PG434_Managing Projects in District

Task 1: Essay

The Project Management Life Cycle__Initiation Phase

1.1 Introduction

Given that it includes beginning a new project, the project initiation phase is the first stage
of the project management life cycle. The business opportunity or problem is identified
during the initiation phase, and a project team is selected to create and deliver the solution
to the issue. To fully describe the issue or opportunity and choose the best course of action,
a business case is prepared according to MacNeill (2022). The business case includes:

A thorough discussion of the issue or opportunity under titles like Introduction,

Business Objectives, Problem/Opportunity Statement, Assumptions, and Constraints
A study of the commercial advantages, costs, risks, and issues
A streamlined implementation strategy with a timetable and a cost analysis

After receiving approval from the project sponsor, the business case is funded in order to
move forward with a feasibility study. The project sponsor is responsible for deciding
whether or not the project is worthwhile and will be beneficial for the community. The
planning step gets started once the feasibility study is finished and approved. The next phase
of the project might never start if the feasibility assessment reveals that it is not vital to
continue (Sima, 2022).

The "start project phase's" three main processes are as follows according to Heagney (2016).

1. Create a project proposal that includes an analysis of the project's initial business
case and a list of its basic requirements. One of the key project papers is the business
case, which provides the data needed to justify the decision to start the project.
2. Assess project proposals by doing a cost-benefit analysis and comparing them to
predetermined business criteria.
3. Choose initiatives after reaching an agreement on their feasibility and related
significance in comparison to the other projects put forth, and a decision is formally
made on the project proposal.

1.2 Some aspects of project initiation

1.2.1 Goals

Barndt et al. (1977), mentioned that every organization begins a project with a set of
objectives, or goals. A project goal can be defined as a detailed statement of what the
project is intended to achieve. It simply refers to accomplishing the desired outcome by a
specified date while using a specific set of resources.

1.2.2 Key deliverables

Page 1 of 4
Key deliverables are often those items created by a specific project approach. Projects that
produce a specified output element as a result of work done during the project are
considered key deliverables according to Kloppenborg et al. (2009).

1.2.3 Resources

Project resources are the people, money, and materials required to finish a project. The
majority of projects require a variety of these resources including teams, tools and time to
complete the project.

1.2.4 Financial analysis

Sima (2022) states that a thorough financial study is necessary before starting a significant
project. This is used to assess a company's stability, financial soundness, funds, and ability to
generate sufficient profits to support capital expenditures.

1.3 Stages of project initiation

1.3.1 Create a business case and project scope

The first item on the project start checklist should be a business case. It helps to justify an
initiative's budget and presents the idea to top management level. This stage is used to
determine the rationale for project inception. A business case also determines whether a
project proposal is beneficial and evaluates numerous possibilities, each with a cost-benefit
analysis.

Project scope is all the tasks, materials, and other components involved in a project. Project
objectives, deliverables, tasks, costs, and timeframes must be defined and documented
(Kloppenborg et al., 2009).

1.3.2 Perform a feasibility analysis

MacNeill (2022), outlined that once a business case has been approved, assess the chances
of project success after considering all elements. A feasibility study is necessary to
determine this. To do a feasibility analysis, start by developing project assumptions,
establishing high-level constraints, and identifying potential risks. By examining all the
potential outcomes, risks, and solutions, people may get a broad perspective and ensure the
project is beneficial.

1.3.3 Develop a project charter

One of the most significant aspects of the project commencement process is the project
charter according to Sima (2022). It is the first document of the project that identifies the
necessary details such as the project's goals and limits. It then defines the project scope and
offers the resources needed to complete it. The project charter will also help in defining the
duties and responsibilities of the project team, as well as the project's clients and
stakeholders.

1.3.4 Identifying project stakeholders

Page 2 of 4
Stakeholders are anybody with an interest in the project, including members of the team,
clients and customers, partners, and others. Stakeholders might be internal or external in
general (MacNeill, 2022). Internal stakeholders are those directly involved in a project. A
client project manager, a project team manager, and a portfolio manager are among them.
External stakeholders, on the other hand, are not directly involved but influenced by the
project's conclusion such as government and the media.

1.3.5 Selecting the right team

Heagney (2016) states that there can be no project without a project team. As a result, the
project initiation phase begins with the establishment of a working project team and the
assigning of roles and duties. When assembling a project team, clearly define each
member's role. Begin by listing all position responsibilities and who reports to that person.

1.4 Final review

Check the entire project initiation procedure again once everything is finished to make sure
nothing is missed. Project initiation requirements are evaluated at this stage to see if they
have been met during the project's lifespan. Reviewing the hazards indicated and
determining if any have occurred is also essential. Any project will require modifications
(Sima, 2022).

1.5 Challenges faced during project initiation

1.5.1 Delay in starting a project

Sometimes the project would not have begun even though information collection, scope
definition, and other processes were finished. This causes a delay and becomes one of the
most challenging parts. To overcome this barrier, addressing internal concerns about
assembling the team or beginning the project is critical (Barndt et al., 1977).

1.5.2 The checklist stage moves too slowly

Kloppenborg et al. (2009), implied that starting a project can be time-consuming. If the
deadlines are not met, this might have a significant influence on the project later on. Regular
communication and consideration of client momentum will help complete this difficult
assignment.

1.6 Summary

To summarize, the project initiation phase establishes the project scope, making it the most
critical step in the project life cycle. The primary objective of starting a project is to
understand the effort required to provide the desired outcome. This is critical since it
determines whether the project needs to exist. The project starting stages are used to
determine whether it should be continued. Performing the needed activities throughout the
project cycle becomes challenging without an effective project team and defined goals. The
project team must examine all business and project risks, align expectations, reduce
ambiguity, and decide whether the effort is worthwhile.

Page 3 of 4
References

Barndt. E. S., Larsen, C. J., & Ruppert, J. P. (1977). Organizational climate changes in the
project life cycle. Research Management, 20, (5), pp. 33–36.
https://www.jstor.org/stable/24118104

Heagney, J. (2016). Fundamentals of project management. AMACOM Division of American

Management Association International, (5th edition).
https://www.jstor.org/stable/j.ctt1d2dpw4

Kloppenborg, J. T., Manolis, C., & Tesch, D. (2009). Successful project sponsor behaviors
during project initiation: an empirical investigation. Journal of managerial issues, 21,
(1), pp. 140–159. https://www.jstor.org/stable/40604638

MacNeill, C. (2022, December 14). Project initiation: the first step to successful project
management. Asana. https://asana.com/resources/project-initiation

Sima, S. K. (2022). Initiating a project, the right way. ResearchGate.

https://www.researchgate.net/profile/Kifle-Sima/research

Page 4 of 4