Initiation is defined as authorizing the project or phase. This is part of project scope management that includes the processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully.
Planning is of major importance to a project because the project usually involves developing a solution that has not been developed before. The relevant processes within the project-planning phase are: scope definition and planning, activity planning, risk management planning, resource planning, cost estimating and budgeting, procurement planning, communications planning, and project plan development (which involves taking the results of the other planning processes mentioned before and putting them into a consistent, coherent document).
Project execution is the phase within the project lifecycle where the project team focuses on carrying out the project plan by performing the activities included therein. It involves evaluating overall project performance on a regular basis to provide confidence that the project will satisfy the relevant quality standards, developing individual and group competencies to enhance project performance and making needed information available to project stakeholders in a timely manner.
We constantly monitor and measure project performance to identify variances from the plan. To the extent that significant variances are observed (i.e., those that jeopardize the project objectives), adjustments to the plan are usually made by repeating the appropriate project planning processes.
Project closeout in a large part covers the contract closeout, representing the completion and settlement of the contract, including resolution of any open items, and administrative closure, which covers generating, gathering, and disseminating information to formalize a specific phase or project completion, including evaluating the project and documenting lessons learned for use in planning future projects or phases.
Communication and Reporting
At the commencement of the project, we will produce a draft communication plan that will identify the communication requirements for the specific project.
To facilitate effective communication between and amongst the Project Team Members and the Client, we will utilize a set Communication Plan and Training Framework. Our Communication Plan will detail all planned exchanges of information between the various Stakeholders and will cover:
- Types of Communication
- Other (as required)
It is our intention to use the following methods of communication and reporting:
Project Review Sessions
Throughout the life of the project, bi-weekly Project Review Sessions will be held with the designated Project Manager, Customer Relationship Manager (CRM) and the Project Team. The review sessions will cover actual performance versus the project plan, and significant accomplishments and planned activities for the next review period. Problems or exception situations will be identified along with any recommended action(s).
Management Plan Review Sessions
In addition to the Project Review Sessions, regular Management Plan Review Sessions will be held in order to review and update the project management plans including, but not limited to: Project Plan, Expectation Management, Scope Management, Change Management, Cost Management, Risk Management, Resource Management, Timeline Management and Quality Management. These Management Plan Review Sessions will help to ensure the tests / checks in all areas have been performed according to the plan.
Regular Progress Reports are an essential part of our project management practice. These reports identify problems or potential problems and advise on recommended course(s) of action, describe risks and highlight schedule variances. Progress Reports describe the project’s progress in terms of schedule, cost and technical achievements.
Project Planning Tools
For more efficient project planning, tracking and control, Microsoft (MS) Project will be used. With this tool, the Project Manager will be able to instantly create scenarios, calculate and estimate the impact or risk of potential changes or delays to the project schedules and costs, and thereby act upon or decide upon the best course of action. These tools can also aid in developing detailed work plans, assigning resources, monitoring progress, and managing the budget.