Project Management - Project Life Cycle

The Project Life Cycle consists of four phases:

Define Plan Execute Close

Note: Depending on the project management method used, the project life cycle phases may be referred to in other terms, such as:

Initiate, Speculate, Explore, Adapt and Close Define, Plan, Execute and Deliver

ICT uses Confluence wiki spaces as a collaboration tool throughout the life of a project and as a repository of project management (and other) information after a project closes. The Project Office maintains a set of wiki templates/outlines which can be copied at the start a new project. The templates are updated regularly with both clarifications coming from "lessons learned" and assumption materials. At the start of a project, the wiki space is "tailored" to the work being undertaken. To meet with a member of the PSO contact its_pso@usask.ca; we will work with you to set up the most appropriate wiki space for your project. Also, we'll ensure your project enters the ICT project system and that the PM is aware of the project management requirements that may apply to the project.

Define
In this phase, solutions to an academic or business opportunity are evaluated and the preferred approach is defined. The project team decides what they intend to produce (deliverables) and how they will know they have completed the project.

Participants involved in developing the project proposal and business needs documents include the sponsor, business process owner(s), project manager, business analyst(s) and technical architect.

The Business Case precedes a project's definition and explains why the project is being initiated. Projects can be initiated to create a final business case; in that situation, a Preliminary Business Case to confirm strategic fit and business need, typically no more than one or two pages, sets the groundwork for a project that will have a full business case as its result. In larger projects, the completion of each software cycle deliverable provides a "gate" at which a decision to continue to the next step can be made. In smaller projects, the steps may be combined or occur in rapid succession. See size of projects and types of project risks to determine what templates and examples you will need to follow: basic or full. Project management processes produce the following deliverables during the definition stage of the project life cycle: Basic Project

Project Charter Governance Structure Communication Plan Risk Assessment Budget Plan Meeting Notes

Full Project

Project Charter Governance Structure Statement of Guiding Principles Team Contract Communication Plan Risk Assessment & Management Plan Budget Plan Meeting Notes

The final activity in the definition stage is launching the project. A "kick-off" meeting with sponsor, business process owners and full project staff ensures that everyone is familiar with the business need being addressed, the principles guiding the work, the development and project management method being used and the overall release schedule. Professional development requirements are discussed in terms of the skill development plan for the project during the planning; if required, training sessions are scheduled very soon after the launch.
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Plan

This is the phase of the project where the concept is verified and developed into a workable plan for implementation. The objectives are defined along with the required deliverables. The purpose of this stage is to develop the project management plans across the following areas:
1. 2. 3. 4. 5. 6. 7. 8. 9. Integration (Coordination, Planning, Change Control) Scope Time (Schedule) Cost (Budget) Quality Human Resources (Staffing) Communications Risk Procurement

At this stage the core project team is formed. It includes the business process owner(s), project manager, clerical support, business analyst, subject matter expert, technical architect, technical lead, programmer and database administrator. Key stakeholders or representative key stakeholders are consulted and advisory committees or task groups are identified and formed. Remaining skills and personnel requirements are identified and assignment or hiring proceeds. Project management processes produce the following deliverables during the planning stage of the project life cycle: Basic Project

Scope Statement Schedule Basic Competitive Bids & Purchase Order Communication Bulletins Meeting Notes

Full Project

Scope Statement Risk Assessment & Management Plan Budget Plan Procurement Plan

Staffing Plan Quality Assurance Plan Plan for Managing Issues Statement of Intended Operations Organization Schedules Full Communications Bulletins Meeting Notes

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Execute
This is the phase of the project where the project plan is carried out. Projects proceed in different ways depending on the required project outcomes as well as the schedule, staffing and cost constraints. Project management activity during this phase involves:

Keeping people informed about progress of the project, ensuring project priorities are understood and translated into which activities are "in progress." Monitoring the environment, anticipating problems and taking action to counter any issues affecting the project scope, schedule or budget. Reviewing change requests with the project team and recommending whether they will be done within the project or not. Change requests may result.

Project management processes produce the following deliverables during the execution stage of the project life cycle: Basic Project

Meeting Notes Status Reports (includes risk log) Schedules Issue Resolution Log Project Delay Log

Full Project

Meeting Notes Status Reports (includes risk log) Schedules Issue Resolution Log Project Delay Log Change Requests

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Close
The project process is completed and documented, and the finished product is transferred to the care and control of the owner. The long-term objective is to build a project management repository to document best practices, lessons learned, and examples of various documents that may be developed during a project. Project management processes produce the following deliverables during the closing stage of the project life cycle: Basic Project

Lessons Learned Closing Report

Full Project

Lessons Learned Closing Report

And we celebrate!