About Phase Progression

What is Phase Progression?

Project on Demand guides the user through six "Waterfall" project management Phases within each Project, each contains a set of recommended Goals. Individual Goals relate to the production of artefacts such as Documents or the usage of a specific tool within Project on Demand such as the Schedule Management Tool.

Users can click and interact with Goals through the Project Dashboard to access features relating to the completion of that Goal. View, Edit, Review and Approval features are available for Document related Goals and features for Opening the relevant Tool and Marking the Goal as Completed are available for Tool related Goals.

Seven Goals also exist within the Project Management Processes Tool that relate to the production of PMP Documents, these are not inclusive to a particular Phase so are accessible throughout the Project's entire life.

In the Execution Phase of the Project there are Goals to define Build Work Packages, Test Plans and Implementation Work Packages, any items that are defined within the related Tools will appear inside the Phase Progression under the associated "Execute" Goal. These "Custom Goals" can be executed and completed by the allocated User either via the Phase Progression itself or the associated Pending Action.

Goals can be easily configured so as to incorporate the appropriate level of governance into the Project, this ensures that only Goals that add real value to the Project are performed.

How should it be used?

The Phase Progression process within each Phase of Project on Demand is as follows:

Admin Users:

Project Management Process Step Action within Project on Demand
1 Identify and configure unrequired Goals. Enter Project Settings and configure unrequired Goals to a Status of Not Required.
2 Identify incomplete Goals and perform required tasks.

Identify incomplete Goals using the Status icons available.

To perform the required tasks enter Edit Mode for Document related Goals or enter the associated Tool for Tool related Goals.

3 Finalise required Goals. Approve Documents or use Mark as Complete feature to set Goal Status to Completed for Tool related Goals.
4 Once authorisation to progress has been obtained, progress to next Phase. Use Control Point to progress to next Phase.

Standard Users posessing the correct Stakeholder Permissions:

Project Management Process Step Action within Project on Demand
1 Identify incomplete Goals and perform required tasks.

Identify incomplete Goals using the Status icons available.

To perform the required tasks enter Edit Mode for Document related Goals or enter the associated Tool for Tool related Goals.

2 Finalise required Goals. Approve Documents or use Mark as Complete feature to set Goal Status to Completed for Tool related Goals.

The Phases

The six Phases within each Project in Project on Demand are as follows:

Phase Description
Start Up Documents the idea for the Project and forms the basis for project demand management.
Initiation Justifies the Project in terms of cost versus benefits. It also ensures that the timescales are achievable and sets up up the required management processes.
Planning Specifies the functional and non-functional requirements for the Project.
Design Specifies the solution design for the Project.
Execution Builds, tests and implements the solution for the Project.
Closure Performs a formal handover of the Project and documents Lesson Learned.

The Goals

The Goals within each Phase are as follows:

Phase Goals Phase Guidelines

The Project Mandate is created in order to document the initial idea for the Project. If the Project Mandate is approved the Project is allowed to progress into the Initiation Phase.

Before the Project progresses it is recommended that any Lessons learned are documented.

To justify the Project in terms of cost versus benefit the Project's scope is documented within the Scope Statement and the Business Case is produced.

In order to ensure the there is sufficient time available to complete the Project a high level Schedule is produced.

If both the Scope Statement and Business Case are approved and the high level Schedule shows adequate time to complete the Project, the Project is allowed to continue to the Planning Phase.

Before the Project progresses it is recommended that the following activities are undertaken:

  1. Ensure that there are adequate Project Management Processes in place by producing the individual Project Management Plans.
  2. Define the required Roles and Responsibilities that are required within the Planning Phase.
  3. Assign the required Stakeholders to the Project.
  4. Produce the Cost Plan for the Planning Phase.
  5. Perform a Risk Assessment.
  6. Review and update Lessons Learned.

To define the Requirements for the Project an Approach Plan is produced and the functional and non-functional Requirements are documented within the Requirements Specification.

Before the Project is allowed to progress to the Design Phase it is recommended that the following activities are undertaken:

  1. Update the Project Schedule with the required Tasks within the Design Phase.
  2. Update the required Roles and Responsibilities that are required within the Design Phase.
  3. Revise the Cost Plan for the Design Phase.
  4. Update and reassess the Business Case taking into account the Project’s Requirements.
  5. Perform a Risk Assessment.
  6. <
  7. Review and update Lessons Learned.

