Phases of Project Life Cycle and Organisational Documents

This document provides an overview of the five phases of project life cycle, including initiation, planning, implementation, closing, and monitoring and controlling. It also describes the importance of organisational documents used during project initiation phase. The relationship between project and organisational strategies and goals is discussed, along with the steps to align project objectives with organisational objectives. Additionally, the document explains conflict resolution approaches, project management plans, and mechanisms for monitoring and controlling project activities. The significance of submitting status reports and performing impact analyses of change requests is highlighted, along with the importance of updating associated plans to reflect project progress. The concept of internal work environment and its effect on project management is also explored. Finally, the document covers project finalisation activities, handover and acceptance criteria, and financial, legal, and contractual obligations during project finalisation. It concludes with an explanation of project review assessments and project governance models.

1. List the five (5) phases of the project life cycle and give a brief explanation of the
activities that occur during each phase. Answer in 150 – 200 words.
The five stages of project life cycle include the following:
Initiation: First stage is initiation, in this phase project manager is been involved in
identifying the objectives which needs to be fulfilled by them. In this phase feasibility study
is been conducted.
Planning: In this phase planning related to achievement of objectives is been done. In this
plans are also made for how future problems can be overcome.
Implementation: during the third stage project plan is been implemented by considering all
the factors which can affect the new project.
Closing phase: In this phase project is been executed, this will be the final closure phase
where the project will be executed properly. No changes can be made after this phase.
Monitoring and controlling: In this phase project manager will make use of various tools and
techniques like KPI, benchmarking so that they can check upon success of project.
2. Describe in 1-2 sentences each, any three (3) organisational documents used during
the project initiation phase of project management.
There are various organisational documents which are being used during the project
initiation phase. It includes the following:
Project scope statement: In this document the scope of project is been mentioned and the
project manager is bounded to act on it. This contains scope and purpose of project.
Project background: It consist background of project, it includes details related to what
project is about and how managers tend to achieve the goals. Also, in this time and budget
of project is mentioned as well in it.
Communication plan: In this document there are details related to how project managers
will be engaged in communicating with other stakeholders (Salmon and et.al., 2019). In this
type and frequency and what details will be shared is also mentioned in it.
3. Describe in 30-50 words each, the four (4) steps you will follow to disaggregate
project objectives into project deliverables.
Determining real problem: In this project managers needs to be engaged in determining the
real problem faced by company and also they need to be involved in identifying the key
stakeholders which will be involved in this process.
Determining resources, scope and major task: In this project managers needs to be involved
in determining the scope of project so that other team can work on it adequately. Also,
major tasks are identified and prioritised in it by which it becomes easy to initiate project.
Prepare for trade-offs: In this project manager must make sure that quality is taken into
consideration so that objectives related to project can be achieved. It has also been
analysed that in this stage project manager will also be involved in making budget so that
aim and objectives can be achieved (Mark and Lurie, 2018).
Monitoring and controlling: In This stage project manager will be involved in analysing the
position which is been reached by them. Also, project progress is monitored and controlled
to ensure all tasks are done as per schedule and project is on right track.

4. Describe the relationship between the project and organisational strategies and goals.
Answer in 70 – 100 words.
It has been analysed that there is an adequate relationship between project and
organisational strategies. In this the project is been carried out based on organisational
goals. The project is being initiated so that company’s goals and objectives can be achieved.
The project assists firm in growing and also because of the project operational efficiency of
firm is also been increased. By implementing project company can be able to improve
strategic performance.
5. Describe the importance of negotiating project objectives, outcomes, benefits and
project governance structure with stakeholders. Answer in 30 – 50 words.
It is really important for firm to negotiate project governance structure with stakeholders.
As this will assist project manager in gaining trust of stakeholders and they will be properly
engaged in project.
6. Explain, using your own words, what you understand a “Project Charter” is? Answer in
30 – 50 words.
A project charter is a formal, typically short document that describes the project in its
entirety — including what the objectives are, and how it can be achieved.
7. Describe the relationship between the triple constraints and project management
functions. Answer in 150 – 200 words.
Triple constraints is theory which is applied in project management. in this it includes scope,
time and budget. They all are interrelated with each other. any change in one will impact on
other directly. It is highly related to project management functions such as monitoring,
planning, execution, etc. So, planning is done by considering triple constraints and allowing
things in it. Besides that, any change in cost or time or scope will directly impact on project
management functions. Furthermore, any unexpected change in triple constraints will result
in changing functions. In that, the model that helps managers know what trade offs are
going to work and what impact it will have on other aspects of the project. Thus, on basis of
that changes are made into functions (Müller, and Klein, 2018).
8. A) Describe what a Project Management Plan is and what it contains in 50 – 70
words. B) Why is it important to get approval of the project management plan from
relevant stakeholders. Answer in 30 – 50 words.
Project management plan is a formal document that defines how a project is going to be
carried out. It outlines the scope, goals, budget, timeline, and deliverables of a project, and
it's essential for keeping a project on track. It contains cost, schedule, quality, HR, risk, etc
which can occur in project. It is collection of basic elements of project that is related to
project. It project
Stakeholder are able to find out what is scope, time, cost, etc. of project and whether it is as
per their needs or not. Thus, as per their needs changes are made into project plan and
goals are set into it. So, if require any changes than it is made into project plan.
9. Describe in 1-2 sentences each, any five (5) mechanisms to monitor and control
planned activity during project management.

