Investigating the Project Management Investigation Phase: Best Practices and Key Deliverables

When it comes to project management, the Investigation Phase plays a critical role in ensuring a project’s success. This phase, also known as the Initiation Phase, is where the project team identifies and clarifies the scope of the project, aligns stakeholders, and prepares necessary documentation. Proper execution of the Investigation Phase can mean the difference between a project delayed or authorized, and one ultimately discontinued.

Key Objectives of the Investigation Phase

The primary goal of the Investigation Phase is to ensure that the project meets the business needs of the organization. It also aligns stakeholders and the project team on crucial success criteria throughout the project life cycle. This alignment is essential for effective project management and successful project delivery.

Identifying Requirements and Budgetary Constraints

To achieve the project's goals, it is essential to involve both internal and external stakeholders from the very beginning. This involvement allows for the effective alignment of expectations, increasing the likelihood of completing all deliverables throughout the project management life cycle.

Key Steps:

Identify Required Items: Determine the items that are necessary for the project success, establishing a clear distinction between required and optional items. Identify Optional Items: Similarly, identify and document optional items that can be included if time and budget allow. Customer Anticipation: Understand the customer's anticipated timeline, ensuring that the project is realistic and achievable. Scope Documentation: Prepare a detailed document outlining the scope of both required and optional items, with one page dedicated to each item. Timeline Assignment: Assign timelines based on the people who will be executing the work for each required and optional item. Build a Comprehensive Schedule: Create a project schedule that includes development, testing (50% of development timelines), and integration with integration teams, such as DevOps/Build-Engineers. Budget Allocation: Allocate a budget for each item, including both direct costs and indirect expenses. Negotiate Fixed Costs: If your engineering professionals provide fixed costs for their items, ensure that these are agreed upon and adhere to them strictly.

Flexibility and Cost Management

It's important to be prepared for the possibility that the customer may request additional items to be completed with fewer resources. Developers often focus solely on the development phase, but it’s critical to budget for significant testing efforts and integration processes, which should each account for 50% of the development timelines. Additionally, allocate a budget for DevOps/Build-Engineers to ensure smooth integration.

Common Challenges:

Unexpected Requests: The customer may come back with new requirements or ask to increase the scope of the project. Budget Overruns: Ensure that the allocated budget is sufficient and that the project can be completed within the constraints provided.

Conclusion: Rigorous investigation during the Project Initiation Phase sets the foundation for a successful project. By clearly defining requirements, aligning all stakeholders, and creating detailed schedules and budgets, you can increase the likelihood of project success. Remember, staying flexible and adhering to fixed costs where applicable will help maintain project control and ensure a smooth implementation.