Initiating Stage

In this first stage, the project manager formally establishes the project, obtains initial commitment or resources, and if required performs a feasibility study. Once the initiation checklist, business case (if needed) and project scope are completed, you will be in a position to objectively evaluate if your project can proceed; or if you have approval and required resources to proceed.

PMinitiating Critical Considerations

It is acknowledged that UWS has specific requirements that must be addressed.

  • Tender requirements
  • IT components
  • Ethics
  • Legal
  • Recruitment and selection of project staff/contractors
  • Capital Works & Facilities
    • accommodation
    • space

In writing a Business Case and Project Scope, always consider the following:

  • Tender requirements – will any procurement for the project require a call for tender? If so, contact the Finance Office for advice when preparing the tender specifications.
  • IT components - the project involve new systems or software implementations?  If so, contact ITD at the outset.
  • Ethics will any component of the project require “Ethics Approval”?  If so, contact the Human Ethics Officer. 
  • Legalities will any component of the project require a contract and/or agreement to be signed?  If so, contact Legal Services.
  • Recruitment and Selection – will the project require recruitment activity.  If so, you much follow UWS Recruitment and Selection policy and you should contact your HR Business Partner or Jan Brown, Manager HR Services for advice on how to proceed.
  • Capital Works Facilites - will the project require accommodation for additional staff? Is that accommodation readily available? If not, consult Capital Works Facilities regarding available space

Project Initiation Checklist

The Project Initiation Checklist (MS Word, 56Kb) can be used to ensure you have captured all of the elements of the project – those which you need to think about before you commence.

It will allow you to systematically address each element and will provide a foundation from which you can develop the project scope documentation.

You may find that you cannot complete the checklist in one go, so keep it handy to enable you to revist and edit.

Business Case

The Business Case (MS Word, 44Kb) explains what the benefits to the business will be if the project gets the go ahead. The business case should provide the sound rationale for proceeding with the project.

It outlines the current situation and why it needs to be changed or improved. Importantly, all costs associated with the project, financial and non-financial should be thoroughly outlined.

Project Scope

Why write a project scope?

The Project Scope (MS Word, 44Kb) is probably the most important document associated with any project. It should capture the high level detail to enable stakeholders to understand what the project is all about. It should be detailed enough to get buy in from all stakeholders.

Importantly, pay attention to the inclusions and exclusions when defining the scope as this is what you can refer to should the project suffer 'scope creep' during the execution phase.

Tips:

  1. Remember to ensure strict version control of the document – note version control in a text box either on the front or last page of the scope document.
  2. Remember that this is a high level document – micro detail does not belong here.

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