The document outlines the detailed life cycle process for IT projects at ClearCost Consulting US. It includes a flow chart that maps the initiation, planning, execution, monitoring and closing phases of a project. Key steps in the process include submitting preliminary plans for approval, developing project documentation like requirements, budgets, test plans and getting sign off at various stages and from appropriate levels of management depending on the project size. The process also addresses handling interdependencies between projects, testing, implementation, integration and decommissioning an existing system.

1. Property of ClearCost Consulting US
IT Project Life Cycle Process Flow Chart
Preliminary
Evaluation
Initiation & Risk
Assessment
Requirements Project Build
QA &
Testing
Are
Any Changes to
Design Plan
Required?
Documentation
& Training
Implementation IntegrationDesign
Discovery Design Build Run
Submit
Preliminary Plan
to Manager
Preliminary Project
Plan & Include
Project Benefits
Complete
Project Summary
Is project
OVER 50,000
in local
currency?
Complete the
Investment
Request Template
Complete the
Project Financials
Template
Have Meeting with
Management
for the Go-Ahead
No
Determine the
Approval Path
for required
Management
Is Project
Evaluation
Approved?
No
Alternative
Plan
or
File Project
Yes
Put together
Project Team (X)
Requirements &
Recommendations
Put together
Project
Management Plan
Put together
Project Team (“X”)
Requirements &
Recommendations
Put together
Project
Management Plan
Put Together
Task Plan
For Projects
UNDER 50,000,
use the Project
Summary
Template for
Approval
Signatures
Scan Original
Signatures
(Signature
Page Only)
Approval
For Projects
OVER 50,000, use
the Investment
Request Template
for Approval
Signatures
Prepare All
Documents for the
Approval Process
Next
Phase
Evaluation
Review
Regional
Signatures
Global Mgmt.
Signatures
Regional
CEO / CFO
Signature
Global
CEO / CFO
Signature
Board of
Directors
Approvals
Required
Required
Required
Next
Phase
> 1 Million
X
X
X
X
X
Board of
Directors
X
Global
CEO
XX
Regional
CEO
XXX
Global IT
Management
XXXX
Regional
Management
> 500,000> 50,000< 50,000< 25,000
Approval Signature Requirements
Decommission
Develop a
Microsoft
Project Plan
Create a
Requirements Doc
with Success
Criteria
Define &
Document Test
Lab Requirements
(if Required)
Acquire
Approvals for
Requirements
Document
Were
Requirements
Approved?
No
Yes
Create a Technical
Approach Doc
(if Required)
Acquire
Approval for
Technical
Approach
Was Tech
Approach
Approved?
No
Document All
Inter-project
Dependencies
Yes
Acquire
Approval for
Lab
Requirements
Were
Requirements
Approved?
No
Required
Not
Required
Not
Required
Yes
Yes
Not
Required
Provide
Business Case
Documents
to Routing
Administrator
Create a Solution
Design Document
(if Required)
Acquire
Approval for
Solution
Design
No
Yes
Were
Requirements
Approved?
Not
Required
Document Any
Issues for
Inter-project
Dependencies
Schedule a
Meeting Regarding
Inter-project
Dependencies doc
Establish a Game
Plan for All
Inter-project
Dependencies
Develop
a Detailed
QA / Test Plan
Acquire
Approval for
QA /
Test Plan
Was
QA / Test Plan
Approved?
No
Not
Required
Next
Phase
Meeting w/ Project
Team to Review
& Discuss
Project Build Doc‟s
Make Necessary
Revisions to
Project Build Plan
or Design
Follow the Process
According to the
Project Build
& Design Plan
Is a Project
Team or Status
Meeting Beneficial
at this Time?
Yes
No
Yes
Not
Required
Is the
Project Build
Completed?
Meeting w/ Project
Team to Review
Project Status &
Implementation
Progress
No
Meeting w/ Project
Team to Approve
QA / Testing
Strategy
Is the
Project Build
Approved for
Testing?
