Before there is a project, an idea or concept needs to be developed.  These ideas and concepts are identified and related to a company’s vision.  If the idea or concept aligns with the company vision and its core values, then the process for project initiation can begin.  A project manager should be involved in the initiation phase, not just the implementation phase.  The chance for project success increases if the project manager is part of the identification and selection process.  Project success is measured against it’s original goals.

In the real world, however, the project manager is brought into a project after it has been identified and selected.  The chance of success to meet project requirements are much lower when a project manager is assigned in a later phase.  To avoid costs, delays or incomplete goals to the project, project managers should be involved in project initiation.

The core objectives for  project initiation is to:

• Identify all the uncertainties with the project.
• Build a business case for the project.

Uncertainties in a Project

All projects begin obscure with ideas and concepts.  As you plan and develop, it progresses from abstract to concrete.  It is known that because many elements are in flux, assessing a project in this phase can be problematic.  Project management is concerned with eliminating or reducing these uncertain factors and manage any unforeseen changes that may arise.

The main uncertainties in a project during initiation are:

• The project’s life cycle
• The complexity of the project
• The estimated cost for a project

The project life cycle is uncertain because the availability of relevant information is scarce during project initiation.  The project life cycle goes through certain phases of development as well as review.  Each review will represent a decision point on whether to carry forward with a project.  These points in the life cycle can extend the project’s duration.

A project’s complexity is uncertain because as a project grows, its impact grows.  The larger the project, the more individuals are involved and effected.  More time and resources will be spent on a project because of its complexity.

Cost estimation during project initiation are the least accurate and uncertain.  Projects start with higher costs at the beginning.  As project items are defined and analyzed, it will become closer to the true cost.  Project managers may be aware of costs related to certain tasks or needs to move forward with a project but actual costs will be unknown.  There are several approaches to estimate costs covered in a separate article.

There are certain items in a project that are defined but many are not.  Defined items are its deadline, project completion date, vision, goals, etc.  Undefined items are costs, measure of success, the design, etc.

Reasons for Project Failure

Uncertainty in the project initiation phase is normal.  It is a project manager’s ability to manage these uncertainties that becomes key to its success.

Many projects fail, therefore, because a project manager was not involved in the project initiation phase.

Here are some other reasons for project failure after they were undertaken:

• Not enough analysis of its full costs and benefits.
• Not enough detailed planning to understand risks involved.
• Unable to be completed within its constraints.
• Unable to deliver the desired result.

Each Project is an Investment

Treat each project as an investment!  It requires analysis and thorough planning.  It requires you to acknowledge the certain and defined as well as the uncertain and undefined.  Understanding the field and scope is a process that steers you towards success at any project.