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Phase I Phase II Phase III Phase IV Phase V

Project Project Project Project Project


Definition Planning Realization Completion Evaluation&
Transfer

Company:
Project Name:
Project Client:
Project Manager: Date:

The Holcim Project Management Approach (PMA)


G e ne r a l I n f o r m a t i o n a b o u t t h e p r oj e c t

Phase I Phase II Phase III Phase IV Phase V


Project
Project Project Project Project Project
Project
Definition
Definition Planning Realization Completion Evaluation
Evaluation
&
& Transfer
Transfer

1.1 Assessment of 2.1 Project team 3.1 Activity list 4.1 Hand over 5.1 After Action Review
initial situation set-up
1.2 Stakeholder 2.2 Project 3.2 Project review 4.2 Final report 5.2 Learning summary
analysis schedule
1.3 Search for 2.3 Communication 3.3 Capture of 4.3 Closing 5.3 Knowledge transfer
lessons learned Plan knowledge meeting
1.4 Definition of pro- 2.4 Project budget 3.4 Project status
duct or service report
1.5 Milestone 2.5 Kick-off meeting 3.5 Steering
schedule group review
1.6 Outline project
organization
1.7 Estimation of
project cost
1.8 Risk
identification &
evaluation
1.9 Agreement with
the client

Version/Phase Date Author: Change Description

440066954.doc Version 4.0 Page 1 of 12


Phase I Phase II Phase III Phase IV Phase V
Project Project Project Project Project
Definition Planning Realization Completion Evaluation&
Transfer

Company:
Project Name:
Project Client:
Project Manager: Date:

Project Management Approach


Phase I - Project Definition

Phase I - Step 1.1: Assessment of Initial Situation


The root cause to start the project:






Business objectives to be achieved through the project:






Project mission (Project team's assignment):






440066954.doc Version 4.0 Page 2 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.2: Stakeholder Analysis

Stakeholders Level of Level of Interest in the project Actions to be taken


Influence Interest (How to incorporate stakeholders’ interests in the project)
(H1, M, L) (H, M, L)

1
H = High (controls project success), M = Medium (influence project success), L = Low (appreciate project’s results)

440066954.doc Version 4.0 Page 3 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I – Step 1.3: Search for Lessons Learned (List of similar projects)

Company/Department Topic What is the Lesson Learned Decision taken by Team


Project Name
Project Manager/Client

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Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.4: Definition of Product or Service


Project mission (project team's assignment):





Product of service (SMART):





Specifications:



Exclusions:


Client's constraints

 Cost:
 Time:

Special conditions




Assumptions




440066954.doc Version 4.0 Page 5 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.4: Overall Project Success (OPS) 2


Criteria Weight Criteria Fulfillment
The certificate is obtained by December 30th 2002 80% Certified obtained before December 30th = 100%
Certified obtained 30 days after = 50%
Certified obtained 60 days after = 0%
The budget of 200k CHF is respected 20% Overall cost of 200k or less = 100%
Overall cost between 200k and 250k = 80%
Overall cost above 300k = 10%

2
OPS = Weight of Criteria 1 x Fulfillment of Criteria 1 + Weight of Criteria 2 X Fulfillment of Criteria 2 + . . . . .

440066954.doc Version 4.0 Page 6 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.5: Milestone Schedule

Project start date: Project finishes date:


Additional Information [If required]

Milestones Time to reach Due date


milestone
1.
2.
3.

440066954.doc Version 4.0 Page 7 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.6: Outline of Project Organization - Roles + Responsibilities


Name:
Role: Steering Group
Responsibility:  Secure the availability of resources
 Show commitment with regard to the project
 Assure the project cots/ benefit justification is maintained
 Make changes to the project definition if required
Authority:

Name:
Role: Project Client
Responsibility:  Determine and approve the definition of the project
 Receive the product and release the Project Team during the hand-over of the
project upon completion
 Support on critical issues
 Recognize and reward the project team for good project results
Authority: To change the project definition

Name:
Role: Project Manager
Responsibility:  Deliver the specified product on time and in accordance with the budget
 Achieve milestones on time
 Report on project progress to the client (status report)
 Identify and inform management of bottlenecks
Approx. (%) time dedication:
Agreement of superior:
Authority: To set priorities

Name:
Role: Team Member 1
Responsibility:
Approx. (%) time dedication:
Agreement of superior:
Authority:

Name:
Role: Team Member 2
Responsibility:
Approx. (%) time dedication:
Agreement of superior:
Authority:

440066954.doc Version 4.0 Page 8 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.6: Outline of Project Organization – Meetings & Documents


Meeting: Kick-off meeting
Purpose:  Ensure alignment regarding project scope
 Review planning before starting the main efforts of the realization phase
 Check accordance with project definition
Frequency/dates: If required, once at the end of the planning (date to be agreed)
Participants: Project team and client

Meeting: Project review (within team)


Purpose:  Review project schedule
 Identify and solve issues
 Review stakeholder and risk analysis
 Agree on activity lists
 Conduct regular AARs of the project
Frequency/dates: Every 2-4 weeks (suggestion)
Participants: Project team

Meeting: Steering Group / Client Review


Purpose:  Review project's progress
 Review stakeholder and risk analysis
 Review actions and make decisions
 Agree on changes to the project definition (if any)
Frequency: Every 2 months (suggestion)
Participants: Project Manager and client

Meeting: Hand-over meeting


Purpose:  Ensure explicit acceptance of the project deliverables by the client
Frequency: Once whenever the deliverables are ready (date to be agreed)
Participants: Project team and client

Type of Document Purpose Frequency/dates Distribution


a) Status report Provide an overall view of the project Monthly (suggestion) Team, Client
status (including cost, time quality,
achievements, plan for the coming
period, key issues, support required
from the steering group, etc.)
b)
c)

440066954.doc Version 4.0 Page 9 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.7: Estimation of Project Costs


Currency

Cost Items Costs Accuracy


Personnel
Material, equipment
Expenses
Third Party
Other Items
Risk countermeasures
Total Costs 0.00 3 +/-0%

Contingency reserve
Management reserve
GRAND TOTAL (incl. reserves) 0.00

Project Benefits
Period considered for the savings: Year

Benefit Items Savings (year) Accuracy


……….
……….
……….
……….
……….
Estimated Benefits & Savings (/year) 0.00 +/- 0%
Estimated payback time

Non-monetary benefits

3
To update values press F9

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Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.8: Project Risk Evaluation and Countermeasures

Identified Risks / Impact Likeli- Risk Proposed Resp. Due


Opportunities impacting: Score hood severity Countermeasures Date
(1-5) (%) (0 = low
5 = high)
Business objectives

Product/Specifications

Project duration/Milestones

Cost/Budget

440066954.doc Version 4.0 Page 11 of 12


Phase Phase Phase Phase IV Phase V
IProject II Project IIIProject Project Project
Definitio Plannin Realizatio Completio Evaluation
n g n n &
Transfer
Company:
Project Name:
Project Client:
Project Manager: Date:

Phase I - Step 1.9: Agreement with the Client

With the signature of the project manager and client, the project definition phase is concluded!

Client: Project Manager:

Date:

440066954.doc Version 4.0 Page 12 of 12

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