Phase 1: Project initiation
The project initiation phase is the first stage of turning an abstract idea into a meaningful goal. In this stage, you need to develop a business case and define the project on a broad level. In order to do that, you have to determine the need for the project and create a project charter.
The project charter is an important document consisting of details like the project constraints, goals, appointment of the project manager, budget, expected timeline, etc.
Once you have the project goals and project scope, identify key project stakeholders–the people who are to be involved in the project. Create a stakeholder register with the roles, designation, communication requirements, and influence.
While a clear goal of the project is established in this phase, a project charter does not contain any technical details that happen in the planning stage.
Consider the example of an automobile manufacturer assigned to develop an electric vehicle. The selection of the design, capacity, and battery power of the vehicle will not be a part of the initiation phase. The only certainty would be that an electric vehicle will be developed within the given timeframe and budget.
Phase 4: Project monitoring and controlling
In the project management process, the third and fourth phases are not sequential in nature. The project monitoring and controlling phase run simultaneously with project execution, thereby ensuring that objectives and project deliverables are met.
As a project manager, you can make sure that no one deviates from the original plan by establishing Critical Success Factors [CSF] and Key Performance Indicators [KPI].
During the monitoring phase of project management, the manager is also responsible for quantitatively tracking the effort and cost during the process. This tracking not only ensures that the project remains within the budget but also is important for future projects.
Phase 5: Project closing
This is the final phase of the project management process. The project closure stage indicates the end of the project after the final delivery. There are times when external talent is hired specifically for the project on contract. Terminating these contracts and completing the necessary paperwork is also the responsibility of the project manager.
Most teams hold a reflection meeting after the completion of the project in order to contemplate their successes and failures during the project. This is an effective method to ensure continuous improvement within the company to enhance the overall productivity of the team in the future.
The final task of this phase is to review the entire project complete a detailed report that covers every aspect. All of the necessary data is stored in a secure place that can be accessed by project managers of that organization.
Simplify your project management process
Nowadays, using cloud-based project management software is a common way of storing all of the documents related to the project.
Dividing a project into multiple phases gives the project a semblance of predictability. It gives a framework to operate, making it easier to plan and execute. While spreadsheets and post-it notes sufficed in the past, the requirement of digital project management is completely different.
You need the right tools to plan, organize, and track projects. You need an online project management software to simplify the project management phases for each project.
What is Scope?
Module 5 of the PM PrepCast is all about Project Scope Management.
Consider this study program if you're preparing to take your CAPM or PMP Certification exam.
Disclosure: I may receive a commission if you purchase the PM PrepCast with this link.
In project management, scope refers to all of the products, services, and results provided by your project.
Having a clear and agreed definition of your project's scope and managing that scope as the project proceeds is critical for it's success.
In project management, there are actually two types of scope you need to be familiar with...
- Product Scope
- Project Scope
Product scope is what your end customer cares about. It is all of the features and functions that the product or service your project is delivering will provide.
Project scope is all of the work that needs to be done to provide the product or service your project is delivering.
Now that you know what project management scope is, there are three areas that you will need to focus on to make sure you are managing your project's scope effectively...
- Scope Planning
- Scope Control
- Scope Verification
Scope Planning
The purpose of scope planning is to clearly define what is included in the project. Just as importantly, in the process of defining what's included you will also explicitly state what is excluded from the project.
Scope planning has three steps...
Step 1: Collect Requirements
The first step in scope planning is to determine the needs and expectations of the key project stakeholders in order to meet the project objectives. These are the requirements that your project will need to fulfill in order for your stakeholders to consider your project a success.
Some approaches you can use to collect requirements are...
- Interviews
- Focus Groups
- Workshops
Using these approaches, you will be able to capture the requirements from the different project stakeholders that the project will need to meet.
Step 2: Define Scope
Once you've collected the requirements, you can use them to develop your Project Scope Statement. The Project Scope Statement provides a detailed description of everything included in the project.
Some of the critical items addressed in the Project Scope Statement are...
- Product Scope Description
- Product Acceptance Criteria
- Project Deliverables
- Project Exclusions
- Project Constraints
- Project Assumptions
Once agreed with the key stakeholders, the Project Scope Statement becomes a basis for project decisions.
Step 3: Create the Work Breakdown Structure
The final step in Scope Planning is to create the work breakdown structure [WBS] for the project. A WBS is used to breakdown each project deliverable identified in the Project Scope Statement into smaller, more manageable components. The WBS is a key project management scope tool.
For example, if you are
responsible for setting up a conference for a new product your company is launching, one of the deliverables you would need to handle would be "Venue." Venue as a deliverable is quite large, so it should be broken down...
Book Venue
- Identify potential venues
- Decide venue
Power
Sound & Lighting
Tables & Chairs
Catering
If needed, each component can be broken down further just as how "Book Venue" was.
A work breakdown structure will help you estimate your project's cost, understand what skills you will need your team to have, and determine how many people you will need to deliver the project. The WBS will also help when you start building your schedule.
Scope Control
Scope control is the process of managing the scope of your project so that any changes to the project scope are handled in a controlled way. This implies that you will need to set up a change control process.
It would be great if once the scope was agreed during the scope planning, that it wouldn't change. But in the real world, unforeseen events can make a change in scope necessary. As long as changes are handled in a controlled way, it isn't a bad thing. When changes are uncontrolled, it is known as scope creep.
A controlled change would come via a formal change request. The request would be analyzed to determine the impact to the projects schedule, cost, and quality. The stakeholders involved in the change control process can then decide whether they can accept the impacts to the original plan. If it is accepted, then the project manager adjusts the plans and baselines accordingly.
Pass your PMP Exam!
The PM Exam Simulator is an online exam simulator.
Realistic exam sample questions so you can pass your CAPM or PMP Certification exam.
Disclosure: I may receive a commission if you purchase the PM Exam Simulator with this link.
Scope Verification
Scope verification is where the project deliverables are reviewed by the customer to make sure they have been completed according to the acceptance criteria defined during scope planning.
Your ability to effectively perform project management scope planning, control, and verification is important for ensuring your project is successful.
You can find more articles about project scope management below.