In order to define the scope of a project, it is necessary to first determine the project objectives. The objective of a project may be to produce a new product, create a new service to provide within the organization, or develop new software. There are any number of objectives that could be central to a given project. It is helpful to formulate and define the scope statement before undertaking a project. We suggest you look at some scope statement examples and find out what works and what doesn’t work when creating your own scope document.
Project Initiation Document
The Project Initiation Document (PID) is one of the most important objects in project management because it provides a base for the project. It specifies why the project is important, what will be delivered, when it will be delivered and how. It’s the contract between the project management team and the navigating committee, or sponsor, if you like. A comprehensive project plan is a key document that binds you, your project team, the project sponsor and the beneficiary. It is an agreement that defines the work of the project and the beneficiary’s project/programme purpose objectives. A comprehensive plan can help you identify changes in scope after the project has started and help you plan for any modifications or adjustments that might be needed during the life cycle of the project.
Clear cut document control procedures ensure a better flow of information, which in turn ensures smoother operations and timely work. Document control procedures are an integral part of project management.
SapphireOne Project document control is the most comprehensive system available for creating, managing and tracking documents across all your projects. In the absence of clearly established policies and procedures for document control, several problems can arise ranging from ordinary confusion to serious financial losses. SapphireOne will provide you with some tips on how to introduce the best document control procedures for a project, that do not obstruct the flow of information, and yet ensure that the flow of documents are well measured. It is important to underscore that these procedures should not be complex, since complexity will cause people to avoid using documents.
Roles and responsibilities of the Project team
Project team organisation is one of the basic and most essential activities within the project management process. The SapphireOne Team performs the tasks that have been allocated, keeping the project manager informed of progress as well as any issues that may arise. The project team are responsible for completing the project. The role often requires team members to work on their own initiative in areas where they are the ‘professionals’. Successful projects are usually the result of careful planning and the talent and collaboration of a project’s team members. Projects can not move forward without each of its key team members, but it’s not always clear who those members are, or what roles they play. The Project Team, under the direction of the Project Manager, is responsible for carrying out the work detailed in the project plan.
This plan provides a statement of how and when the Project’s time, cost, scope and quality performance targets will be achieved by identifying the major products, activities and resources required for the project; and will provide a baseline against which to monitor the project’s progress stage by stage. Behind every successful project is a firm, thorough project plan. The The SapphireOne plan defines every aspect of your project. The final product can be used to make what you are doing clear to all project investors. The scope statement is arguably the most important document in the project plan.
The scope statement should include a Business need and business problem Project objectives, stating what will occur within the project to solve the business problem. Benefits of completing the project, as well as the project justification Project scope, state at which point deliverables will be included and excluded from the project Key milestones, the approach and other components as dictated by the size and nature of the project.
All projects are exposed to risks that may affect either the project’s estimated time frame, scope or cost. To reduce the possibility of risk occurrence, SapphireOne have developed a Risk Strategy that aims to identify potential risks that may affect the project’s outcomes and appropriate risk responses at the project planning stage.
A Risk Register will be maintained for the project and we continue to monitor and inform all project stakeholders of any risks or issues as they arise that may affect the project’s outcomes and advise on the best course of action, during the project’s life cycle.
Conducting a risk audit is an essential component of developing an SapphireOne application.