Initiation Stage

Initiation Stage – Initiating a Project Process (IP) | Project Initiation Documentation (PID)

INITIATION STAGE

Initiation Stage work scope involves Initiating a project process (IP) and the first Managing a Stage Boundary Process (SB) – Refer to introduction to Prince 2 (7) Processes.

Initiating a Project Process (IP) refers to the process “Initiating a Project” alone.The Project Board triggers the IP process. IP process focus on the work that needs to be done in order to deliver projects requirement and also produce the project plan.

Common questions asked at this stage includes:

What are the reasons for doing the project, the benefits and risks?
The scope – what is to be done and not to be done?
When can products be delivered?
How to ensure that quality will be achieved?
How risks, issues and changes will be identified and followed up?
How PRINCE2 will be tailored to suit the project?

INITIATING A PROJECT PROCESS ACTIVITIES

Initiating a project process involves eight (8) main activities of which creation of the four strategic documents such as Project Control, Project Plan, Business Case and assembling of PID is a part. I will list each of the activities that should be prepared with a short comment as follows.

RISK MANAGEMENT DOCUMENTATION
The risk management strategy states how project risk is managed.

CONFIGURATION MANAGEMENT DOCUMENTATION
The configuration management strategy defines how project products is managed and produced.

QUALITY MANAGEMENT DOCUMENTATION
There should be a prepared quality management strategy clearly defining how to ensure quality during the project.

COMMUNICATION MANAGEMENT DOCUMENTATION
Communication Management defining how and when the project will communicate to stakeholders must be defined and documented.

PROJECT CONTROL
Set up project controls clearly defining how the project board can control the project and how the project manager can control the work done by the teams.

PROJECT PLANS
A detailed project plans covering cost, timescale, risks, quality plan and deliverables should be put in place.

REFINE THE BUSINESS CASE
The business case documentation should be completed and refined.

ASSEMBLE THE PROJECT INITIATION DOCUMENTATION (PID)
The PID should be carefully collected and assembled from the documents created so far in the Start Up (SU) and Initiating a project (IP) processes.

PROJECT INITIATION DOCUMENTATION (PID)

All information related to the project right from project SU to IP can be obtained from the Project Initiation Documentation. PID provides a solid base for the project, clearly defines each party responsibilities and also includes project expected deliverables. PIDs provides the what, why, who, how, when and cost of the project needed for the project board to justify project continuity or not. Once the project continuity is justified, it is based lined (dated or time-stamped) so that it can be used to monitor performance of project compared to the initial forecasts.

PROJECT INITIATION DOCUMENTATION CONTENT

A brief run down of PID contents is discussed and illustrated with the above OGC Prince2 Material;

We start with the project approach and definition. Project approach and definition is extracted from the project brief and contains a lot of information about the project. Description of various team roles can be obtained from the Project Management Team Structure. Business Case includes time and cost information from the project plan. PID also contain four (4) management strategy documents i.e. quality, configuration management, risk and communications.

The Project Plan further contains information on timescale, cost, resource requirements, products that will be produced, risks, tolerances, controls and quality.

The Project Controls document describes how the project will be monitored and controlled, tolerances between the different management levels, and the number of stages.

Finally it looks at how PRINCE2 is tailored to suit the project. Its the responsibility of the project manager to organize the PIDs and summit it to the project board for authorization. Once the board is satisfied, the approve the PID and issue authorization for the execution stage.

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