Preparation of project

From CEOpedia | Management online

The preparation of the project assumptions is, according to Prince2, the first process in the project. There are basics created in it to support the decisions made. Main features of preparation of project assumptions:

1. Establishing a project management team - designing a project management team should be designed and, where possible, appointing its members

2. Determination of project objectives - Costs, time, labor intensity and any restrictions on resources should be determined and taken into account.

3. Determining the method of providing a solution - a procedure to be followed in the short, medium and long term. The result will be the basis for the project plan.

4. Minimizing risk - the benefits that the project's result will bring along with the probable risks should be considered as early as possible.

5. Planning the work needed to prepare the project plan and control elements - you must get management's permission to initiate the project. If the proposed project is approved, a detailed plan of action will be needed, as well as details of deadlines, labor intensity and costs.

Stages==The method of starting the project is a matter considered by many managers who are asked by clients to prepare preparation plans. "Designing project assumptions" consists of a series of smaller processes===1.Appointment of the chairman of the steering committee and the project manager=

The decision-maker (chairman of the steering committee) and the planner (project manager) are required to carry out the project. These two people will jointly organize the project, creating appropriate documentation supporting the decisions made, which consists of: "Basic project assumptions", "Project management team", "Implementation formula", "Plan of project initiation stage".

2.Designing a project management team

The project management team is a group of people who is responsible for planning, managing and controlling the project. Define the roles and responsibilities of each team member (including the steering committee). The management team is created by the chair and project manager.

3.Appointment of project management team members

Appointment of members is the responsibility of the chairman. Then the responsibilities of the members are finally agreed.

4.Preparation of the basic assumptions of the project

The basic assumptions of the project include requirements for the project - goals, scope, limitations, points of contact with the environment, etc. along with business justification. The basis is the information contained in the document "Order to prepare project assumptions". The order takes various forms: from the informal request of the manager to the formal request directed by the client to the potential supplier. The basic assumptions of the project are needed to obtain permission to initiate the project.

5.Determining the implementation formula

Identify the best approach to the project, discuss it and agree with the chairman of the steering committee. The formal permission to start the project from the "technical" side is the adoption by the steering committee of the document initiating the project. The implementation formula will be part of the "Project plan description" in the document and will be the entry to the "Project initiation" process.

6.Planning the project initiation stage

An appropriate plan is needed to allow the Steering Committee to authorize the development of an appropriate project initiating document (Project Baseline). In this process, a short-term plan for a specific product group should be developed along with the necessary activities. The processes "Planning" and "Stage planning" and "Product-based planning technique" will be used here.

"Preparation of the project assumptions" and "Project initiation" are of great importance in the success of projects according to the Prince2 methodology, which incorporates experience from many years of good project management practice and offers a flexible and adaptable approach to management.

Examples of Preparation of project

Projects often require a thorough preparation process, which includes making assumptions about the project that will guide the project team's work. Examples of such assumptions include:

  • The project will be completed within a certain timeline and budget.
  • The project team will have the necessary resources and expertise to complete the project.
  • The project will be completed according to industry standards and regulations.
  • The project will meet or exceed customer expectations.
  • The project will be monitored and controlled to ensure that it is progressing according to the plan.

Projects also require the team to make assumptions about the environment in which the project will be completed. Examples of such assumptions include:

  • The project will be completed in a safe and secure environment.
  • The team has access to the necessary tools and technology to complete the project.
  • The project will be completed in compliance with all relevant laws and regulations.
  • The project will be completed with minimal disruption to other activities in the environment.

Projects also require assumptions about stakeholders and their expectations. Examples of such assumptions include:

  • The stakeholders understand the scope and objectives of the project.
  • The stakeholders will provide the necessary support and resources to complete the project.
  • The stakeholders will accept the project results when it is completed.
  • The stakeholders will provide timely feedback to the project team during the project.

Advantages of Preparation of project

Preparing a project can provide many advantages. These include:

  • Improved organization and communication between team members: Preparing a project provides a framework for the team to work within and allows the team to communicate more effectively. It also allows the team to develop a better understanding of each team member’s roles and responsibilities.
  • Increased efficiency: By having an organized plan in place, the team can work more efficiently on the project. This can help reduce the amount of time needed to complete tasks and can help the team focus on the most important aspects of the project.
  • Improved quality: Having a plan in place helps ensure that the project is completed with a higher level of quality. It allows the team to identify potential issues and address them before they become serious problems.
  • Increased accountability: Having a plan in place helps to ensure that all team members are held accountable for their actions. This can help the team work together more effectively and ensure that the project is completed on time and with the desired results.

Limitations of Preparation of project

Before commencing a project, there are several assumptions and limitations that need to be taken into account. These include:

  • Budget: The budget for the project needs to be taken into consideration, as this will affect the scope of the project, the resources that can be acquired, and the expected timeline.
  • Resources: The availability of resources, both human and material, must be taken into consideration as they can directly impact the timeline of the project.
  • Scope: The scope of the project must be defined clearly, as this will dictate the timeline, resources and budget required.
  • Stakeholders: Stakeholders must be identified and their expectations managed effectively.
  • Timelines: The timeline for the project must be established, including any milestones and deliverables.
  • Risk: All potential risks must be identified and managed throughout the project lifecycle.
  • Technology: Any technology required to complete the project must be evaluated and implemented appropriately.
  • Quality: Quality control processes must be established to ensure the project is completed to a high standard.
  • Communications: Effective communication plans must be established to ensure all stakeholders are kept informed of project progress.

Other approaches related to Preparation of project

The following are other approaches related to the Preparation of project:

  • Gathering requirements: This involves engaging stakeholders, assessing the project environment, and listing the objectives of the project.
  • Developing a project plan: This includes identifying and assessing project tasks, establishing timelines and milestones, and allocating resources.
  • Estimating costs: This involves accurately forecasting the cost of labor, materials, and other expenses associated with the project.
  • Securing resources: This means obtaining the necessary personnel, equipment, and other resources required to complete the project.
  • Monitoring progress: This involves tracking the project's progress and making necessary adjustments to ensure that the project is completed on time and within budget.

In summary, other approaches related to Preparation of project include gathering requirements, developing a project plan, estimating costs, securing resources, and monitoring progress.


Preparation of project — recommended articles
Project initiation — Stages of project — Project steering committee — Project cycle management — Quality plan — Project sponsor — Tender document — Quality system in local government — Project lifecycle

References

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