Meeting w/ Project
Team to Complete
Testing & Start
Documentation
Yes
No
Meeting w/ Pilot
Group to Discuss
QA & Testing
Procedures
Yes
Follow the Process
According to the
QA & Testing Plan
Define Testing
Group and
Requirements for
a Test Success
Move
Forward Without
Additional
Testing?
Are the
QA / Test Results
Satisfactory?
No
Yes
Move
Forward
with the Project
Testing?
Make Necessary
Improvements or
Changes to
Testing Plan
Yes
No
Yes
Prepare Team for
Implementation
Phase
Revised 02-10-05
Scan Original
Signatures Master
(Signature Page
Only)
Supplemental
Regional
Signatures
Global Mgmt.
Signatures
Regional
CEO / CFO
Signature
Global CEO
Signature
Board of
Directors
Approvals
Review All
Documents for
Original
Signatures
Required
Required
Required
Not
Required
Provide Revised
Business Case
Documents
to Routing
Administrator
Did the
Cost of the Project
Increase?
Next
Phase
No Cost
Increase
Create an
Addendum to
the Inv. Request
w/Financials
Yes
Next
Phase
Is a
End User Manual
Required?
Is a
Process Flowchart
Document
Required?
Yes
Make Necessary
Revisions to
Project Build
Requirements
Next
Phase
Decommission
Completion
Y Z
Y Z
I M Y Z
Y Z
Y Z
Y Z
Y Z
Y Z
Y Z
Meeting w/
Project Team to
Review & Discuss
Implementation
Strategy
Not
Required
Required
Are any
Change Requests
Required?
Are any
Status Reports
Required?
B Y Z
Y Z
Y Z
Y Z
Y Z
Y Z
Y Z
A B C D F I O
M R S X Y Z
Y Z
F I M Y Z
Y Z
Y Z
Y Z
Q Y Z
B F I M
P Q R
B F I
M Q
E M Q
E M Q
G Q
Review
Risk & ROI
Cost & Benefits
with Management
Does the
Preliminary Plan
Justify Moving
Ahead?
Yes
No
Document
Risk & ROI
Cost & Benefits
Summary
Review
All Project
Documentation
with Team
Members
Yes
Review Final
Project Documents
& Financials
with Management
Team
Q Y Z
Y Z
Y Z
Y Z
X Y Z
A C D I
O X Y Z
A B C D F I M
O S T X Y Z
Y Z
B I M D O
T X Y Z
B I M D O
S T X Y Z
B D F I M O
S T X Y Z
B D I M O
S T X Y Z
P X Y Z
B D I M O
T X Y Z
A C D I O
X Y Z
B D I M O
S T X Y Z
D O T
X Y Z
X Y Z
X Y ZI X Y Z
O D T
X Y Z
X Y Z
T X Y Z
X Y Z
B F I M
R X Y Z
B X Y Z
Q X Y Z
B F I
M P Q
B F I
M Q
E M R
E M Q
G Q
Y Z
Y Z
Y Z
A B C D F I
S O X Y Z
D O T X Z
D O
X Y Z
X Y Z
D O
X Y Z
A C D F I
O R S X Y Z
B I M D T
X Y Z
D O T
X Y Z
A D O S
T U X Y Z
D O T U X
D I O T X
D F I O
T X Y Z
T X Y Z
X Y Z
X Y Z
A B C D I
O S X Y Z
I O P
X Y Z
X Y Z
D C O T
X Y Z
Level
1
Level
2
Level
3
Level
4
Level
5
Level
6
Level
7
Level
8
Level
9
Level
10
Level
11
Level
12
Level
13
Level
14
Level
15
Level
16
Level
17
Level
18
Level
15
Level
10
Level
9
Level
8
Level
7
Level
6
Level
5
Level
4
Level
3
Level
2
Level
1
Individual or Group Dependencies
A Architecture Team P Purchasing Group
B Business Owner Q Routing Administrator
C Consulting Team R Risk Management
D Development Team S Security Team
E Executive Management (Non - IT) T Testing Team
F Finance Group (IT) U Pilot Testing Group
G Board of Directors V Training Group
I IT Department Team W Project Architect
L Legal Department X Project Team
M Management (Business) Y Project Principle
O Operations Group Z Project Manager
Required
Required
Is the
Implementation
Process
Complete?
