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Procedure: Project management

Purpose

This Project Management Procedure articulates the processes that are performed throughout the life of a Project to ensure the efficient and effective management of all projects. The Methodology Checklist should be referred to when following this procedure.

Procedure

Governance (Step 1)

  1. Project governance ensures that a project is executed in accordance with the standards acceptable to the ANU. The governance structure of projects helps define the objectives of the project, the means of achieving those objectives and the monitoring of performance. The project structure ensures a consistent and predictable delivery of a project in accordance with the project’s planned contribution to corporate strategy and stakeholder expectations.

Steps

Who is responsible?

Comments

1. Determine the size of the project using the Project Sizing Guideline.

Project Manager and Project Sponsor

The size of the project is a determining factor in deciding the governance structure of a project.

At a minimum, projects will require the following structure (by size);

Small Project

Project Team

Project Manager

Project Sponsor/Business Owner

Medium Project

Project Team

Project Manager

Project Management Group* or equivalent*

Project Board or equivalent

Large Project

Project Team

Project Manager

Project Management Group

Steering Committee

(*optional)

2. Form the required governance groups through early engagement after the Business Case has been approved by the relevant funding authority.

Project Manager

Project Approval and Startup (Step 2)

  1. The first stage of the project lifecycle is Project Approval and Startup which builds the foundation of a project. Project Approval and Startup is often triggered when an individual identifies the need to solve a problem, improve a process, or implement a new service. It defines what the project will attempt to achieve based on appropriate business justification.

Deliverables required

Who is responsible?

Comments

1. Project Proposal (IT projects only)

Project Manager/Business Analyst

This template should be used for ICT projects that will be submitted to the University ICT Governance Committee (UICT) for funding approval, in line with the UICT Funding Guidelines.

IT Project Proposal

2. Prepare the Business Case (including Cost Benefit Analysis documentation).

Project Manager/Business Analyst

Use the appropriate template based on the size of the project.

Business Case template—Small Project

Business Case template—Medium and Large Projects

Cost Benefit Analysis template—Medium and Large Projects

The Cost Benefit Analysis can be summarised within the Business Case template. The separate Cost Benefit Analysis template for Medium and Large Projects can also be used as a tool.

3. Submit the Business Case to the relevant authority for funding approval.

Project Manager

Projects require a Business Case to be documented and approved by the delegate prior to the project being initiated. Small projects must be approved and signed off at the outset by the relevant delegate with expenditure delegation. Medium and large projects need to be approved and signed off by the executive sponsor of the project.

All Information and Communications Technology (ICT) projects must be submitted to the University Information Communications Technology Committee (UICT) in order to gain funding approval.

All construction projects (new or refurbishments) must be submitted to Facilities and Services for progression.

4. Prepare the Project Brief following approval of the Business Case.

Project Manager/Project Sponsor

Use the appropriate template based on the size of the project.

Project Brief template—Small Project

Project Brief template—Medium Project

Project Brief template—Large Project

5. Establish the highest governance committee for the project through early engagement.

Project Manager

Small Project—Project Sponsor/Business Owner

Medium Project—Project Board or equivalent

Large Project—Steering Committee

6. Prepare the Budget Management Template for approval with the Project Brief.

Project Manager

Budget Management Template

7. Submit the Project Brief (including the Budget Management Template) to the highest governance body for the project for review and endorsement prior to seeking approval from the Project Sponsor.

Project Manager

The Project Brief should be authorised by the Project Sponsor prior to starting the Planning phase of the project.

Planning (Step 3)

  1. The planning stage of the project management process determines how the project will be executed. Using the business case as its foundation, the planning phase has two objectives:
  • Production of a detailed model of the work required to achieve the project outputs
  • Reconfirmation of the earlier in-principle funding decisions
  • The major component of the planning phase activity is creating the Project Planning Document—the project manager in conjunction with key stakeholders drafts a blueprint for how the project will be conducted. The Project Planning document details the intended approach to stakeholder management; project governance; executing the work (work plan); managing resources; dealing with issues, and risk. The completed Project Planning document is submitted to the steering committee for approval which triggers the Execution stage of the Project.
  • During the planning phase, it is important to consider the integration of a change management proposal where the project is likely to lead to one or more of the following: relocation of work area; elimination of positions; a change to hours of operation; introduction of significant technological change; or a significant change to work practices or impact on conditions, including change that would be likely to lead to changed responsibility levels (see ANU Enterprise Agreement section 73).

Deliverables required

Who is responsible?

Comments

1. Prepare the Project Planning Document

Project Manager

Use the appropriate template based on the size of the project.

