Project Planning and Approval Process Presentation.Presentation about how projects planned and approved. Presentation by Atif Nauman (University of Gujrat)

1. Project Planning and
Approval Process
By Atif Nauman (University of Gujrat)

2. Contents
• Conceptual Phase
• Project Justification Phase
• Preapproval Phase
• Approval Phase
• Appropriation Phase
• Construction and Startup Phase
• Post-Completion Phase

3. Conceptual Phase
Conceptual planning is the phase of the project which includes
• Mission and Vision
• Functional objectives and Goals
• Operational concepts
• Master planning
• Scheduling
• Financial goals

4. Conceptual Phase
S.M.A.R.T. Goals: This method helps ensure that the goals have
been thoroughly evaluated. It also provides a way to clearly
understand of the goals.

5. Conceptual Phase
Specific : To set specific goals, answer the following questions: who,
what, where, when, which, and why.
Measurable: Create criteria that you can use to measure the success of a
goal.
Attainable: Identify the most important goals and what it will take to
achieve them.
Realistic: You should be willing and able to work toward a particular
goal.
Timely :Create a timeframe to achieve the goal.

6. Project Justification Phase
• Project Justification is an attempt to explain.
• Why an organization needs to implement a particular solution to
a problem?
• The solution which can be implemented.
• Process that starts at the Project Initiation phase to confirm the
need for launching a project.
• Providing the stakeholders with a comprehensive analysis of the
Environment to be changed by the project.

7. Steps To Justifying A Project
• Environmental Analysis
• Solution Proposal
• Alternatives Analysis
• Impact Analysis
• Cost-Benefit Analysis
• Risk Analysis
• Reporting
• Validation

8. Environmental Analysis
• When a project initiator plans for project justification, he/she
needs to perform an Environmental analysis.
• Analysis determines relevant Environmental factors that have the
greatest impact to the project.
• Reviews those factors can be used to create an Environmental
profile.
• Such a profile describes the current situation and makes forecasts.

9. Solution Proposal
• Uses the results of the Environmental analysis to determine areas
requiring improvement.
• Means generating a solution that can resolve the current issues
and address future possible difficulties.
• Solution proposal is an attempt to propose a change to the current
Environment.

10. Cost-Benefit Analysis
• To determine what benefits can be produced by implementing the
proposed solution.
• What costs the project will require?
• The project initiator should perform the analysis to provide the
stakeholders (the sponsor) with cost-benefit justification.
• A ratio between cost and benefits is to be made and reviewed.

11. Financial Analysis
• Aims to develop financial and non-financial projections.
• Determine what money and effort will be required to perform the
project and implement the solution.
• Cash flow model based on financial criteria.

12. Risk Analysis
• It is an assessment of threats and uncertainties that have a
negative impact to the Project.
• The risk analysis aims to identify, evaluate and measure possible
risks.
• It determines which factors influence the project results.

13. Reporting
• Project initiator creates a management summary report of all the
analyses to interpret the project as a successful.
• The report is then submitted to the project sponsor.
• Review and approval.

14. Validation
• Final Step in Project Justification.
• To approve the project and the propose solution.
• When the validation step is passed, the project initiator needs to
perform a feasibility study.
• Feasibility will be the next process to be carried out within the
Initiation phase after the project justification process.

15. Preapproval Audit Phase
• We have to assume things on our projects.
• The reality of project work.
• Assumptions presume that what you're planning or relying on is true,
real.
• For example, your project might require someone with special
programming skills from the IT department.
• Document the assumption that this person will be available when
needed.

16. Preapproval Audit Phase
Assumptions might include any of the following:
• Key project member's availability
• Key project member's performance
• Key project member's skills
• Vendor delivery times
• Vendor performance issues
• Accuracy of the project schedule dates

17. Preapproval Audit Phase
• Documented your assumptions.
• Next step is to validate and verify them.
• If you're assuming that a key resource is going to be available to
work on the project.
• Must verify with that person's functional manager that they'll be
available at that time.
• Assumptions should be documented in your project notebook or
shared project folder.

18. Approval Phase
• First step in this phase is to assess the risk and determine whether
the project will be under oversight or not.
• Next is the concept review, a briefing with the project's
leadership and project team.
• Investment plan must be approved by the investors before a
project may move into implementation.
• The approved investment plan serves as the foundation for future
oversight.

19. Approval Phase
The primary focus of this phase is on the investment plan
including:
• Purpose of the planned investment.
• Justification of project including market analysis.
• Funding from investors.
• Project schedule and management.
• Evaluation of project risk and mitigation strategies.

20. Appropriation Phase
• Top Management is responsible to shareholders to ensure that the
capital invested.
• To ensure that money will only be spent on projects that promise
to be profitable.
• Essential in the interests of the organization and its stakeholders.
• Expected to maximize the return on investment for that capital.

21. Appropriation Phase
• To control the use of capital expenditure in the best interests of
shareholders and other stakeholders.
• To announce key objectives (including project milestones and
cost budgets).
• To announce the name of the project manager and confirm his/her
authority to manage the project.
• To define any restrictions or limits on expenditure (particularly
for provisional authorizations).

22. Construction and Startup Phase
• The construction phase is the period during which the contractor
takes control of the construction site to carry out the project.
• Construction phase does not tend to involve the client as much on
a day to day basis.
• The majority of actions and responsibilities, lie with other people
you have appointed.
• The project manager, designer appointed.

23. Construction and Startup Phase
• Team members are assigned specific tasks that they are expected to
complete.
• Resources are allocated accordingly.
Some of the specific tasks during this phase include:
• Assigning work to teams.
• Executing project management plans.
• Conducting status meetings.
• Updating project schedule.
• Modifying project plans.

24. Post-Completion Review Phase
• Making sure that what you delivered actually works.
• Completing a project" is not the same thing as ending the project
management process.
• Simply finishing doesn't ensure that the organization benefits
from the project's outcome.
• Make sure that what you set out to do was actually achieved.
• You also need to ensure that the lessons learned during the
project are not forgotten.

25. Post-Completion Review Phase
This Phase may include:
• Internal Review
• External Review

26. Internal Review
• An internal review is generally away of something or someone
being assessed.
• Where employees in an organization play a role in collecting
evidence.
• The employees provide critical information to the decision
makers of the organization.
• Precise procedures will vary by organization.

27. External Review
• Review by third Party Organization
• Check your project goals and what you achieved
• Audit your Financial Statements
• Check your Project Value
• Project Performance
• Operational Affairs