AY0809 October Semester

IT Project Management

Tutorial 3:Initiating Processes

Objectives:1. Discuss the initiating process2. Understand implications of each of the initiating processes

Students are encouraged to prepare their draft answer before class, as this will help them to discuss the questions and answers during the tutorial session.

1. Using the template below, describe the key initiating processes, the related project management knowledge areas and the outputs of these processes.

KNOWLEDGE AREA

INITIATING(list the initiating processes for the related knowledge area)

OUTPUT(what is the output of this process)

Project integration management

Conduct stakeholder analysis

Develop business case Develop project charter Develop scope statement Hold kick-off meeting

Stakeholder analysis Business case Project charter Scope statement Kick-off meeting

2. What is the main purpose of performing a stakeholder analysis? When should it be done and who should see results?

The main purpose of performing a stakeholder analysis is to make sure the project knows who all the key project stakeholders are and how to manage relationships with them.

It should be done as soon as possible, and only the project manager and key team members should see it, if it is written down, due to its sensitive contents.

3. “The project charter is a useful communication tool”. Explain the statement above and provide examples to support your answer.

A project charter formally recognizes the existence of a project and is signed by key project stakeholders to show their support and concerns related to the project. It is a consolidated source of information about the project and can be referenced throughout the project lifecycle

Key contents include the following– The Project Title (name) and Date of authorization

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AY0809 October Semester

– The Project Manager’s name and contact information

– Schedule information Planned start date Planned end date Schedule of milestones (if available)

- Budget information- Project information

Project objectives (business needs or other justification of project)

- Approach description of how the project objectives will be met list important assumptions references to related documents e.g. communications plan, quality

management plan, scope management plan- Roles and responsibilities matrix

Names, roles, positions and contact information- Sign-off section

For signatures of key project stakeholders- Comments section

Allow stakeholders to document important information they want to include

4. What is the purpose of a kick-off meeting? What key topics should be on the agenda? Discuss the process for holding a kick-off meeting. Who should attend?

The kick-off meeting is held to officially start work on the project, raise the profile of the project and to energize the stakeholders and get them enthusiastic about working on the project. (People do not like to work on low profile and insignificant projects)

- Introduction of attendees- Review of project background- Review of project-related documents (i.e. business case, project

charter)- Discussion of project organizational structure- Discussion of project scope, time and cost goals- Discussion of other important topics- List of action items from meeting

Key stakeholders should attend, including the project champion, sponsor, users/customers of the products or services produced during the project, and project team members.

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