| Project Manager Activities | Outcome/Output | Project Sponsor Activities |
|---|---|---|
| 1.1 Estimate the project size & budget
- It is a preliminary study of the project objectives, scope, requirements, resource and budget. |
Estimated Project Size & Budget >> |
1.2 Agree on the estimated project size & budget |
| 1.3 If resource is required for conducting a preliminary study, write a project proposal for preliminary study and submit it for getting resource. | Project Proposal for Preliminary Study >> |
1.4 Assess and approve the Project Proposal
- Justify the resource required for the preliminary study |
| 1.5 If the project proposal gets approval, conduct the preliminary study and collect data for writing a project charter. | << Approved Project Proposal | |
| 1.6 Write and submit a Project Charter Lite/Project Charter - The Project Charter defines the business objectives, scope, requirements, resource, budget, and the baselines (scope, time, & cost) of the project. |
Project Charter Lite/ Project Charter >> |
1.7 Assess and approve the Project Charter - Verify the completeness of the business objectives, scope, requirements and justify resource, budget, the baselines of the project |
| 1.9 Conduct a Kickoff meeting
- Involve all project members - Invite all stakeholders - Explain the project objectives, scope, requirements, resource, budget, schedule, and baselines - Answer questions and collect feedback |
<< Approved Project Charter | 1.8 Get Budget Approval from the Finance Office
- Assist for budget approval - Align with budget arrangement |
| *** Please note that project approval and budget approval may rest with different authority in the University. The prevailing policies and practices should be followed. | ||
| Project Manager Activities | Outcome/Output | Project Sponsor Activities |
|---|---|---|
| 2.1 Plan project execution details and confirm project baselines
- Elaborate the project details, activities, deliverable, and budget management. |
Project Baselines including WBS and Budget Plan >> |
2.5 Confirm and Approve the revised project charter and baselines, project management documents, and plans. |
| 2.2 For projects with many stakeholders, produce the Communication Plan and Roles & Responsibilities
- It is useful for promoting better communication, involvement, and engagement of the stakeholders. |
Communication Plan, and Roles & Responsibilities >> |
|
| 2.3 For projects that will last over a year, it is better to write a project management plan. - It will help for better tracking of project progress along the long project period. |
Project Management Plan >> | |
| 2.4 If there are any changes in the baselines in project planning, revise the Project Charter and attach the planning details, such as WBS and Budget Plan.
- Any changes in the baselines should be reflected in the Project Charter Lite/Project Charter. - Notify the changes to all stakeholders. |
Revised Project Charter >> |
| Project Manager Activities | Outcome/Output | Project Sponsor Activities |
|---|---|---|
| 3.1 Manage the execution of the planned activities, monitor and report progress frequently | Project Progress Report >> | 3.2 Review and react against the reported project progress |
| 3.3 Produce project deliverable | Project Deliverable >> | 3.4 Verify and accept deliverable, provide feedback frequently |
| 3.5 For any identified project risks, manage project risks and update risk register
- All risks should be recorded with the corresponding risk response/strategy to avoid, mitigate or transfer the risks. |
Risk Register >> | 3.6 Review the project risk management status |
| 3.7 For any changes that may affect the project baselines, raise change requests
- There should have a change log for the project for recording all applied changes, although the change may not affect the baselines. |
Change Request >> | 3.8 Assess and Approve change requests |
| 3.9 Update the project charter and manage the implementation of the changes
- Notify the changes to all stakeholders |
<< Accepted Change Request | |
| 3.10 File rejected change requests for reference | << Rejected Change Request |
| Project Manager Activities | Outcome/Output | Project Sponsor Activities |
|---|---|---|
| 4.1 Verify Project Deliverable
- Ensure the verified deliverable are deployed accordingly |
Project Deliverable >> | 4.2 Accept Project Deliverable |
| 4.3 Close the project
- Conclude all deliverable - Conclude resource utilization - Conclude outstanding contracts if any - Archive all project artifacts |
Project Archive & Post Project Review Report >> |
4.5 Accept project closure and the post project review report |
| 4.4 Conduct a Post Project Review
- Involve all project members - Invite all stakeholders - Conclude the project outcomes - Identify lessons learnt |
