The process which enhances the formal authorization used to start a new project or its phase is a part of initiating process group. These kinds of processes are performed mostly outside the project's scope of control. They are done by the organization, portfolio process or even by a special programme. However they can smudge the project limits for the beginning project inputs. Let's consider such example. Before initiating process group starts its activities the needs, conditions and requirements are scrupulously documented. The measurement of whether or not a given undertaking is possible to be performed may be checked thanks to the process of alternatives assessment in order to choose the most appropriate. The project objectives are clearly described.
What is more all reasons why a given project is the best possible alternative solution which meets the requirements is also placed there. In the documentation there is the rough description of the scope of the project, the factors which must be fulfilled, the time during which the project will last and probably needed resources concerning analysis of the organization's investment. It is also possible to clarify the outline of the project thanks to documenting the project selection processes. The management responsibilities which are binding within an organization are identified by the relationship between project and organization's strategic plan.
In the project which consist of more than one phase initiating processes are conducted during a subsequent phases in order to reassert the decisions and conclusions taken while the original Develop Project Charter and Develop Preliminary Project Scope Statement processes. During the initiation process the initial scope description as well as the necessary resources which the organization will probably invest are refined. If it has not happened before the manager at this stage will be chosen. There is also a necessity to document the assumptions and constraints which have aroused initially. After that the Project Charter captures the information and if approved it is possible to state that the project is officially authorised.
Even though the project management team is in not cases helping to write the Project Charter the processes of approving and funding are conducted outside the project boundaries. A lot of multi phases , sophisticated project are sub divided into phases. Checking the initiating process at the beginning of every single phase definitely helps to keep the project concentrate on the business need. It must be sure that is was tackled to address. All criteria are check including the level of availability of necessary resources. Next the decision made. There are only two options namely the project is stated to be ready for further actions or it is claimed that it should be delayed or even discontinued. during further phases of the project validation and level of development of the project is assessed.
It is crucial to repeat initiating process at the beginning of each subsequent phase. It helps to stop the project if there is no business need any more or if it is claimed hat the project is unable to meet given business need.
source: PMP® Certification Resources
published: 2010-07-02 10:36:55