Initiating phase

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Definition: declaring and authorising the project

This phase includes notification of the intention of developing a project proposal. As part of the same phase, the authority controlling project resources, typically funding, will approve or reject the proposal. With approval, the AMP (IT) projects will have funds reserved for resources and governing authorities for other projects may follow this process.

•  Project Notification

•  Project Proposal (may be used in three ways)

•  Project Proposal - define the conceived project as the basis for approving and reserving funding for a project.

•  Project Specifications Request - request funding to prepare detailed project specifications.

•  Feasibility Study Request - request funding to conduct a Feasibility Study, used to provide an analysis of the objectives, requirements, and concepts of the proposed work

•  Feasibility Study Report

See the Approval Workflow Diagrams in The Project Selection Process in Part A of this guide for clarification of the approval process.

Project Notification

Project Notification advises that proposing and developing a project is being considered. Information supplied is succinct and broad in nature.

This information may be used to review the list of other projects to determine overlap or redundancy with these projects or systems and to identify integration issues. The potential project may be discarded before much effort has been expended if conflicts or other impacting factors are evident.

For AMP (IT) projects a Project Notification form must be completed and sent to the Project Portfolio Office at project_portfolio@qut.edu.au . The AMP (IT) Systems and Projects Advisory Group then reviews the potential project. Other projects may be posted to a local database or list of projects, as available. No facility for registering and tracking projects centrally outside the Project Registry currently exists at QUT.

Project Proposal

The Project Proposal defines the conceived project as the basis for approving and reserving funding for a project. Care must be taken in preparing the document to present the project's case accurately, so that the University has relevant information to allow it to progress the most valuable projects. Compelling reasons for carrying out the project in the form of specifying clear, quantifiable benefit s and mechanisms for realising them beyond the end of the project are increasingly required.

The relevant business area usually prepares the project proposal. During the process, the outcomes of the project must be considered and planned for. This means that the Activity Completion Report (and Post Implementation Review for a major project) and its requirements should kept in mind at all times during the Planning Phase and throughout the life of the project. For AMP (IT) projects the expectation is that a presentation on the completed Activity Completion Report (and Post Implementation Review for a major project) will be made at project end.

It is vital to consult as many stakeholders as possible in the proposal process to ensure that all aspects of the project are considered and included in the proposal, then in the Project Plan.

The proposal should clearly state key project information as shown in the template, including objectives, scope, scope issues, project assumptions as well as benefits and the business value to QUT linked to success criteria and risks. Poor definition of the objectives and scope often lead to project failure; studies suggest a strong correlation between project success and clear scope definition.

The proposal should contain information on alternative options, if available, with a recommendation on which option to select.

An AMP (IT) projects, the Project Proposal should be submitted to the Project Portfolio Office at project_portfolio@qut.edu.au as the office facilitates governance.

Project Specifications Request

The Project Proposal template may be used to request funding to prepare detailed project specifications so that accurate plans and budgets can be developed where required. Then a Project Proposal that incorporates information drawn from these specifications may be submitted for the main project.

A specification is basically the blue print (floor plan) for the project to be developed and is vital in ensuring a finished product that satisfies all your requirements. A detailed specification may include flowcharts, database designs, screen designs and detailed descriptions on what the program does, etc. The specification would also include a detailed pricing. It could involve a wide variety of people, for example, project manager, business client, system analyst, graphic designer, programmer, user, etc.

The documents should be submitted to the Project Portfolio Office at project_portfolio@qut.edu.au for AMP (IT) projects.

Feasibility Study Request

The Project Proposal template may be used to request funding to conduct a Feasibility Study, used to provide an analysis of the objectives, requirements, and concepts of the proposed work, including justification, schedule, and deliverables. Its main purpose it to determine the technical and financial viability of a proposed change as well as to assist in identifying or clarifying activities, cost, timeframes and/or requirements (system and/or business). During the analysis, the objectives of the proposed work are defined based on the needs identified.

Depending on the project, the Feasibility Study may be Stage 1 of a large project. The Feasibility Study may also be used to conduct a preliminary part of project where it is unclear how to quantify the resources or if the product/system/process to be implemented needs to be identified before progressing to complete a Project Proposal. See Approval Workflow Diagrams in Part A of this Guide.

The outcomes of the study must be considered and planned for. This means that the Feasibility Study Report requirements should kept in mind at all times during the Planning Phase and throughout the life of the study. The output from the Feasibility Study is a report detailing the methodology used, the evaluation criteria, the study findings and recommendations.

Once the study is completed a Feasibility Study Report is required as the outcome for the work undertaken. If the study recommends continuing with the project idea then a Project Proposal for a new project should be completed and submitted either with the Feasibility Study Report or soon after.

The documents should be submitted to the governing authorities for approval, then to the Project Portfolio Office at project_portfolio@qut.edu.au for AMP (IT) projects.

Feasibility Study Report

The Feasibility Study Report template is used to provide information about the outcomes and success of a feasibility study. The report should include details on methodology used, the evaluation criteria, options analysed with findings and recommendations resulting from the study. Supporting documentation may be included as appendices.

The report recommendations may support proceeding with a project or project stage as a result of the study. In this case the Project Proposal should be prepared. Both documents should be submitted to the governing authorities for approval, then to the Project Portfolio Office at project_portfolio@qut.edu.au for AMP (IT) projects.

Streamlining with a Project Proposal into the Executing Phase

The governing authority, which is the DVC (TILS) for AMP (IT) projects, may approve a comprehensive and complete Project Proposal as a Project Plan for progression to the Executing phase for small, straightforward projects with limited scope. The proposer may indicate the intention when submitting such a Project Proposal.

Where requirements for such a project indicate, additional information or documents may be required. Project managers should check the categories in the Project Plan template and add them into the Proposal/Plan as needed for the project. For example, a separate Communication Plan may be called for because of widespread impacts of the project.