If the Requirements Specification is approved and the revised Business Case and Project Schedule remains valid the Project is allowed to continue to the Design Phase.

To define the solution design for the Project an Approach Plan is produced and the solution design elements are documented within the Design Specification.

In order to avoid omissions within the Requirements or Solution Design specifications the Ensure Traceability tool can be used.

Before the Project is allowed to progress to the Execution Phase it is recommended that the following activities are undertaken:

  1. Update the Project Schedule with the required Tasks within the Execution Phase.
  2. Update the required Roles and Responsibilities that are required within the Execution Phase.
  3. Revise the Cost Plan for the Execution Phase.
  4. Update and reassess the Business Case taking into account the Project's Solution Design.
  5. Perform a Risk Assessment.
  6. Review and update Lessons Learned.

If the Solution Design Specification is approved and the revised Business Case and Project Schedule remains valid the Project is allowed to continue to the Execution Phase.

To build, test and implement the required solution for the Project individual Approach Plans are developed.

To build the required products user defined Build Work Packages are produced and allocated to Stakeholders for completion.

To test the required solution user defined Unit, Integration, Performance and User Acceptance Test Plans are produced and allocated to Stakeholders for completion.

To implement the Project into a ‘live’ environment user defined Implementation Work Packages are produced and allocated to Stakeholders for completion.

Following successful completion of the Build, Test and Implementation activities the Project is allowed to continue to the Closure Phase.

Before the Project is allowed to progress to the Closure Phase it is recommended that the following activities are undertaken:

  1. Update the Project Schedule with the required tasks within the Closure Phase.
  2. Update the required Roles and Responsibilities that are required within the Closure Phase.
  3. Revise the Cost Plan for the Closure Phase.
  4. Update and reassess the Business Case taking into account the Project's Build, Test and implementation.
  5. Perform a Risk Assessment.
  6. Review and update Lessons Learned.

Before the Project can be closed it is recommended that the Lessons learned are reviewed and updated for the Project.

Goal Status

Each individual Goal has a Status property associated with it, the availability of different Status' depends on whether the Goal is associated to a Document or a Tool such as the Schedule Management Tool. Each Goal's Status is displayed in icon form to the left side of the Goal Description, the full Status Description can be viewed via Tooltips by hovering over the icon.

Document associated Status':

Status Description Availability Can Set Manually
Not Started Goal/Document has not been started. Goals begin in this Status.
In Progress Goal/Document is currently in progress. Goals are set to this Status if the current Status is Not Started and Edit mode is accessed.
Awaiting Review Response Waiting for all Reviewers to complete their review of the Document. Set by application when a Document is sent out for Review and is still awaiting responses.
Reviewed Document has been Reviewed. Set by application when all Reviewers have reviewed the document.
Awaiting Approval Response Waiting for all Approvers to complete their approval of the Document. Set by application when a Document is sent out for Approval and is still awaiting responses.
Approved Document has been Approved. Set by application when all Approvers have approved the Document.
Rejected Document has been Rejected. Set by application when any of the Approvers have rejected the Document.
Not Required The Goal/Document is not required. Set manually when a Goal/Document is not required for a Project. Goal is ignored by the Control Point check before progressing.

Tool related Status':

Status Description Availability Can Set Manually
Not Started Goal has not been started. Goals begin in this Status.
In Progress Goal is currently in progress. Goals are set to this Status if the current Status is Not Started and the associated Tool is accessed through the Goal.
Completed Goal has been completed. Goals are set to this Status when the Mark as Complete feature is used through the Goal on the Project Dashboard.
Not Required The Goal is not required. Set manually when a Goal is not required for a Project. Goal is ignored by the Control Point check before progressing.

Progressing to the next Phase

The Project can be progressed into the next Phase by use of the Control Point at the end of each Phase.

Note: This feature is only available to Administrator Users.

Clicking the Control Point will display a context menu with a Progress Project option, selecting the option will display confirmation window asking the User to confirm the progression. If any Goals within the current Phase do not have a Status of Not Required, Completed or Approved an additional reminder will be present within the confirmation window.

The Control Point within the Closure Phase is named Close Project. Clicking this Control Point will display a context menu with a Close Project option, selecting the option will display confirmation window asking the User to confirm the Project closure.