
- Specialists (Also known as “Subject Matter Experts”)
- The Senior User
What is the role of an Executive in IP?
To develop (refine) the Business Case.
What is the role of the people representing the Users in IP?
Help develop ideas surrounding product descriptions and quality requirements.
What is the role of specialists (Also known as “Subject Matter Experts” in IP?
Can help with Product-Based Planning, which includes the creation of the Product Descriptions and estimating which is part of planning.
What is the role of the Senior User in IP?
Provides the expected benefits information which are measurable and when (timeline) they are expected to be realised. = Benefits review plan.
What is the 2nd decision the Project Board has to make in the Project Timeline?
To decide if the project should be allowed to carry on to the next stage by reviewing the following documents:
- The PID (Business Case as it contains Risks, Benefits and ROI information)
- Project Plan
What are the steps once the Project Board agrees after reviewing the 2nd decision?
- Authorise the Project - so the project can start
2. Authorise the Next Stage - so the first delivery stage can start.
What is involved in the Project Managers day-to-day work during controlling a stage?
- Give out, check up and accept Work Packages back when complete.
- Continually review the stage status - Progress against the stage plan
- Provide regular reports to the Project Board
- Capture and examine issues and risks (Escalate if necessary)
- Take corrective action to solve issues within their tolerance.
When does the “Managing a Stage Boundary (SB)” process occur?
Toward the end of the stage and before the Controlling a Stage process ends.
What are the objectives of the Stage Boundary process to deliver to the Project Board?
- End Stage Report
- Update the Business Case and Project Plan with actuals to date.
- Next Stage Plan
- Benefits Review Plan - have the expected benefits been realised or not.
What is involved in the Project Board decision at the end of the stage?
- Review the current stage using the End Stage Report.
- Compare the progress of the project so far with the baselined Project Plan.
- Review the Business Case to see of the project is still viable + Check risk information.
- Check the Next Stage Plan
- Review the Benefits Review Plan and compare expected benefits with actuals.
What is the last thing the Project Board does at the end of the Controlling a stage process?
Authorise the Next Stage
What does the Project Board use to keep control of the Project
Stages separated by a Project Board Decision.
What are the main differences between stages?
Content of the Work Packages given to the teams to develop.
When does the Closing a Project (CP) process occur?
The Closing a Project process is always the last part of the last stage.
What is the difference between a normal Stage End and a Final Stage end?
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.
What is the Closing a Project (CP) process?
Where the Project Manager prepares the project for closure.
What are the Objectives of the Closing a Project (CP) process?
- Update the Project Plan to show what has been delivered, approved and when
- Hand over products and obtain acceptance
- Evaluate the project and create the End Project Report
- Benefits Review Plan - Check and update if expected benefits have or have not been realised
What is the last thing the Project Manager will do in the Closing a Project (CP) process?
Recommend Project Closure to the Project Board.
What is the last decision to be taken by the Project Board?
To “Authorise Project Closure.”
What has to be reviewed by the Project Board before authorising Project Closure?
- 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.
- Confirm products have been accepted and signed off.
- Check the Lessons Learned report and hand it over so it can be used for future projects.
- Review the Benefits Review Plan and compare expected benefits so far with actuals.