Not
Required
Follow the Process
According to the
Implementation
Plan
Implementation
Evaluation
(Every 2 to 4
Weeks)
Not
Required
No
Yes
Meeting w/
Project Team to
Review & Discuss
Integration
Strategy
Meeting w/
Project Team to
Review & Discuss
Project Completion
Follow Process
According to the
Integration
Strategy
Are any
Change Requests
Required?
Status Reports Due:
1. Schedules
2. Transition Plan
3. Project Mgmt. Plan
4. Implement Plan
5. In-Pro Dependencies
Are any
Status Reports
Required?
Required
Required
Is the
Transition Process
Complete?
Not
Required
Transition
Evaluation
(Every 1 to 4
Weeks)
Change Requests:
1. Schedules
2. Transition Plan
3. Project Mgmt. Plan
4. Implement Plan
5. In-Pro Dependencies
Not
Required
Sign-Off on the
Procedures for
Project Transition
Yes
Are any
User Acceptance
Sign-Off‟s
Required?
Reports Sign-Off:
1. Time & Materials
2. Total Cost Report
3. Business Case
4. Resources Used
5. Project Design Doc‟s
Are any
Report Sign-Off‟s
Required?
Required
Required
Not
Required
User Acceptance
Sign-Off
1. Administrators
2. Support Team
3. Power Users
4. Remote Locations
5. Management Team
6. Security Team Not
Required
Was
the Project
Approved by the
Executive
Team?
Yes
A1
A C D F I O
S T X Y Z
D I O
X Y Z
D I O
X Y Z
D I O
X Y Z
D I O
X Y Z
B D I O
X Y Z
Was
the Project
Approved by the
Executive
Team?
A1 No
Yes
D I O
X Y Z
A B C D F I
M O S U X Y Z
D I O
X Y Z
D X Y Z
B D I O
X Y Z
Not
Required
Not
Required
Level
11
Status Reports Due:
1. Schedules
2. Solution Plan
3. Cost Controls
4. Project Mgmt. Plan
5. Implement Plan
6. In-Pro Dependencies
7. Risk Mgmt. Plan
B D I M
O X Y Z
D X Y Z
5% 10% 15% 20% 30% 35% 40% 50% 60% 70% 80% 90% 100%
Review All
Documents for
Original
Signatures
Legal Review
& Contract
Execution
Any
Contracts or
Agreements
Required for
Legal?
Is there
New HW / SW
Required?
No
B1
Did All
Contracts &
Agreements
Receive
Approval?
Required
Yes
No
F I R Y Z
F L I
M Y Z
Start the
Legal Review
& Contract
Procedures
B F I M
L Y Z
No
Project Success
Meeting with
Discussions &
Lessons Learned
Document
Lessons Learned
and Send Copies
to Team
Level
14
Level
13
Level
12
A B C D F I
M O S X Y Z
X Y Z
X Y Z
D X Y Z
D X Y Z
Meeting w/
Project Team to
Discuss Parallel
Processing &
Decommission
Follow the
Parallel Process
Decommission
According to the
Transition Plan
Status Reports Due:
1. Schedules
2. Transition Plan
3. In-Pro Dependencies
Are any
Status Reports
Required?
Required
Is the
Decommission
Process
Complete?
Not
Required
Decommission
Evaluation
(Every 1 to 4
Weeks)
D I M O
X Y Z
D I M O
X Y Z
X Y Z
D I M O
X Y Z
D X Y Z
No
Any Legacy
Applications or
Parallel Procedures
Required?
