AY07/08 Semester 2

IT Project Management

Tutorial 3: Initiating Processes

Objectives:
1. Discuss the initiating process
2. Understand implications of each of the initiating processes

Students are encouraged to prepare their draft answer before class, as this will help them to
discuss the questions and answers during the tutorial session.

1. When starting a project, what is the most important thing a project manager should do?

Answer:

The project manager should develop the project charter and scope document. They
will then conduct a stakeholder’s analysis which provides information on key
stakeholders to help to manage relationships with them, prepare business case that
justify for investing in the project and hold a kick-off meeting to communicate with
everyone what the project is all about.

2. What is the main purpose of performing a stakeholder analysis? When should it be done
and who should see results?

Answer:

The purpose of the stakeholder analysis is to provide information on key stakeholders

both internally and externally to help manage relationship with them.

It should be done in the imitating process.

As the analysis will contain sensitive information, it is strictly limited to only to the
project team.

3. How necessary is it for project managers to create a project charter?

Answer:
It is an important document to crate as it formally recognizes the existence of the
project and provides a summary of the project’s objectives and management. Hence,
project manager will have the authority to start the project. It also serves as an
agreement between the project sponsor and the team. Key project stakeholders sign
this document to acknowledge their agreement on the need of the project.
4. “The project charter is a useful communication tool”.
Explain the statement above and provide examples to support your answer.

Answer:
The project charter contains the details of project, objectives and the role and
responsibilities. Hence a well-written project charter is a powerful daily tool for
judging the effectiveness of a development effort. It becomes a compass to keep the
team firmly pointed at the goals established when you started the journey. A good

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AY07/08 Semester 2

project charter becomes a daily reference point for settling disputes, avoiding “scope
creep,” judging the potential utility of new ideas as they arise, measuring progress,
and keeping the development team focused on the end-result.

5. What is the purpose of a kick-off meeting? What key topics should be on the agenda?
Discuss the process for holding a kick-off meeting. Who should attend?

Answer:
The purpose of the kickoff meeting is to officially start work on the project. It is a
way to communicate with everyone what the project is all about.

Introduction of key stakeholders, Project details (background, organizational structure,

scope, time and cost) and plans for executing the project.

Everyone that in the company should attend, especially the stakeholders. For external
parties, it will only be those who is invited or are related to the project.

Process of kick-off meeting:

Recruit Project Sponsor

Recruit Project Initiation Stage Manager
Review Related Studies
Prepare Project Initiation Kick Off Plan
Brief the Team
Initiate Stage Control Procedures
Review Project Kick Off
Kick Off Project Initiation

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