Santosh Karkhanis

Article Index
Project Initiation Activities
Business Case
Feasibility Study
Project Charter
Job Description
Project Office Set up
Phase Review
All Pages

 Project Initiation Activities

The following activities must be carried out before project kick-off.

• Develop a Business Case
• Conduct Feasibility Study
• Create Project Charter
• Create Job Descriptions
• Set up Project Office
• Develop Phase Review template

Business Case

A Business Case document is used whenever the expenditure on a project has to be justified. Completing a Business Case document is usually the first step in the Project Life Cycle. Once the Business Case document 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, 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.

By creating a convincing Business Case, you can document the return on investment for your solution, thereby creating a compelling Business Case for approval by your sponsor. It will help you identify the detailed benefits and costs of 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 the Business Case document, you can:

• Research the business problem or opportunity
• Identify the alternative solutions available
• Quantify the benefits and costs of each solution
• Recommend a preferred solution to your sponsor
• Identify any risks and issues with implementation
• Present the solution for funding approval

Feasibility Study

A Project Feasibility Study is an exercise that involves documenting each of the potential solutions to a particular business problem or opportunity. Feasibility Studies can be undertaken by any type of business, project or team and they are a critical part of the Project Life Cycle.

The purpose of a Feasibility Study is to identify the likelihood of one or more solutions meeting the stated business requirements. In other words, if you are unsure whether your solution will deliver the outcome you want, then a Project Feasibility Study will help gain that clarity. During the Feasibility Study, a variety of 'assessment' methods are undertaken. The outcome of the Feasibility Study is a confirmed solution for implementation.

While performing Feasibility Study exercise, you will

• Research the business problem or opportunity
• Document the business requirements for a solution
• Identify all of the alternative solutions available
• Review each solution to determine its feasibility
• List any risks and issues with each solution
• Choose a preferred solution for implementation
• Document the results in a feasibility report

Project Charter

A Project Charter outlines the purpose of the project, the way the project will be structured and how it will be successfully implemented. The Project Charter describes the project vision, objectives, scope and deliverables, as well as the Stakeholders, roles and responsibilities. The Project Charter is also known as a "Terms of Reference" or "Project Definition Report".

When do I use a Project Charter? : Every time you start a new project, you should complete a Project Charter template. The Project Charter defines the vision and boundaries for the project, as well as the high level roadmap. In addition, the Project Charter also defines the scope of the project, within which the deliverables are produced. With a well defined Project Charter, the Project Manager has a clear project roadmap for success.

Project Charter Document will help you to define the scope of your project. Writing the Project Charter is typically one of the most challenging steps in the Project Life Cycle, as it defines the parameters within which the project must be delivered. Its sets out the project vision, objectives, scope and implementation, thereby giving the team clear boundaries within which the project must be delivered.

While developing Project Charter document, you will

• Identify the project vision and objectives
• Define the complete scope of the project
• List all of the critical project deliverables
• State the customers and project stakeholders
• List the key roles and their responsibilities
• Create an organizational structure for the project
• Document the overall implementation plan
• List any risks, issues and assumptions

Job Description

A Project Job Description defines the objectives and responsibilities of a particular role on a project. Completing a Job Description Template ensures the skills, experience and qualifications needed to fulfill the role are clearly defined. A Job Description may also be referred to as a "Position Description".

When do I use a Job Description? A Project Job Description should be completed every time a new role is identified. The Project Job Description should clearly state the objectives and responsibilities of the role and where it fits within the organizational structure.

While creating a Job Description you will:

• Define the real purpose of the role
• List the key responsibilities of the role
• Define who this role will be reporting to
• Create a detailed Organizational Chart
• List the skills and experience needed
• Define any relevant qualifications
• Set out the key performance criteria
• Identify the salary and working conditions

Project Office Set up

A Project Management Office is the physical premises within which project staff (e.g. the Project Manager and support staff) reside. The Project Office also contains the communications infrastructure and technologies required to support the project.

A Project Office Checklist helps you to establish and operate a Project Management Office. This Project Office Checklist contains a list of items to help you determine whether; the Project Office premises are fit for purpose, you have sufficient equipment available and whether all of the roles, standards and processes are in place within your Project Management Office environment.