Yes
Not
Required
Yes
Process
Complete
IFS
File All Documents
in Project Folder
IFS
File All Project
Documents
IFS
Enter Project into
IT PM Register
IFS
File Scanned
Signatures Copy
IFS
Update IT PM
Register for
Project Approval
IFS
File All Documents
in Project Folder
IFS
Update New
Changes in
Project Folder
IFS
Update IT PM
Register to Include
Supplemental
Approval
IFS
Update IT PM
Register & Project
Folder
IFS
Update IT PM
Register
Validate the
User Manuals
& Technical
Documentation
IFS
File All User
Manuals & Tech
Documentation
IFS
File Acceptance
Sign-Off
Documents
IFS
Update All Final
Documents &
Lessons Learned
IFS
Update the
Project Folder
110%
C1
A2
B2
C2
No
Not
Required
IFS
File Signatures
Scanned Copy
IFS
Update the
IT PM Register
Is the
QA & Testing Plan
Ready for a Pilot
Group?
IFS
Include All Testing
Results in the
Project Folder
IFS
Document Status
Reports & File
IFS
Document Change
Requests & File
D X Y Z
IFS
Document Change
Requests & File
IFS
Update the
IT PM Register
IFS
Locate Required
Business Case
Documents
IFS
Locate Required
Business Case
Documents
IFS
Create a Project
Folder
Develop
Implementation
Plan w/ Design
Requirements
Work with
Procurement
Dept to Price
Required
HW / SW
Complete the
HW and / or SW
Requisition Form
IFS
File All Documents
in Project Folder
Q Y Z
Review &
Update the
QA / Testing
Process
E1
E2
D O T X Z
D O T X Z
A B C D I
O S X Y Z
A B C D F I
M O S X Y Z
B D I O
X Y Z
IFS
Document Status
Reports & File
D X Y Z
D I O
X Y Z
D I O
X Y Z
A B C D F I
M O F X Y Z
IFS
File Reports
Sign-Off
Documents
A B C D F I
M O U X Y Z
Sign-Off
Procedures for
Project Completion
A B C D F I
M O F X Y Z
Meeting w/ Project
Team to
Determine
the Required
Documents
A B C D F I M
O R S X Y Z
I
Complete
Project Summary
I
II
III
IV
IV
V
V
VI
VII
VIII
IX
X
XI
XIII
XIV
XV
XVI
XVII
Start Technical
Documentation
(Version,
Support, etc…)
Start the
End User Manual
Documentation
(„How To‟)
Process or
Engineering Flow
(Step-by-step
Procedures)
Business Case Documents
Document Description
Preliminary
Project Plan
Legal Review
Contract Proced.
Project
Summary
Investment
Request
Team
Requirements
This is a basic document that is the starting point or feasibility
study that will determine if the project should be initiated.
A document that contains the procedures and sigh-off by an
officer of the company for software / hardware licenses or legal
contracts associated with the project.
Mandatory for all projects. High level document required for the
approval process and used as a project cover page.
Required for project over 50,000. This primary document includes
the project details that are important during the approval process.
Document of all team members and the duties, authorities and
responsibilities for each.
Project
Management Plan
Using Microsoft Project, lay out the important events on a Gant
chart for documenting the tasks for the project.
Required for project over 50,000. This documents includes the
project financial & ROI details that are important during the
approval process.
Project
Financials
A
#
B
I
II
III
IV
V
Acquire
Approval for
Migration
Strategy
Was
Migration
Strategy
Approved?
