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Smooth Projects... Effective Project Management!
Project Management Software Articles
Project Management Software
Process Focus: Initiating
Initiating
is the first process group when one is dividing the project management
processes into groups. Dividing the various steps into groups can help
project managers more effectively manager their groups and their
projects. It is a way to organize tasks and set goals, completing the
project in small, manageable steps that lead to the over all result of
a successfully finished project. Project management software can be a
big help at all stages, and can be helpful as the project manager
begins to draft necessary documents and set forth broad project
objectives.
The first thing that needs to be
done in the initiating stage is to show that the project is needed and
to show that it is feasible. A cost benefit analysis should be part of
the initial stages, allowing the project manager (if this position is
assigned, it is usually just to look into the feasibility of the
project) or the sponsor to show that the benefits are worth the
investment of time, manpower, and money into the project. Additionally,
there should be a statement of what, generally, will be the end result
of the project, and how that result will be delivered.
If
a project manager has not been selected at this time, it is time to
assign a manager and have him or her begin working on putting together
the main preliminaries of the project. The manager can use the
information obtained in the earlier part of the initiating process to
create the background for the project charter and begin developing the
outlines of project objectives. The project manager may begin some
preparation for the project, but as it has not been fully approved as
yet, should not expend too many resources on the project. Everything at
this stage is fairly broad, but should be defined enough to allow
onlookers and potential team members to understand what the project is
about. The sponsor especially should be able to recognize her or his
desired objectives, and help guide the project charter process to
ensure that everything is done according to his or her vision.
After
the charter is created, and after the project manager has begun to
really get close to the details of the planning stage, the sponsor is
approached with all of the preliminary work. The sponsor can look over
the work, and determine if the resources already expended were worth
it, and she or he can also decide whether or not to go through with the
project and commit full resources. Written approval for the project,
and for permission to receive necessary resources, must be obtained at
this stage. Before project management can really commence with the
project, it must be approved and formally recognized.
The point of this management group of processes is to determine whether
the project is needed and doable without having to use resources to get
part way through before deciding that the costs outweigh the benefits.
Going through an initial stage helps reduce the chances of starting a
project that will not be completed. After all of these steps in the
initiating phase have been completed, and after the project has
received formal approval, the project manager can begin the next step,
which is to move to the project management process group planning.
Article by Remedysoft, Inc.
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