Every project starts with identifying the Client’s business need and planning the general project tasks. The Initiation phase also includes resolving of all organizational questions, risk management, planning of project stages and tasks, as well as preparing the Project proposal. The production team includes the Account Manager and Project Manager (Fig. 7).
Fig. 7 Team structure and responsibilities on the stage of planning and preparing the Project proposal
Organizational planning and issue resolution are done in parallel, up until the Project proposal is approved (Fig. 8).
Fig. 8 Project proposal planning and developing diagram
Determining the Client’s business needs, their decomposition and generating the list of tasks (pre-project survey)
On the first step of the Initiation phase process, determine the needs of the Client and create a list of tasks. This process consists of the following general stages:
1.The Project Portfolio Manager assigns the Project Manager.
2.The Account Manager forwards all necessary information about the Client to the Project Manager:
•General company information
•Pre-project survey goals
•Brief details on the negotiations with the Client (results, stages, budget, terms, etc.).
3.If the pre-project survey is required, the project manager performs the following steps:
•Studies information from the Account Manager, paying special attention to the company structure, product catalog and market shares.
•Studies the industry needs and solutions implemented in other companies. At this stage, the Project Manager studies industry know-hows and solutions, consults with industry experts and account managers, implementation consultants, business consultants who have experience in this field.
•Prepares a list of questions for the Client interview. The purpose of the interview is to clarify the tasks to be solved as a result of implementation, and the reasons for initiating the project and goals that must be achieved.
•Prepares the list of questions on the project’s IT component. On this step, we recommend to clarify which systems will be engaged or implemented, the number of users, availability of system administration and development specialists.
4.The Project Manager conducts the pre-project survey.
5.The Project Manager compiles a list of tasks and identifies those with the highest risks.
Resolving organizational issues
At this stage, the Account Manager works on the organizational issues:
•Agrees with the Project Manager the terms of preparing project documents, identifies the terms of the Project proposal presentation to the Client.
•Organizes meetings, agrees on the participants.
Risk research
If the preparation process reveals risk tasks, then risk research must be carried out. This may require participation from various experts (analysts, developers) as well as industry experts. The research results should be formalized and attached to other project documents. They will be useful in estimating the project’s budget and terms.
Splitting tasks into stages, determining terms, estimating labor costs
At this stage, the Project Manager creates the project roadmap and splits the global tasks into sub-projects. Additionally, he:
1.Evaluates labor costs.
2.Sets the sub-project terms and stages of the first sub-project.
3.Agrees the results with the Account Manager and the Project Portfolio Manager.
4.Estimates additional costs (business trips, purchases, etc.).
Preparing documents
Account Manager prepares all necessary documents, including the project offer, commercial offer, roadmap of long-term cooperation, presentation, etc. If necessary, the documents are also agreed with the Project Manager or the Sales Director.
Project offer presentation to the Client
After preparing and approving all project documents, the Account Manager organizes a meeting with the Client. Meeting goal: presentation of the project offer and development direction to the Client. The Project Manager must be present, other participants are optional.
After the presentation, revisions are made to the documents (if needed) and agreed with the Client.
See also
See also