B C D I M
O X Y Z
Yes
A B C D I
M O X Y Z
A B C D I
M O X Y Z
B I M D T
X Y Z
IFS
Revise All Initial
Business Case &
Project Budgets
XII
XV
XIII
XII
D I T O
X Y Z
Set up the
Development,
Test and
Production
Environments
Approval
Process
Supplemental
Approval
Process
Order New
HW / SW for
the Solution
(If Required)
Configure &
Implement
HW / SW the
Solution
Turn Over
HW / SW to the
Project Team
I O P
A I O
A I O
Required
Not
Required
T X Y Z
Testing
Evaluation
(Every 1 to 2
Weeks)
Order New
HW / SW for
Solution
(If Required)
Configure &
Implement
HW / SW the
Solution
Turn Over
HW / SW to the
Project Team
A I O
A I O
Start to Create the
Disaster Recovery
Plan
Is a Disaster
Recovery Plan
Required?
Required
Not
Required
Notify Team when
QA & Testing is
Completed
Are All
Legal Documents
& Contracts Still
Valid?
D2
No
D1 Yes
D I O
X Y Z
A C D I
O X Y Z
Start to Create an
Implementation
Roadmap
Meeting with
Training Groups
to Discuss
Training Process
Follow the Process
According to the
Training Plan
Are the
Training Results
Satisfactory?
B C D I M
O V X Y Z
Training
Evaluation
(Every 1 to 2
Weeks)
B C D I M
O V X Y Z
B C D I M
O V X Y Z
No
Yes
Complete the
End User Manual
IFS
Place a Users
Manual in
Project Folder
Document Benefit
Returns Predicted
in the Business
Case Documents
Key Financial Indicators:
1. Project Cost
2. Net Present Value
3. IRR / ROI
4. Payback Period
5. Resources Used
6. Value & Risk
IFS
Update
Documents in
Project Folder
D X Y Z
A1
B1
C1
Review with
Management &
Determine if Any
Project Changes
will Help
Meet with Project
Team to Make
Changes or
Improvements to
Project
Cut Costs to
Project Spending
to Improve RIO &
KPI‟s
Update All
Documentation to
Submit for
Approval
F I B
X Y Z
D O P
R X Y Z
F B
X Y Z
X Y Z
Review with
Management &
Determine if Any
Contract Changes
will Help
Meet with Project
Team to Make
Changes or
Improvements to
Contracts
Cut Costs to
Contracts to
Improve RIO &
KPI‟s
Update All
Contracts to
Submit for
Approval
B F I R
X Y Z
F X Y Z
B F O R
X Y Z
F X Y Z
Review with
Management the
Reasons for
Testing Failure
Meet with Project
Team to Discuss
Proposed
Changes to
Project Build
Review with
Management for
Approval of New
Project Build
Specifications
Update All Design
& Implementation
Documentation
B F I R
X Y Z
D O P R
X Y Z
B F I
X Y Z
X Y Z
X Y Z
X Y Z
X Y Z
A2
B2
C2
Off Chart Modification & Sub-Processes
IFS
Save Revised
Documents
IFS
Save Revised
Documents
IFS
Save Revised
Documents
D1
Review with
Management
Reasons for
Contract Changes
Meet with Project
Team to Discuss
Proposed
Changes to
Contracts
Review with
Management for
Approval of New
Contract Changes
Update All
Contract
Documentation
B F I R
X Y Z
D O P R
X Y Z
B F I
X Y Z
X Y Z X Y Z
D2
IFS
Save Revised
Documents
E1
Review with
Management
Reasons for
Project Issues
Meet with Project
Team to Discuss
Proposed
Changes to
Build Design
Review with
Management for
Approval of New
Build Design
Update All Project
Build
Documentation
A B C D F I
M O S X Y Z
D I X Y Z X Y Z
E2
IFS
Save Revised
Documents
A C D I
O S X Y Z
A B C D F I
M O S X Y Z
Level
17
Level
18
Level
16
Create a Training
Plan & Define the
Training Groups
Meet with
Operations Group
to Formulate
Design Plan
Change Requests:
1. Schedules
2. Solution Plan
3. Cost Controls
4. Project Mgmt. Plan
5. Implement Plan
6. In-Pro Dependencies
No
Determine &
Document the
Dev, Test and
Production
Requirements
Develop
a Migration
Strategy
XII
> 1 Million
X
X
X
X
X
Task
Plan
Optional Optional X X X
XXOptionalOptional
Team
Requirements
XXXOptional
Project
Mgmt. Plan
XXOptionalOptional
Project
Financials
XXOptionalOptional
Investment
Request
XXXX
Project
Summary
> 500,000> 50,000< 50,000< 25,000
Business Case Requirements
Perform a Security
Architecture
Review / Audit
if Required
Required
A C I O S
X Y Z
Acquire
Approvals for
Risk Mgmt
Plan
A B C D F I M
O S T X Y Z
Update the MS
Project Plan to
Reflect Any
Requirements
Changes
Level
19
Yes
No
Meeting w/ Project
Team to Approve
Build Design
A C D F I O
S T X Y Z
Yes
Y Z
Y Z
Yes
Project Design Documents
Document Description
Microsoft
Project Plan
Requirements
Document
Lab
Requirements
A detailed plan that shows the technical approach from a systems
architecture and application view point.
