PROJECT LIFECYCLE | ||||
| Project Stages | Project Lifecycle Phases | Generic Labels | Project Specific Labels | Project Specific Labels |
| Stage 1 | Phase 1 (New Opportunity) | Opportunity | Ideation | Initiation |
| Stage 2 | Phase 2 (Approved Opportunity) | Approved Opportunity | Feasibility | Prioritisation |
| Stage 3 | Phase 3 (Full Kitting) | Kick-Off Full Kitting | Planning | Planning |
| Stage 4 | Phase 4 (Delivery) | Live Project | Execution | Implementation |
| Stage 5 | Phase 5 (Benefits Tracking) | Benefits Tracking | Benefits Tracking | Benefits Tracking |
| Stage 6 | Phase 6 (Closed) | Closed | Closed | Closure |
1. Video
You can check the video for a walkthrough of how to create a Project from Opportunity to Approved Opportunity.
2. Create a New Opportunity Project (Phase 1)
1. To create a ‘New Opportunity’ or 'Phase 1' project, navigate to the 'Project Dashboard' page, then click the ‘Create New Project’ button.
2. In the ‘Add New Project Opportunity’ page, fill-in the following details:
Ideation Details
- ‘Project Name’ – Name of the Project you will be creating. The project name should be a short description of the project so in reading the title, a general sense of what the project is can be understood. Should also include the "what", "where", and "why" of the project
- ‘Project ID’ – A unique identifier for the project. Project IDs are original and cannot be duplicated to ensure proper catalogue of project tracking for the organizations book of knowledge
- ‘Project Description' – Details of the Project that easily describes the issue that the project is trying to address and the end result. Often times the business case can be used as a description if it is already created.
- 'Portfolio'– Portfolio that the project would be assigned into
- 'Program'– The program(s) where the project is also associated to (optional field)
- ‘Department’ – The department assigned for the project, as planned. It will be responsible for ensuring no changes or inputs made will harm the project.
- ‘Category’ – Category of the project to describe the high-level focus of the project. Having the category defined allows the PM to understand what section of the company the project falls under, assisting with opportunities and portfolio pipeline management.
- ‘Project Sponsor’ – Sponsor of the Project is the person who is in charge of the project from a leadership perspective and has influence over the project and direct "ownership of the area". Sponsor can help remove roadblocks and issues, as well as provide guidance & resources
- ‘Business Sponsor’ – Sponsor of the Project in the area or department of the company who is in charge of the project from an outcome perspective. The Business Sponsor can assist with roadblocks, scope alterations and even provide guidance.
To add more Programs to the Project, click "Add Program".
Budget and Benefits
- 'Currency' - The currency assigned for the Project (It will also display the currency of its assigned Portfolio.)
- ‘From Cost Range’ – The low end of the cost range when estimating the expenses to complete the project. Cost range should be estimated with all cost factors including personnel cost, purchases such as equipment, rental space, IT equipment, license fees, ongoing maintenance, etc.
- ‘To Cost Range’ – The high end of the cost range when estimating the expenses to complete the project.
- ‘Business Benefits’ – Upon completion of the project, what does the company gain in doing it, having more specific outcomes is ideal for benefits tracking. Typical benefits can include one or multiple areas such as increased efficiency, reduction of expenses, increase in revenue, business development, long term compliance or sustainability
Estimated Key Milestones
Milestones are any major points of the project that show progress and/or completion. A project needs at least one milestone but often large projects can have multiple milestones to support ongoing monitoring and success of the project
To add more ‘Milestones’, click ‘Add Milestone’. Note that you can only add a maximum of 5 milestones.
Documents
Any documents or files that support the project or are needed to do a proper review. The files outline the justification of both cost as well as any benefits or opportunities for the project. These files could be completed project charters as well as any quotes, industry best practices, or articles that support the project
To add more ‘Documents’, click ‘Add Document’. This allows you to add a Hyperlink or a file.
- Select 'Hyperlink' as the Document Type to add links from your internal SharePoint or library.
- Select 'File' as the Document Type to upload the file directly.
Lifecycle Dates
If your Company Settings are configured to require users to enter Project Lifecycle Dates, those dates must be completed.
You can verify this by navigating to 'Company Settings → Project Lifecycle'. Check the phases whose 'Scheduled Start Date' and 'Scheduled End Date' are set to 'Phase 1 – Ideation'.
Additional Data
If your Company Settings are configured to require additional information for the Opportunity Project, they must be filled up.
You can verify this by navigating to 'Company Settings → Project Configuration -> Pipeline Details'. Click the 'Ideation' link to check the said fields.
Ideation Checklist
Tick all the checkboxes in the said list.
3. Once completed, click the ‘Create’ button.
4. The Opportunity Project (Phase 1) project has been created with the details inputted.
