Project Business Case, Project Charter and Project Management Plan and Agile Context

25/12/2023

Project Business Case

Certainly! A project business case is a document that provides a justification for initiating a project. It outlines the reasons why a project is necessary and how it will be beneficial to the organization. Here's a template and some key components typically included in a project business case:

Project Business Case Template:

Executive Summary:

Brief overview of the project.
Highlights of key benefits and objectives.
Minimal Viable Product (For Projects managed using Agile Framework and methodologies)

Business Reason/Purpose:

Why project is needed , which business problem does it solve?

Expected Benefits :

Expected benefits are the measurable value of the project outcome, can be financial or non financial .

Timeline:

Provide a project timeline with key milestones and deadlines.
Highlight any dependencies that may affect the schedule.

Financial Analysis / Investment Appraisal (Business Justification section of the business case)

Cost estimation: Outline the budget required for the project.
Revenue projection: If applicable, provide estimates of the financial benefits.
Benefit to cost ratio, IRR (Internal rate of return), NPV (Net Present Value)

Alternatives Considered or Business Options

Outline alternative solutions or approaches that were considered.
Explain why the chosen project is the most viable option.

Major Risks :

Identify potential risks and challenges associated with the project.
Develop a risk mitigation plan.

Approval and Authorization:

Clearly state the request for approval and authorization to proceed.
Include signatures or approvals from key stakeholders.

Tips:

Keep it concise and focused.
Use data and metrics to support your points.
Tailor the business case to your audience (executives, stakeholders, etc.).

Remember, the project business case serves as a guide and reference throughout the project life cycle. It helps ensure that the project remains aligned with organizational goals and provides a basis for decision-making.

Project Charter

A project charter is a formal document that provides authorization and defines the scope, objectives, and overall direction of a project. It serves as a critical reference point throughout the project lifecycle, helping to ensure that everyone involved understands the purpose, goals, and key details of the project. The project charter is typically developed at the initiation phase of a project and is approved by key stakeholders, including project sponsors and relevant authorities. Here are the key components typically included in a project charter:

Project Title and Description: Clearly state the name and a brief description of the project
Project Objectives and the related success criteria: Outline the specific goals and the related key performance indicator
Projects high level requirement and major deliverables: High level requirements project description , Key deliverables and boundaries
Key stakeholder Stakeholders List: Identify and list the key stakeholders involved in or affected by the project
Summary milestone schedule : a visual representation of the significant events or achievements in a project's timeline. It highlights key points that mark progress and completion of major project phases. A summary milestone schedule provides a concise overview of these critical dates and events.
Overall Project Risks: Major risk that can impact the outcome of the project
Project approval requirement: Project approval requirements typically involve a formal process through which a proposed project is evaluated, authorized, and sanctioned by relevant stakeholders and authorities. The approval process ensures that the project aligns with organizational goals, has a well-defined scope, is financially viable, and has the necessary support for successful execution.
Project Exit criteria : Project exit criteria are predefined conditions or standards that must be met before a project can be considered complete and formally closed. These criteria ensure that the project has achieved its objectives, meets quality standards, and is ready for closure without any outstanding issues. Establishing clear exit criteria is essential for a systematic and controlled project closure.
Assigned Project Manager / Authority Level and responsibility
Name and the authority of the project sponsor

Project Management Plan

A Project Management Plan (PMP) is a comprehensive document that serves as a roadmap for how a project will be planned, executed, monitored, controlled, and closed. It provides essential information to guide project team members, stakeholders, and decision-makers throughout the project lifecycle. The contents of a Project Management Plan may vary based on the size and nature of the project, but it typically includes the following key components:

Baselines : Baseline means reference point and is a key component of the project management plan. Most plans will include a description of how the integrity of the project baselines will be maintained. There are a few common baselines used when developing a project management plan:

Scope baseline
Schedule baseline
Cost baseline
Performance measurement baseline

Subsidiary plans : There are a number of subsidiary plans that will be integrated in the overall project management plan. Some of them are :

Scope management plan
Requirements management plan
Schedule management plan
Cost management plan
Quality management plan
Resource management plan
Communications management plan
Risk management plan
Procurement management plan
Stakeholder engagement plan
Configuration management plan
Change management plan
Compliance management plan (While not an official sub-plan, it might be included in the project management plan.)

Life cycle : The plan may include a specific life cycle selected for the project and processes that will be applied to each phase of the project.

Project processes : Project processes selected for a specific process will be stated within the plan. These descriptions can include: Project management processes selected by the project management team. Level of implementation for each selected process.. Descriptions of the tools and techniques to be used for accomplishing those processes. Description of how the selected processes will be used to manage the specific project, including dependencies and interactions among those processes and the essential inputs and outputs.

Work explanation : An explanation of how project work will be executed to meet the project's objectives

Agile project plan: For agile managed projects, documentation on how the team will work together on the project, and manage resources, decisions, timing, and other process related plans.

Project Exit Criteria

Project exit criteria are predefined conditions or benchmarks that must be met before a project can be considered complete and ready for closure. These criteria help ensure that the project has achieved its objectives, met quality standards, and is ready for handover or delivery. The specific exit criteria may vary depending on the nature and scope of the project, but here are some common examples:

Completion of Deliverables: All project deliverables, including documentation, software, or any other agreed-upon outputs, must be completed and meet the predefined quality standards.
Achievement of Objectives: The project must have met its defined goals and objectives as outlined in the project scope and requirements. This could include achieving specific performance targets, functionality, or other project objectives.
Customer/User Acceptance: The customer or end users must formally accept the project deliverables. This acceptance may involve testing, validation, and approval of the final product.
Quality Standards: The project must meet the quality standards and specifications set forth in the project plan. This includes adherence to industry standards and best practices.
Budget Compliance: The project should have adhered to the approved budget. Variances from the budget should be justified, and any outstanding financial matters should be resolved.
Timeline Adherence: The project must be completed within the agreed-upon timeframe. Any delays should be properly documented and justified.
Resource Release: All project resources, including personnel, equipment, and facilities, should be released from the project and reassigned to other activities or projects.
Risk Management: All identified risks should be addressed and mitigated or accepted, and any outstanding issues should be resolved.
Documentation: Comprehensive documentation, including project plans, reports, and user manuals, should be completed and organized for future reference.
Stakeholder Satisfaction: Stakeholders, including project sponsors, team members, and other relevant parties, should express satisfaction with the project outcomes.
Legal and Regulatory Compliance: Ensure that the project complies with all relevant legal and regulatory requirements.
Knowledge Transfer: If applicable, knowledge transfer should occur, ensuring that the necessary information is passed on to those who will support or maintain the project deliverables.

It's important for these exit criteria to be well-defined and agreed upon by all relevant stakeholders at the beginning of the project to provide a clear path to project closure.

Project Business Case, Project Charter and Project Management Plan and Agile Context