Step 1 - Pre-Initiation Phase: Business Case The business case aims to inform decision makers of costs, benefits, timelines, risks, and returns on an investment of resources (personnel, time, money) necessary to address a problem or opportunity. The business case essentially answers the question: "Why should we do this now?" The owner of the business case is the business manager although s/he may have used a project manager or business transition manager to detail this report and presentation for a governing body review.
Step 2 - Initiation Phase: Strategy This document serves to further detail the project business case. Essentially, the strategy document details the approved solution (as outlined in the business case). The strategy includes the charter, scope, and general concept, method, processes, activities, and philosophy of managing this endeavor through planning, execution, and closing – detailing the resources (time, money, personnel, et al.) necessary for success.
Lessons Learned Use this summary report at the end of each phase. Most projects capture “lessons learned” through means of a “post action review,” or “retrospective.” The aim of such work is to learn and improve personnel, project, program, and organization efficiency and effectiveness. To continuously improve requires investigation into our successes and failures. Your trends and lessons learned documentation should be a product comprised from all stakeholders based on an open system concept.
Planning Phase
Step 3 - Interatged Project Plan This document serves to further detail the project business case and strategy. Essentially, the integrated project plan documents all core work plans and project facilitation plans, details the approved solution (as outlined in the business case), and incorporates the project charter, scope, and general concept, method, processes, activities, and philosophy of managing the project through planning, executing, and closing, detailing resources necessary for success.
Step 4 - Communication Plan The introduction of projects to bring about change normally generates certain amounts of confusion, ambivalence, and conflict. The primary purpose of communication is to mitigate these issues. Starting with an understanding of the problem/opportunity, business goals, and project scope, communication activities detail stakeholders, and key messages, strategies, and tactics to facilitate a success project. In short, the focus is on whom needs what information, when, and how.
Step 5 - Post Implementation Review Approval of the Post-Implementation Review of Business Outcomes indicates an understanding and acceptance of the post-implementation results described in this deliverable.
Execution Phase
Step 6 - Implementation Readiness for change is determined “in terms of their [target groups] awareness of the need for change, their skill to make the required changes and their commitment to putting changes into place” There are a number of times throughout a project change endeavor that a Readiness assessment should be conducted – during Initiating and Executing. Each assesses readiness and yields findings of what leaders need to do to intervene for greater readiness.
Step 7 - Monitoring and Controlling Monitoring and controlling is essential for successful projects. This is a tool aims to provided the project team, committees, and other stakeholders necessary information that summarizes critical aspects of the project work (accomplishments over a specified period of time and the upcoming work efforts) from which awareness can be gained and planning and decision-making can be conducted.
Closing Phase
Step 8 - Transition Support This plan essentially serves as a final review prior to operations and maintenance and details the service/performance level agreement that all stakeholders share.
Maintenance and Operations Phase (M & O)
Step 9 - Performance Measures The active use of performance measures and metrics is a contributing factor to organizational success. Data associated with key performance indicators are the means for decision making and determination of major project endeavors. This document serves to quantify critical aspects of the business. For greatest effectiveness, measures should be clearly defined, used consistently, and be accompanied with measure baselines and targets.
Useful tool to track task and who owns it. The template reflects how a construction project was broken down throughout the project management life cycle (PMLC).
If you don't have access to a PMO software program, then this Excel Workbook which has 43 worksheets to help you manage your projects using PLCF Best Practices.
