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Project Lifecycle Processes - Phase I - Initiation Phase

June 11, 2007 | Author: PM Hut | Filed under: Project Lifecycle Phases

Project Lifecycle Processes - Phase I - Initiation Phase
By Stephen S Alison

The purpose of the Initiation Phase of a Project is to Identify, Scope and Gain Initial Approval for a Project or Projects that will deliver tangible benefit to the business.

Key Players The key players within the Initiation Phase are:

  • The Business Sponsor who is responsible for sponsoring and championing the proposed project initiative and for monitoring its progress.
  • The Sponsor’s Representative, who is responsible for registering and scoping the project, producing the necessary documentation and obtaining the required authorisation for the project to progress.
  • The Finance Division which is responsible for assisting in the preparation and production of projected costs and anticipated benefits for inclusion in the Initial Business Case.
  • The Audit or Control Division, if it exists in the business or corporation, which is responsible, separate from their role as potential end Users, for ensuring that corporate guidelines, procedures and standards are followed.

Process Description The originator of the idea should identify a potential Business Sponsor and discuss and agree sponsorship of the proposed initiative. In instances where the proposed initiative is already included in agreed business plans, the Business Sponsor will be the originator. Recommended Responsibilities The Business Sponsor should:

  • Confirm that the proposed initiative is in accordance with the overall business strategy and plans;
  • Confirm that it will be managed as a project;
  • Appoint the Sponsor’s Representative for the Initiation Phase;
  • Identify the availability of funds;

The Sponsor’s Representative should:

  • Register the project with the appropriate planning and management area;
    formulate a detailed plan for the Initiation Stage;
  • Establish a team for the Initiation Stage;
  • Scope the project, involving or consulting with interested parties, to ensure there is no duplication of or overlap with other initiatives;
  • Prepare an Outline Schedule for the rest of the project;
  • Prepare the Initial Business Case to include:
    • The business objectives and how they will be addressed;
    • A brief and considered statement of what the project will deliver;
    • An explanation of how this will benefit the Users and the corporation;
    • The likely costs and benefits of the project;
  • Issue the Initial Business Case for review and agreement to:
    • The Business Sponsor;
    • The appropriate management area;
    • Finance Division;
    • Any other interested parties required to provide input;
  • Obtain approval for the Initial Business Case from the Business Sponsor, and any other authorised signatory as appropriate;
  • Submit the approved Initial Business Case to the appropriate management area to obtain the appropriate resources and confirmation of the availability of the required funding;

The Business Sponsor should be responsible for continually monitoring the progress of the Initiation Stage. If at any time he/she has doubts about the benefits or risks of the project, or that it will support the real business needs, it is the responsibility of the Business Sponsor to reconsider the initiative and, if necessary, terminate the work.

Stephen S Alison is a retired “bean counter” who spent 26 years in middle management positions for major US financial institutions in Europe and a further 10 years as an adviser/consultant to a number of European financial institutions. He owns and operates a number of “hand built” niche websites including: http://www.24carat-gold.com
http://www.forex-arbitrage.com

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