Project Initiation Document : PDF

Managing projects

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................3
TASK 1............................................................................................................................................3
1 A) . Key characteristics of any project .....................................................................................3
1B) Objective of Project initiation document .............................................................................3
2A) Developing understanding about scope statement in the project .........................................4
2B) Role of work breakdown structure in the project ................................................................4
3. Gantt chart and identification of the critical path ...................................................................5
4. Approaches utilised for generating a budget for specific budget .........................................6
5. Analysing the way project risk might arise and outline the different response which might
be taken for eliminating the threats .............................................................................................6
6. Identification of quality method for ensuring completion of the project in successful
manner. ........................................................................................................................................7
TASK 2............................................................................................................................................7
Introduction :................................................................................................................................7
Main analysis ..............................................................................................................................7
Skills and competencies required by Project manager................................................................9
Conclusion and recommendations.............................................................................................10
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................12

INTRODUCTION
Project management can be defined as procedure which involves various activities such
as initiation, planning, organizing, controlling and closure of work for accomplishment of
desired objectives. It can also be referred to as the way an individual organize as well as manage
resources that are very much crucial for completion of the project.
The report will have focus on identification of the key characteristics of acquisition
project implemented by Abc organization. It is basically a big UK based organization operating
business in food and drink industry. Study also have focus on analysing the objective of Project
initiation document. It will highlight the role of work breakdown structure in the project.
TASK 1
1 A) . Key characteristics of any project
Project can be defined as any undertaking which is executed by an individual or
collaboratively in order to accomplish desired goals. It can also be referred to as planned set of
interrelated activities which are implemented for fixed period and intends to generate specific
results. The key characteristics of business project is that it is temporary and Unique in nature.
The other important characteristics of the business project is that it has specific starting as well
as end time. In context of business various types of projects are implemented by companies for
fulfilling the customers needs as well as demands. In addition to this, business project have
unique set of need which are required to be delivered (Kerzner, 2019. ). The business projects are
highly influenced by various factors such as time, scope, resources and quality. One of the key
characteristics is that project are closed when specific objectives are accomplished. In relation to
the business project the risk are uncertain. In addition to this, it is project specification which
defines the objectives which are to be achieved after completion of particular set of activities.
1B) Objective of Project initiation document
Project initiation is defined as the document which consist of all the essential information
related to the project such as team, scope, context and collaboration. The main objectives of the
project initiation documentation is to capture as well as record general information which is
required for defining and planning project. In addition to this project initiation document also
intends to provide the basis for management as well as helps manager in assessment of success.

It provides the direction as well as defines the scope of the project. For instance, Smart objective
for acquisition as a business project are :
 To acquire for food and retail company within one year in order to foster business
growth.
 To increase number of retail outlet by acquiring ten more small firms.
 To achieve cost of $30 cost per acquisition .
 To increase the earning up to 10 percent within six months.
 To help employees in development of skills within three months so that they can make
their significant contribution in the implement ion of acquisition project.
2A) Developing understanding about scope statement in the project
Scope can be defined as the valuable as well as useful project tools which defines the
deliverables of the project. It is the statement which provides project manager an ease in
identification of different elements as well as assist in addressing the different assumptions
which are made for completion of the project. In addition to this, scope statement also defines the
boundaries of the project. The scope statement is designed on the basis type of project as well as
nature of business (Fewings and Henjewele, 2019.). It is the scope statement in the project
which provides manager an ease in confirming the outcome.
2B) Role of work breakdown structure in the project
Work breakdown structure is referred to as key deliverables which organizes the Team
work into manageable segments. It can also be defined as the decomposition of the complex
tasks which are required to be performed by the team members during the project. Work
breakdown structure is also considered to be as are technique which is applied for organizing as
well as completing the work into systematic manner (Heldman, 2018). It is the structure which is
mainly utilised for managing the large as well as complex project. The breakdown structure
plays crucial role in helping manager in developing the better understanding about the project. It
also supports manager in managing the project scope and assist in improving the project
planning.

3. Gantt chart and identification of the critical path
A Gantt chart can be referred to as form of bar chart which illustrate a project schedule.
It is a chart which consist of lists of tasks which are to be performed in vertical axis. Gantt chart
is considered to be as tool which is utilized for managing project in systematic manner. It
consists of start as well as finish date of each task. Gantt chart can be utilized for planning as
well as scheduling Projects. It mainly represents a clear picture of the different phases of the
project. It enables an individual to visualize different activities as well as resources. Gantt chart
is very much useful in relation to monitoring progress of the project.