Using Microsoft Project, lay out the important events on a Gant
chart for documenting the tasks for the project.
A detailed document that lists the Project Requirements with a
scope to include a set of deliverables and project success criteria.
A detailed document that lists all the lab Requirements for the
Operations Group and Security Team.
A detailed document that provides the solution architecture,
system design, application dependencies and s.
A reference document of all the current projects & applications
that are associated to the proposed project ...
A formal detailed document that provides the implementation
schedules, personnel responsibilities, deliverables, milestones,
system design and simulations.
Form required for all software or hardware purchases related to
the project.
Technical
Approach
Inter-Project
Dependencies
Solution
Design
Detailed
Implementation
SW / HW
Requisition
Detailed
QA / Test Plan
A detailed test plan includes; quality assumptions, production
requirements, BAU acceptance, timelines, and testing success
scorecards.
Weekly, Bi-Monthly, or Monthly reports related to the status of a
project. May include the progress related to the original Pro.
Mgmt. Plan
Status
Reports
#
VII
VIII
IX
X
XI
XIII
XIV
XV
XVI
Project Folder
in IFS
All projects require a project folder in IFS where all project related
documents are kept.
IT PM
Register
Project spreadsheet for recording all project financial information
found in IFS under IT PM / Register.
A detailed document that provides a Migration Strategy for the
Dev, Testing and Production environments.
Migration
Strategy
XII
Risk Management
Plan
The objective of the risk management plan is to minimize any
unexpected but not unforseen events migrating to become project
issues and having a residual impact on the project.
XVII
Create a Risk
Management Plan
XVII
Not
Required
A C I O
S X Y Z
Review Risk
Management Plan
and Security
Issues
Acquire
Approval for
Risk
Management
Plan
R S X Y Z
Level
20
Index
Requires Signature / Approval Multiple Files or Documents
Review or Approval Required
Process Step
Document Procedure
Direction to the Next Step
“Yes” or “No” Direction
Dependencies Code (see chart)
Off Chart Modification
Sub-Processes
Process Level within a Section
Decision Step Required
Process Group or Predefined
Phase Kick Off Meetings Enter Data in the IFS Directory
NO YES
T X Y Z
A1
Level
16
IFS
To understand how to properly use this template, please refer to the IT Project Life Cycle Process Manual
The manual will help explain how to effectively utilize this template tool when running or managing a
medium, large or enterprise IT projects.
Does
the Project Require
Contracts or Legal
Reviews?
Complete
Legal Review &
Contract
Procedures Doc
Required
Y Z
Y Z
Not
Required
A
Complete the
Application /
Infrastructure
Operations
Handover Doc.
B
Task Plan
A document to list the chronological events that are broken into
individual tasks that ties to the implementation plan.
Supplemental
Addendum
All documents that are additions to the original Investment request
or Project Financial worksheets for receiving second approval.
VI
XVII