Verify scope and change control- if there is change in scope and change control is done to
ensure project scope remains same.
Cost control- In this cost incurred in project is monitored to ensure that no additional cost is
incurring in it.
Schedule control- Here, all project activities are checked that whether it is been started ad
finished as per schedule.
Performance reporting – it enables in monitoring performance of project progress with set
goals and objectives.
Risk control- The risk occurring project is controlled by taking relevant and effective
measures (Martens, and Carvalho, 2016).
10. Describe the term “internal work environment” of an organisation. Answer in 50 –
100 words emphasising its effect on project management.
It refers to environment which exists within organisation that is composed of employees,
culture, etc. it highly impact on project management as any change in any component
impact on project. for examples- if employee resist change then it becomes difficult to
execute project. also, negative culture will also act as barrier in project management.
11. What steps can be taken by a company to align project objectives with organisational
objectives, throughout the project life cycle? Answer in 50-100 words.
There are basically 3 steps which can be taken by company in it. first is to outline
organisation mission and resources to find out if project is suitable or not. Second is to find
out what is going well and what not. and last is find out adjustment to determine best
approach. So, these all will enable in aligning project objectives with organisation.
12. What can be the five (5) different approaches to conflict resolution in project
management? Answer in 50 – 100 words.
Avoid – in this the issue is avoided as there is no reward of solving it.
Competing – In this people will enter in conflict to win rather than to lose.
Accommodating- Here, areas of agreement is focused on rather than identifying difference
Collaborating- here, a share solution is found out by members of team and issue is solved.
Compromising – the solution which satisfy all parties is taken in it.
13. What are some of the steps that you can you take to ensure that project records are
updated against project deliverables, project logs and registers? Answer in 40 – 60
words.
Here, first is that no assumptions can be made in it which ensure that all records are updated.
Also, regular progress report can be prepared which allow in ensuring that all activity is done
on time. Besides, all activities progress must be reported in effective way.
14. Describe the importance of submitting status reports and performing impact analyses
of change requests during the project management lifecycle. Answer in 30 – 50 words.

The report ensures that project in going as per schedule made. Moreover, it regularly
communicate what activities are done, completion %., etc. thus, if change require than it
can be made and impact of it is evaluate on progress.
15. Describe any five (5) associated plans that are updated to reflect project progress
against baselines and approved changes. Answer in 50-70 words.
The plans are
Ghantt chart- A Gantt chart assist in the planning and scheduling of projects of all sizes and
simplifying complex projects.
Milestone- A milestone is a specific point in time within a project lifecycle used to measure
the progress of a project toward its goal.
Network diagram - It is depicted as a chart with a series of boxes and arrows.
Project charter - A short document that describes project objectives, how it will be carried
out, and who the stakeholders are, etc.
Project plan - It enable in maintaining progress with set standards ad changes. It allows in
making changes within progress (Galli, 2018).
16. List any five (5) project finalisation activities.
Release resources
Lessons learned
Formal sign off
Final product scope analysis
Celebration
17A) List any five (5) criteria that should be met during the handover and acceptance of
project products? 17B) List any five (5) product associated documents required to be
completed in the project finalisation stage.
a) Specification
Customer satisfaction
Time
Budget
Quality
b) contract
product specification
user manual
product quality standards
sign off
18. List five (5) examples of each of the financial, legal and contractual obligations (a
total of 15 examples) that need to be considered during finalisation of a project.
Financial
Cost variance
Actual cost
Budgeted cost

Value of work performed
Amount spent
Legal
Contract
Laws
Tort
Manual
Legal principles
Contractual
RFP
Quality
Benchmark
Clause
IPR
19. Describe the four (4) components of project review assessments during project
management, which can be utilised as an input to future projects. Answer in 50 – 100
words.
Review steps- It enable in reviewing of what steps were followed in it. So, it can be used in
future to review project.
Checklist – This consists of criteria of measuring project performance and checking that
what is being done and what is left.
Time - Here, time required in completion of project can be reviewed. Thus, schedule is
prepared and changes are made into it accordingly.
Review training – The training performance is reviewed in it (Fleming, and Koppelman,
2016). So, effectiveness of training is identified and then used in future projects.
20. Explain any three (3) project governance models. Answer in 50 – 100 words.
The three models are
Portfolio board- It is a model in which board approve the release of funds. This enable in
evaluating how much resources are allocated and to which activity.
Project board- Here, the board gives approval of key documents. They are scope, budget,
schedule, etc. which is viewed and governed.
Project manager – In this manager is responsible for taking daily decision which does not
impact business. It enable in taking right decision to complete project on time.

REFERENCES
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Galli, B.J., 2018. Application of system engineering to project management: How to view
their relationship. International Journal of System Dynamics Applications (IJSDA), 7(4),
pp.76-97.
Mark, S. and Lurie, Y., 2018. Customized project charter for computational scientific
software products. Journal of Computational Methods in Sciences and
Engineering, 18(1), pp.165-176.
Martens, M.L. and Carvalho, M.M., 2016. Sustainability and success variables in the project
management context: an expert panel. Project Management Journal, 47(6), pp.24-43.
Müller, R. and Klein, G., 2018. What constitutes a contemporary contribution to Project
Management Journal®?.
Salmon, M.W. and et.al., 2019. PF-4 Seismic Performance Reassessment, Los Alamos
National Laboratory, Project Charter and Integrated Project Team (No. LA-UR-19-
20688). Los Alamos National Lab.(LANL), Los Alamos, NM (United States).