4. Approaches utilised for generating a budget for specific budget
The different approaches which are utilized by manager for producing the budget for the
project are analogous, top down, bottom up and parametric. In context of Analogues approach
for producing budget is completely based in analogy (Kliem and Ludin, 2019). It is the
budgeting approach which is mainly utilized by manager when there is limited information
related to upcoming project. Parametric estimation approach which mainly emphasizes on cost
of unit. Top down estimation which begins with final goods and then works backwards to break
the big as well as complex tasks into small activities.
5. Analysing the way project risk might arise and outline the different response which might be
taken for eliminating the threats
The different types of risk which are associated with the implementation of the project
include:
Cost risk: this type of risk includes increase in the costs of project. Such type of risks might
take place in the project due to poor estimation of scope. Such type of risk can be avoided by
adopting an appropriate technique for estimation of costs. Acceptance is the response strategy
which can be applied by the project manager for dealing with cost risk.
Schedule risk : It is a form of risk which might include slippage in the project schedule which
might lead to the increase in the cost of the project. As all the activities in the project are
interrelated time lag in the single activity can lead to the completion of project. It is the form of
risk which might take place due to poor planning. Gantt chart can be utilized by the manager for
planning as well as scheduling different activities for the project. Mitigation is considered to be
as the response strategy which can be adopted by manager for dealing with such form of risk in
project.
Performance risk: Such type of risk includes the threat of project failure. Transfer is the
response strategy which can be applied for dealing with such type of risk.
Other instances of the risk in the project are :
Governance risk: Such form of risk arise due to poor performance of management. Avoidance
is an appropriate strategy.
Strategic risks: it is the type of risk which might take place due to ineffective strategy.
Exploitation is the response strategy which can be applied for dealing with such types of risk.

Market risks: it involves credit risks, fluctuation in the foreign exchange or interest rates etc.
avoidance is the response strategy.
Legal risks: This risk involves legal obligation. It is the type of risk which might take place due
to the failure in complying with the norms. Avoidance is the response strategy.
6. Identification of quality method for ensuring completion of the project in successful manner.
Quality is considered to be as the crucial element in project management. Quality
management in the project can be defined as a procedure which are required to be performed for
determining as well as achieving the quality.
The approach which can be implemented for ensuring the good quality of work in project
is six sigma. It is the approach of quality management which will assist manager in ensuring zero
defects in the project (Tonchia, Tonchia and Mahagaonkar, 2018.). Six sigma approach will also
help manager in maintaining the consistency in the quality of work during the work which is
very much crucial for generating desired outcomes. In addition to this, a special team known as
Quality assurance team can be established for analysing as well as monitoring the quality of
work performed by different team members.
TASK 2
Introduction :
Project management can be defined a the procedure which includes the administration and
controlling of different activities. An effective management of project is very much essential in
order to achieve desired objectives.
Main analysis
Outlining the activities required for managing project
The different activities which are required for managing the project in the systematic
manner are :
Project initiation : It is considered to be as beginning point of any project. At this phase, all the
tasks in context of wining a project are performed. Project initiation procedure mainly involves
collection of the information for analysing the requirement of customers. In context of the
acquisition project, manager in ABC ltd. Need to analyse the requirement of acquiring the small
firm. The main requirement of the acquisition is to increase the sales as well as profitability.

Preliminary planning:It is the second phase involved in the management of the project.
Preliminary planning is the stage in the project management when manager in Abc organization
need to identify all those stakeholders who will be participating in the acquisition project.
Stakeholders n analysis at this phase is very much crucial in order to address those employees
who are important and the activities performed by those workers can have significant influence
on the project. Stakeholders are generally those people those who have direct interest in the
project. It is phase when project manager is required to consider the brief as well as situation of
business. In addition to this, project manager also need to analyse the lessons learned from the
existing projects of similar nature. While developing the plan for managing the acquisitions
project manager in Abc company should also consider the various aspects such as budget,
resources and costs. As all such consideration will help them in eliminating the different barriers
which might occur in administrating the project.
Project brief : it is the stage in the project management when project manager in ABC company
need to design the project scope as well as objectives. They are required to inform all team
members about scope as well as goals that are to be achieved by implementation of specific
project. Project manager at this phase of project management should show their agreement on
results with all the stakeholders (Anantatmula and Rad, 2018). At this stage, manager in Abc Ltd
need to concentrate on analysing the weakness, other elements and different types of risk
associated with execution of project.
Project organization : At this phase, manager creates a project team. They also assign the roles
as well as responsibilities to all team members. In context of the acquisition project, manager in
Abc enterprise need to provide the training to employees so that they can make their valuable as
well as significant contribution in accomplishment of desired project goals. In addition to this,
the manager in ABC firm should also develop resource allocation plan which will provide them
an ease in allocating the resources. It is the best tactics as when applied assist in smooth
execution of project.
Project planning and execution : It is a phase where project manager in ABC organization
needs to formulate a clear project management plan as it is the tactics which will provide them
an ease in managing the project in systematic manner. In addition to this, manager is required to
identify the various tasks or activities, time as well as initiatives which are to be taken for
accomplishing desired objectives. At this phase, all the team members are asked to perform their

