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IT Project Management
Tutorial 3: Initiating Processes
Objectives:
1. Discuss the initiating process
2. Understand implications of each of the initiating processes
Students are encouraged to prepare their draft answer before class, as this will help
them to discuss the questions and answers during the tutorial session.
1. Using the template below, describe the key initiating processes, the related
project management knowledge areas and the outputs of these processes.
2. What is the main purpose of performing a stakeholder analysis? When should it
be done and who should see results?
The main purpose of performing a stakeholder analysis is to make sure the project
knows who all the key project stakeholders are and how to manage relationships
with them.
It should be done as soon as possible, and only the project manager and key team
members should see it, if it is written down, due to its sensitive contents.
3. “The project charter is a useful communication tool”.
Explain the statement above and provide examples to support your answer.
A project charter formally recognizes the existence of a project and is signed by key
project stakeholders to show their support and concerns related to the project. It is a
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consolidated source of information about the project and can be referenced
throughout the project lifecycle
Key contents include the following
– The Project Title (name) and Date of authorization
– The Project Manager’s name and contact information
– Schedule information
Planned start date
Planned end date
Schedule of milestones (if available)
Budget information
Project information
Project objectives (business needs or other justification of project)
Approach
description of how the project objectives will be met
list important assumptions
references to related documents e.g. communications plan, quality
management plan, scope management plan
Roles and responsibilities matrix
Names, roles, positions and contact information
Signoff section
For signatures of key project stakeholders
Comments section
Allow stakeholders to document important information they want to include
4. What is the purpose of a kickoff meeting? What key topics should be on the
agenda? Discuss the process for holding a kickoff meeting. Who should attend?
The kickoff meeting is held to officially start work on the project, raise the profile of
the project and to energize the stakeholders and get them enthusiastic about working
on the project. (People do not like to work on low profile and insignificant projects)
Introduction of attendees
Review of project background
Review of projectrelated documents (i.e. business case, project charter)
Discussion of project organizational structure
Discussion of project scope, time and cost goals
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Discussion of other important topics
List of action items from meeting
Key stakeholders should attend, including the project champion, sponsor,
users/customers of the products or services produced during the project, and project
team members.
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