Project Delivery Life Cycle
The Project Delivery Life Cycle has four phases: Initiation, Planning, Execution and Closure. Each project life cycle phase is described below, along with the tasks needed to complete it. You can click the links provided, to view more detailed information on the project management life cycle.
- Develop the Business CaseA Business Case justifies the start-up of a project. It includes a description of the business problem or opportunity, the costs and benefits of each alternative solution, and the recommended solution for approval.
- Undertake the Feasibility StudyA Project Feasibility Study is an exercise that involves documenting each of the potential solutions to a particular business problem or opportunity. Feasibility Studies can be undertaken by any type of business, project or team and they are a critical part of the Project Life Cycle.
- Establish the Project CharterA Project Charter outlines the purpose of the project, the way the project will be structured and how it will be successfully implemented. The Project Charter describes the project vision, objectives, scope and deliverables, as well as the Stakeholders, roles and responsibilities. The Project Charter is also known as a "Terms of Reference" or "Project Definition Report".
- Appoint the Program/ Project TeamA Program/ project Team structure must be developed for each phase/ stage of the Program/ Project. Job descriptions for each role are prepared. A Project Job Description defines the objectives and responsibilities of a particular role on a project. Completing a Job Description Template ensures the skills, experience and qualifications needed to fulfill the role are clearly defined. A Job Description may also be referred to as a "Position Description".
- Set up the Project OfficeA Project Management Office is the physical premises within which project staff (e.g. the Project Manager and support staff) reside. The Project Office also contains the communications infrastructure and technologies required to support the project.
- Undertake Phase ReviewA Project Review is an assessment of the status of a project, at a particular point in time. The first time in the project life cycle that a project review is undertaken is at the end of the first project phase, called "Initiation". During this project review, a decision is made as to whether or not the team has met the objectives and is approved to proceed to the next project phase, being the "Planning" phase. Performing a project management review at the end of each phase is critical to the success of the project, because it allows the Project Sponsor to control the progress of the project and make sure that it passes through each Project Phase smoothly.
- Create the Program/ Project Delivery Planthe PDP becomes the mother document that houses all planning undertaken for a successful program/ project. It will typically include: design, procurement, Program/ buildability and phasing, resources, Quality management, safety, environmental, risk, communications, commercial management and completion plans within it.
- Create the Design management Brief
- Create a Resource PlanA Resource Plan summarizes the level of resources needed to complete a project. A properly documented Resource Plan will specify the exact quantities of labor, equipment and materials needed to complete your project.
- Create a Financial reporting Structure
- Create a Quality Control PlanA Quality Plan helps you schedule all of the tasks needed to make sure that your project meets the needs of your customer. It comprises two parts; the Quality Assurance Plan lists the independent reviews needed and the Quality Control Plan lists the internal reviews needed to meet your quality targets. By using Quality Assurance and Quality Control techniques, you can create a comprehensive Quality Management Plan for your project.
- Create a Health, Safety & Environmental Management Plan
- Develop a Risk Management PlanA Risk Plan helps you to foresee risks, identify actions to prevent them from occurring and reduce their impact should they eventuate. The Risk Management Plan is created as part of the Risk Planning process. It lists of all foreseeable risks, their ranking and priority, the preventative and contingent actions, along with a process for tracking them.
- Create a Program/ Project Completion PlanAn Acceptance Plan (also known as an "Acceptance Test Plan") is a schedule of tasks that are required to gain the clients acceptance that what you have produced is satisfactory. It is more than just a task list though. An Acceptance Plan is in fact an agreement between you and the client, stating the acceptance tasks that will be undertaken at the end of the project to get their final approval. The Acceptance Plan includes a list of the deliverables, the acceptance test activities, the criteria and standards to be met, and the plan for their completion.
- Create a Communications PlanA Communication Plan describes how you intend to communicate the right messages to the right people at the right time. Within a Communication Plan, the communication goals, stakeholders and strategies, activities and timeframes are described. A Communication Plan helps you keep everyone informed so that you can communicate a consistent message to your target audience both internally and externally.
