Project Management Office

The initiation phase defines and organizes the project. The problem or opportunity is demonstrated and, if it is approved, then the project is created. 

• Obtain project approval

• Create project 

In this phase, a workable project plan is developed that will accomplish the project. The project has clearly understood and agreed upon scope, schedule, and resources. 

• Develop project plan 

• Assign roles and responsibilities 

• Develop project documents 

• Conduct a kickoff meeting 

• Develop communication plan 

Coordination and allocating resources and people take place in this phase. Work results are produced. 

• Complete project works and tasks

In this phase, the project transitions to closure and long-term project success is ensured. 

• Obtain project acceptance 

• Provide necessary training 

• Update relevant documentation 

• Convert the project to a product or service (if applicable) 

• Activity to accomplish an outcome or step towards a strategic initiative 

• A project delivers a desired quantifiable result within a specified budget according to schedule 

• Once a project’s goal is met and the specified result is delivered, the project is complete and ends 

• They are unique activities, not routing or ongoing operations 

• They have a defined beginning, a list of deliverables, and an end 

• The end product must have the potential or capability to add defined business benefit 

• Project begins with approval of scope, schedule, resources and ends with acceptance and closing 

• Project managers manage and track the execution of a project 

• They work with the project sponsor and key participants to ensure the project is clearly defined, the goals are understood, the resources are sufficient, and the timeline is achievable before the project is launched 

• They establish the sequence of required steps 

• They coordinate the resources and track and communicate progress towards goals 

• They provide recommendations and escalate changes and threats to the scope, schedule, or resources of the project to the project sponsor 

• They ensure project goals are met 

• They transition delivered projects to products/services

• Perform one or more tasks in support of a project 

• May or may not attend project meetings or be regular members of a project team 

• Project sponsor defines and supports, project managers execute 

• A project should have only one sponsor (multiple sponsors = conflicting definitions and direction) but may have many stakeholders 

• A project sponsor should be at a sufficiently high level to obtain the necessary resources and organizational commitment and to handle project-related negotiations and business decisions. 

• A project sponsor negotiates agreement on the scope with key stakeholders and has the final say on project scope and objectives 

• A project sponsor defines the boundaries of the project 

  • What is to be done 

  • By what time 

  • With what resources 

  • Why it is necessary and what it is in support of 

  • What will happen after the project is complete (long term support, funding, and ownership) 

• Project sponsors obtain necessary funding and resources 

• Project sponsors work with the project manager to understand proposed changes to the scope, schedule, or resources for a project, and approve such changes 

• Project sponsors handle escalations and challenges to the project 

• Project sponsors approve the project launch and confirm that the project goals have been met upon project completion

• Stakeholders have a vested interest in the outcome of a project and a voice in project scope and objectives 

• They are consulted by the project sponsor on project scope and scope changes related to their area of interest 

• They are informed about project progress by the project manager or sponsor 

• They contribute project requirements and expectations 

• They generally can allocate resources and set priorities/speak on behalf of their organization 

• A milestone is a reference point marking a significant step or event in the course of a project 

• Milestones are frequently used as checkpoint to mark and assess progress  

• A definable step or activity to be completed usually by one person or group 

• Projects are comprised of a series of tasks