Project Initiation Document: Definition, Characteristics, and Role of Project Manager

This document provides an overview of a Project Initiation Document, including the definition, characteristics, and role of a project manager. It also discusses the application of theoretical frameworks and methodologies in a project environment. Additionally, it covers the evaluation of team composition and management, as well as the formulation of a project management plan.

PROJECT INITIATION
DOCUMENT

INTRODUCTION
Project Initiation Document refers to a significant component of project management as
they provides base for business projects. For client and project team, it acts as a reference point
for whole project. This brings clarity in mind in relation to different directions of project which
can create confusion. Prince2 concept is applied on project initiation document. For doing
research on this report, Aston Chemicals has been chosen which is an independent distributor of
basic and speciality chemicals incorporated in 1990. It provides raw materials to European
personal care industry.
This report covers definition, characteristics of project and role of project manager. After
that application of theoretical frameworks, methodologies, and evaluation of composition of
teams have been discussed. Also formulation of project management plan, along with assessment
of measures to control and monitor risk, quality, change and configuration are mentioned. Lastly,
success, failure and key learning points of project have been covered.
TASK 1
Definition of project, its characteristics and role of project manager
Project is a series of tasks having certain objectives, specifications, fixed time duration,
limited funds or resources. Projects are completed on the basis of planning and in a controlled
way. For Aston Chemicals, project undertaken is moving the office.
Key characteristics of a project are as follows:
 It is owned by any company or individual.
 It is temporary in nature.
 Continuous evaluation of each stage of process.
 Definite set of objectives of organization that are needed to be achieved by implementing
a project.
 Project is assigned to a project team who is responsible for its planning, controlling and
management. These have a specific time duration or life cycle. It means that after completion and
delivery, a new project is started.
Role and responsibilities of project manager:
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Job title of project manager is assigned to person who is responsible as well as
accountable to run project of Aston Chemicals. Following are some duties of a project manager:
 Planning and defining of project scope. On the basis of project scope, strategies are
developed and executed.
 Monitoring various stages of project.
 Organising different activities to accomplish goals
 Quality control is essential because assurance of quality will contribute to success of
project.
 Resource planning as they are limited and should be put in optimal use.
 Documentation is a necessary part of procedure as this acts as a proof of completion.
 Estimation of time and cost needs to be done in a proper way so that it can lead to smooth
completion.
 Risk analysis and management of project should be done because risk can create
obstacles and uncertainties in project management process.
 Team leadership is a significant part of effective team management. Project manager or
leader should have required professional and soft skills like handling complex situation,
conflict resolution, risk assessment etc.
 Planning team structure fulfils demand of a project as a project manager should define
protocols, infrastructure, policies, and execution strategy of it. Developing budgets and schedules assists in taking corrective action when needed in
situation of scarcity of financial resources.
Assumptions: During PID (Project Initiation Document), assumptions are needed to be
identified because sometimes in project management process, they are defined as inputs.
Analysis of assumptions is a component of risk management process and they should be
evaluated keeping in mind long term perspectives. Project assumptions may include skills,
performance and availability of project team members, delivery time and performance issues of
suppliers etc.
Constraints: Constraints may be defined as factors that limits options, time duration,
expenditure, scope, agenda, resources of project team. All these are interrelated with each other
in a way that when resources will not be available on time then delivery process will be delayed
resultantly increase in cost of overall project. Evaluation of constraints should be done by
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making short term perspectives as foundation. Both assumptions and constraints helps in
controlling activities during project life cycle.
Project benefits: Advantages of efficient project management are enhancement in
customer satisfaction, gaining competitive advantage, ultimate flexibility, improvement in
quality, increase in productivity, effective delivery services etc.
TASK 2
Application of theoretical frameworks and methodologies within a project environment
Every project is based on some theoretical frameworks, standards and methodologies.
Methodology refers to collection of rules, approaches, practices, methods, processes, procedures,
techniques involved in project management. While theoretical framework is defined as an
overview about implementation of project management guidelines. Point of difference between
methodologies and frameworks is that former follows strict practices while latter are flexible as
they change according to situations. These both are not only mandatory for project managers of
Aston Chemicals but also useful for whole team so that they can understand purpose of working
a particular project.
Some of the methodologies and frameworks within project environment are:
PRINCE2 (Projects In Controlled Environment):
This is a method of project management in which there is clear distinction between
accountability and responsibility of board and project manager. Microsoft Project, P2ware tools
are used in this method.
Critical Chain Project Management (CCPM):
Firstly, project schedule is being prepared in which timing of projects, reduction in these
timings, setting up of priorities, resource allocation, measurement of progress etc. have been