- Develop a Procurement PlanA Procurement Plan defines the products and services that you will obtain from external suppliers. A good Procurement Plan will go one step further by describing the process you will go through to appoint those suppliers contractually. Whether you are embarking on a project procurement or organizational procurement planning exercise, the steps will be the same. First, define the items you need to procure. Next, define the process for acquiring those items. And finally, schedule the timeframes for delivery.
- Develop a Commercial Administration Plan
- Perform Phase ReviewA Project Phase Review is completed at the end of each project phase. During this project management review, the reviewer completes a Phase Review Form describing the progress of the project to date and recommending whether or not it should continue to the next project phase. If approved, the next project phase can be commenced.
- Monitor and ControlIt is important to establish cashflow, labour and materials delivery controls so that progress in relation to pre-determined targets can be measured on a regular basis.
- Perform Schedule/ Programme ManagementIt is important to establish the appropriate short, medium & long-term programming disciplines with regular updates & reviews. It is critical that the team has ownership and accountability for these updates and review results.
- Perform Project Cost ReportingA disciplined approach to project cost reporting includes rigorous controls around budget approval, budget transfer, financial commitments made, forecasting of final cost, variance to budget and movements in the variances on a monthly basis. Project cost report reviews must be thorough and undertaken regularly without fail.
- Perform Quality ManagementA Quality Management Process is a set of procedures that are followed to ensure that the deliverables produced by a team are "fit for purpose". The start of the Quality Management Process involves setting quality targets, which are agreed with the customer. A "Quality Assurance Process" and "Quality Control Process" are then undertaken, to measure and report the actual quality of deliverables. As part of the Quality Management Process, any quality issues are identified and resolved quickly.
- Perform Safety management
- Perform Change ManagementA Change Process, or Change Management Process, is a set of procedures that help teams to control change effectively. It's not that you have to prevent change from happening; it's how you manage change once it occurs that really matters. This is where a Change Process is invaluable. The Change Process allows you to record change requests, and review and approve those requests, before implementing them. This Change Process makes change management easy.
- Perform Risk ManagementA Risk Process, or Risk Management Process, describes the steps you need to take to identify, monitor and control risk. Within the Risk Process, a risk is defined as any future event that may prevent you to meet your team goals. A Risk Process allows you to identify each risk, quantify the impact and take action now to prevent it from occurring and reduce the impact should it eventuate.
- Perform Procurement ManagementA Procurement Management Process, or Procurement Process, is a method by which items are purchased from external suppliers. The procurement management process involves managing the ordering, receipt, review and approval of items from suppliers. A procurement process also specifies how the supplier relationships will be managed, to ensure a high level of service is received. This is a critical task in Procurement Management. In essence, the procurement process helps you "get what you have paid for".
- Perform Acceptance ManagementAn Acceptance Management Process is a series of steps that you take to complete User Acceptance Testing. When a project is nearly complete, one of the final steps is to perform User Acceptance Testing with the client. As part of the User Acceptance Testing process, the client will be asked to review the project deliverables and confirm that they are "fit for purpose". By using this User Acceptance Testing process, you can confirm that your client is happy and sign off the project as complete.
- Perform Communications ManagementA Communication Process, or Communications Management Process, is a set of steps that are taken every time formal communications are undertaken in an organization. A Communications Process is undertaken as part of Communications Management and helps to ensure that your stakeholders are kept regularly informed. For example as part of the project life cycle, the team implement a Communication Process to make sure that the entire team is kept informed of the status of the project.
- Perform Project ClosureA Project Closure Report describes how you intend to close your projects. The Project Closure Report confirms that the objectives have been met, the deliverables have been handed over to the client and that project closure can commence. Every Project Manager needs to complete a Project Closure Report to gain agreement from their Sponsor that the project is ready for closure. Once the Project Closure Report has been approved, the Manager can proceed with the actions needed to close the project swiftly.
- Review Project CompletionA Post Implementation Review, or Post Project Review, is performed after a project is complete. The purpose of a Post Implementation Review is to determine whether the project was successful and identify any lessons learned. A Post Implementation Review also looks at whether the project produced the required deliverables within the agreed timeframe. The overall achievements are also documented in the Post Implementation Review report.