Project Planning Document template—Small Project

Project Planning Document template—Medium Project

Project Planning Document template—Large Project

The Project Planning Document is a living document that forms a directory for the required tools of the project e.g. Issues Log, Risk Register, and Project Schedule. These artefacts are integral tools within the project and are required to be updated through to Project closure.

2. Prepare Managing Change documentation (if required)

Project Manager or Responsible Officer

Managing Change documentation as per the guidelines provided in the ANU Enterprise Agreement (Section 73 Managing Change).

3. Update the Cost Benefit Analysis (for medium and large size projects)

Project Manager/Business Analyst

4. Update the Budget Management Template

Project Manager

5. Prepare the Communications Plan

Project Manager

Communications Plan template

Assistance may be sought from a divisional outreach or communications area.

6. Prepare the Issues Log

Project Manager

Issues Log template

This will need to be updated as required, until project closure.

7. Prepare the Risk Register

Project Manager

Risk Register template

This will need to be updated as required, until project closure.

Execution (Step 4)

  1. Once project approval is granted, there are two aspects to executing the project. The first is the work done to create and deliver the project outputs, the second is the work done to manage creation and delivery of the project outputs. Both are essential to successful project execution. During execution, the project manager will manage risks and issues; adhere to budget and notify any budget overruns to the delegate; communicate regularly with stakeholders; manage and support the team; report to governing bodies; review and rework the project plan; process change requests, and track and assess the project finances. Organisational changes occurring as part of the project should be conducted in accordance with the ANU Enterprise Agreement (Section 73 Managing Change) and the ANU Organisational Arrangements Change Procedure.

Deliverables required

Who is responsible?

Comments

1. Prepare Project Status Reports

Project Manager

Use the appropriate template based on the size of the project.

Project Status Report template—Small Project

Project Status Report template—Medium and Large projects

These will be used to provide an update to the appropriate governing body, at regular intervals as per the Project Planning Document.

2. Update the Issues Log

Project Manager

Update as required and use to feed the Project Status Reports.

3. Update the Risk Register

Project Manager

Update as required and use to feed the Project Status Reports.

4. Prepare the Lessons Learned Log

Project Manager

Lessons Learned Log template

Update as required, until Post Implementation Review.

5. Update the Cost Benefit Analysis (for medium and large size projects)

Project Manager/Business Analyst

6. Update the Budget Management Template

Project Manager

7. Option to create a variation request if the parameters of the project need to change.

Project Manager/Business Analyst

Project Variation Request template

Close (Step 5)

  1. The closing phase is the formal closure of the delivery component of the project. The key elements to closing a project are the handover of project outputs to the operational areas responsible for ongoing support and maintenance, and the evaluation of project management success.

Deliverables required

Who is responsible?

Comments

1. Prepare Project Closure report

Project Manager

Project Closure report template

2. Update the Lessons Learnt Log

Project Manager

Update as required.

3. Update the Cost Benefit Analysis (for medium and large size projects)

Project Manager/Business Analyst

Post Implementation Review (Step 6)

  1. The benefits realisation phase of the project is where the project owner ensures that the outputs delivered by the project team are utilised to secure the intended business outcomes. Securing the business outcomes is a key determinant of project ownership success and therefore a crucial component of the project.
  2. The project plan will have outlined the timeframe and process for determining whether the business outcomes have been secured and to what extent. The project owner is responsible for conducting the assessment and preparing a report for the project funder. Based on the report the project funder will assess whether the project was an ownership success.
  3. In addition to assessing project ownership the project funder will also consider whether the project was a project investment success. This is a subjective assessment where the project funder compares the actual, rather than planned, outcomes and cost and determines whether what was achieved was worth the amount invested.

Deliverables required

Who is responsible?

Comments

1. Prepare Post Implementation Review Report

Project Sponsor

Post Implementation Review Report template

2. Update the Lessons Learnt Log

Project Sponsor

The Lessons Learnt log will be used during the Post Implementation Review meetings.

3. Review the Cost Benefit Analysis

Project Sponsor

The Cost Benefit Analysis will be used during the Benefits Realisation review.

Information

Printable version (PDF)
Title Project management
Document Type Procedure
Document Number ANUP_007004
Version 6
Purpose This Project Management Procedure articulates the processes that are performed throughout the life of a Project to ensure the efficient and effective management of all projects.
Audience Staff
Category Administrative
Topic/ SubTopic Governance & Structure
 
Effective Date 24 Feb 2014
Review Date 16 May 2020
 
Responsible Officer Director, Service Improvement Group
Approved By: Chief Operating Officer
Contact Area Service Improvement Group
Authority