focused. Tools used in this method are A-dato and ProChain.
Critical Path Method (CPM):
In CPM, different critical activities or areas are determined. These critical tasks should be
completed on time because if they are delayed then whole project of Aston Chemicals will not be
able to meet its deadline. Priorities are set in relation to activities on the basis of criticality. Tools
that are mostly used in this method are Lucid chart and Smartsheet.
Adaptive Project Framework (APF):
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According to this framework, some elements and processes are borrowed from other
methods of project management to improve efficiency of projects of Aston Chemicals. For this
complete project is divided among smaller tasks and after that they are assigned to different team
groups. Paymo tool is used in this method.
Extreme Project Management (XPM):
This project management framework is developed to deal with highly complex projects
environments. Management of stakeholders with the help of leadership practices and principles
is done to involve creativity, speed and profitability.
PRiSM (Project integrating Sustainable Methods):
This methodology revolves around environmental factors and way in which they affect
project development process. Along with environmental factors, it also covers social factors such
as labour values, human rights, corruption etc.
Benefits Realization Management (BRM):
It is a theoretical framework which ensures to stakeholders about completion of project
after achieving desired benefits.
Crystal:
This methodology is based on idea that all projects can not be completed by applying
only one methodology. Project team members should change them according to their needs.
Scrum:
This framework is useful in many areas such as designing software, product
development, handling marketing division etc. With the help of this a sense of togetherness
developed between small teams and project owner.
Purpose: Every project is taken into consideration for a preset purpose or motive.
Without any purpose, project manager can not influence performance and motivate project team
members. Purpose can be defined as expected end result of a project. For instance, in Aston
Chemicals, projects are assigned to carry out activities related to relocation of office premises.
Objectives: Objectives of project considers about specific outcomes and way of
measurement of these outcomes. One should set a limit on objectives in such a way that they can
be achieved in given time. Objective of project in Aston Chemicals is shifting office to more
convenient location.
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Deliverables: Outputs or outcomes of a project are delivered in physical reports and
documents. Thus, reports, goods and services are called deliverables. These also includes a
expected date.
Project sponsor: Sponsor of project is a person who provides funds and resources for it
so as one can understand that it will obviously generate interest in success of project. Because
project sponsor has direct impact of outcome of a project. All major decisions in Aston
Chemicals regarding changes, approvals are ultimately taken by project sponsor.
TASK 3
Evaluation of composition and management of teams in project environment
In starting of a project new project, Aston Chemicals should take into consideration
project teams who is responsible to carry out project tasks. Aston Chemicals proposed a new
project to evaluate composition and management of teams. Project title is 'Moving the office'
which is assigned to a particular team. Background of this project is that organization wants to
shift its office for future growth.
To complete this assigned project, a team is being formulated consists of five members.
This project team will undertake all activities and tasks related to project. Five members and
their roles in project management team is as follows:
Senior project manager: Authority of person at this post is to establish certain rules and
along with it formulating policies, practices for smooth continuation of project. Senior project
manager is responsible for keeping watch on direction in which project is going and producing
reports related to performance of all team members. Work of appointing architect and mapping
of infrastructure will be accomplished by senior project manager.
Accountant: Accountant has clear responsibility to carry out tasks related to preparation
of reports showing financial aspects and information of different areas of project as well as of
complete project. Role of accountant in project is to track funds as these are limited in nature and
should be used carefully. Accountant will need to estimate cost involved in this project.
Line manager: Person at this post is responsible to run main activities relating to
production and delivery of goods and services. Line manager has definite role of managing other
employees working in smaller teams and reporting to senior manager after evaluating their
performance.
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Team leader: In order to achieve objectives of project, work of team leader is to guide,
direct and instruct project team. A team leader should be aware about capabilities and strengths
of every team member so that work can be allotted and they can perform it with efficiency.
Operations associate: Role and responsibility of operations associate is to assists in
administration tasks to operations manager. Work of operations associate is to conduct reviews
of employee performance.
All team members of project team are directly or indirectly involved in successful
implementation of project and contributes in achievement of goals or objectives.
Project Organization Chart of Aston Chemicals:
TASK 4
Formulating of a project management plan
Project management plan is formulated by project manager through information taken
from project team and stakeholders. A project management plan can be said as a summary of
Project Initiation document which is presented in a formal way. It consists details about
execution, monitoring and controlling of activities in respect to a particular project. Main
purpose of developing this plan is to provide a baseline of achievements. Various components of
project management plan are as:
Management plan for cost
Schedule
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Project scope
Human resources
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