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Each month, Tom Mochal presents a set of project management tips and techniques for handling various aspects of planning and managing a project. Tom has over 23 years of IT experience. He has developed a comprehensive, scalable project management process called TenStep (www.TenStep.com). He has also developed PMOStep (www.PMOStep.com), which is focused on building, implementing and supporting project management methodology through a Project Management Office. Tom also has a comprehensive application support methodology called SupportStep (www.SupportStep.com).
Before the main work on a project begins, a number of items need to be in place. For smaller projects, many of these conditions are met informally or implicitly. However, the larger a project gets, the more important it is that these criteria be met formally and explicitly.
Client gives approval to begin planning. Normally, implicit approval is assumed to have occurred for the project to even get this far to begin with. However, if the project did not have a business case prepared and if it did not go through a prioritization process, then explicit approval should be sought before project planning begins.
Project is defined. This is documented in the Project Definition, which contains objectives, scope, assumptions, deliverables, budget, etc. (For medium or small projects, this might be the Abbreviated Project Definition or a Service Request.)
Project workplan is created. A workplan must be prepared and used to manage the effort. This includes checkpoints, or milestones, when the project can be evaluated to ensure that it is appropriate to continue.
Client gives approval to begin project. This is signified through a signed, approved Project Definition. The Sponsor must sign the document to ensure agreement.
Project Management Procedures are defined and approved - Procedures must be in place to describe how the project will manage issues, communication, risks, quality, scope, etc. This is especially true for large projects, and less important as a project gets smaller.
Project team resources are assigned - You must have the right people to staff and execute the project. Sometimes valid, approved projects must be delayed because people with the right skills are not available.
Of course, there are times when all of these criteria are not in place and the project starts anyway. However, first make sure you understand the requirement and standards for your organization and make sure they are all satisfied. Then try to also complete as many of the above items as possible. If you do, your project will have a better chance of success.
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