respective roles as well as responsibilities. It is the phase in project management when reporting
is to b e done by team members to respective authorities such as senior managers, leaders,l
supervisors etc. At regular interval of time (Sperry and Jetter, 2019). Reporting system at this
phases will assist project manager in analysing the progress of work and help them in making
suitable decisions related to the project. It is the tactics which will help in completion of the
project on time.
Performance and control : It is considered to be as very much crucial activities for managing
the project in systematic manner. In context of the acquisition project, the manager is planning to
utilize the different technique for controlling different tasks during the project one of them
establishment of particular performance criterion. Manager in ABC company will formulate the
Project management, test and communication plan which will further provide them in controlling
the different activities as well as people during the project.
Project closure :When the objectives are achieved the manager closes all the activities and wind
up the project after submitting all the documents to respective authority such as top-level
management. It is very much essential for project manager in to make the evaluation of
complete project after closure, as it is the tactics which will assist them in analysing the
performance gap. Evaluation technique will also help project manager in making sure
accomplishment of desired outcome. The perojkect performance
Skills and competencies required by Project manager
An individual in order to perform the roles and responsibilities of project manager in
systematic manner requires experience, specialized knowledge, skills and competencies. Some
skills which are requited by a person in order to become an effective project manager include
administrative, technical, people team work skills. In addition to this, project manager also needs
to develop leadership skills which will provide them an ease in providing the guidance as well as
instruction to team members (Schaefer, 2019). Development of leadership qualities will also
enables an individual as project manager to positively influence other people for improving their
performance as well as increase their participation in the project. Management or administrative
skills will be need by project manager for management of people as well as activities during the
project. In addition to this, it is very much essential for project manager to have good
communication skills which are particularly needed for providing the clear instruction ton the
team members.

Project manager is required to posses an ability to delegate the roles as well as
responsibility to team members. Other skills as well as personality traits which project manager
should have includes self-confidence as well as motivation, integrity, enthusiasm. Project
manager also need to have an effective problem solving skills which will assist them in resolving
the various issues which might take place during the project. In addition to this, project manager
is required to increase their ability to work under pressure.
Administration and control problems associated with managing project life cycle
In relation to the management of project manager in an enterprise is required to be much
more careful while preparing budget , planning the uses of resources and setting deadline. An
effective as well as continuous communication between stakeholders are very much essential in
order to manage project in systematic manner. Error or ineffective planning can lead to increase
in the risk of project failure (Larsson, Eriksson and Pesämaa, 2018. ). Lack of communication
among the stakeholders during the project can create problems for manager in managing the
project. In addition to this, the other problems which project manager in Abc company might to
have to face in controlling the project due to poorly defined objectives. Due to lack of
awareness of the goals project manager might face difficulty in controlling the activities.
Conclusion and recommendations
It has been concluded from the above that project management is very responsible
procedure. The other facts which has been discovered is that it is the project management
procedure which interlink all other tasks with each other and develop a harmony.
The recommendation to the project team is that they should develop detail understanding
about the project management procedure as well as tools, as it will provide them an ease in
driving project towards success.
CONCLUSION
From the above report it has been summarized that proper management of the project is
very much crucial in order to achieve desired objectives. The other thing which has been found is
that controlling is one of the important activity which assist in completions of project in

systematic manner. It has also been concluded that work breakdown structure plays very crucial
role in making the complex task easier to perform.
It is recommended to the manager that they should use the Gantt chart for preparing
schedule, as it will help them in ensuring completion of the project on time.

REFERENCES
Books and Journals:
Kerzner, H., 2018. Project management best practices: Achieving global excellence. John Wiley
& Sons.
Fewings, P. and Henjewele, C., 2019. Construction project management: an integrated
approach. Routledge.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. Wiley.
Heldman, K., 2018. Project management jumpstart. John Wiley & Sons.
Kliem, R.L. and Ludin, I.S., 2019. Reducing project risk. Routledge.
Tonchia, S., Tonchia and Mahagaonkar, 2018. Industrial project management. Springer.
Anantatmula, V.S. and Rad, P.F., 2018. Role of Organizational Project Management Maturity
Factors on Project Success. Engineering Management Journal, 30(3), pp.165-178.
Sperry, R.C. and Jetter, A.J., 2019. A Systems Approach to Project Stakeholder Management:
Fuzzy Cognitive Map Modeling. Project Management Journal, p.8756972819847870.
Schaefer, C., 2019. Leadership Practices of Integrated Project Management, Inc. Imagine.
Larsson, J., Eriksson, P.E. and Pesämaa, O., 2018. The importance of hard project management
and team motivation for construction project performance. International Journal of
Managing Projects in Business, 11(2), pp.275-288.