Project Lifecycle & Change Framework
Will all projects follow this framework exactly?
In short, no. There will be differences depending on size, scope and level of risk. If your project is more agile in approach you will iterate across the framework, rather than work in a purely linear way.
The purpose of this six stage lifecyle is to provide a framework under which to highlight the key aims and deliverables that should form part of your overall project plan. Note it is a simplified version of the Finance Investment Framework nine stage lifecycle.
For each stage of the Project Lifecycle and Change Framework we’ve highlighted key considerations and deliverables, with links to templates and best practice examples. This repository will be added to and improved, please contact us with suggestions, or your project examples.
Pipeline & Planning
An established pipeline process is still being developed in partnership with the Technology Architecture function. For now if you wish to discuss a new project for inclusion in one of our portfolios please contact us.
Planning & Programme Increments
Within Project Delivery, our planning cycle is based on iterations at 2 levels:
- Plan in Programme Increments (PI) of 6 weeks, with clear objectives
- Within that, Sprints of normally 2 weeks (can be shorter when appropriate)
- Update the PI dashboard report every 2 weeks for a status walk-through
- Governance boards should occur soon after the PI closes
During each PI, a project should ensure they are actively managing the key project controls (including RAID log, Benefits & Plans). More details on these can be found in Initiation section below.
Initiation
During the initiation stage you will establish the initial controls & plans that help ensure successful delivery:
- Develop the project proposal by preparation of high-level plans & controls
- Understand key Risks & Assumptions
- Develop the outline/full Business Case, including benefits
- Build initial stakeholder understanding & project roles
- Establish project board & general governance
Templates & best practice examples to support these activities:
| Document | Template | Best Practice |
|---|---|---|
| Project Initiation Document (PID) | PID_Template | Network_Programme_PID |
| Project Board Terms of Reference (ToR) | ToR_Template | Disability_Services_CRM_ToR |
| RAID Log | RAID_Log | |
| RACI Log | RACI_Log | Documentum_RACI |
| High Level Project Plan |
Additional Resources & Activities
- Project Benefits should be defined and managed following the Benefits Guide
- Business Case templates and guidance can be found on the dedicated Finance pages
- Change Management templates for the Prepare phase are on the Change Framework pages
- Risk Management guidance for the University can be found on the University Risk pages
- Project Budget should be reviewed regularly with assigned project accountant
Design
During the design stage you will finalise the business requirements and solution design, allowing development of a full project plan:
- Detailed business requirements and solution designs identified
- Review of these requirements and finalised scope against the approved business case
- Service & support plan detailing what will happen once the project ends
- How the solution be tested and by which resources
- Reviewed the Data Protection, Equality, Security and Procurement impacts of the solution
- A fully developed project plan through to closure
Templates & best practice examples to support these activities:
| Document | Template | Best Practice |
|---|---|---|
| Detailed Project Plan | Five_Stage_Project_Plan | |
| Business Requirements | ||
| High Level Solution Design | ||
| Test Plan & Approach | ||
| Service & Support Plan |
Additional Resources & Activities
As part of your design it is crucial to consider the impact on the wider University. Will there be a procurement element? What is the impact on Data and Information Security?
Please review the links listed below to understand the wider impact of your project:
- Data Protection Impact Assessment - review the guidance on the Data Protection Office site
- Equality Impact Assessment - review the guidance on the Equality & Diversity site
- Procurement - process and guidance is detailed on the Procurement Office site
- User Experience - find useful resources on Designing the User Experience
- Information Security - review guidance on the Information Security site
- Change Management templates for the Engage phase are on the Change Framework pages
Delivery
During the Delivery stage you will mange the project team to meet the agreed scope and timelines:
- Agreed solution fully built and tested following the project Test Plan & Approach
- Any changes to scope, timeline or budget are managed through the Change Request process
- Agreement to deploy approved by impacted business areas and project governance
- Manage & execute the Communications plan (see the Change Management links below)
Templates & best practice examples to support these activities:
| Document | Template | Best Practice |
|---|---|---|
| Cutover Plan | ||
| UAT Test scripts | Documentum_Migration_UAT | |
| Test completion report |
Additional Resources & Activities
- Change Request - follow the process & templates available on the Finance site
- Change Management templates for the Change phase are on the Change Framework pages
Transition
During the Transition stage you will complete the handover of the project to Business as Usual (BAU):
- The solution is fully operational and supported, Service Catalogue is updated
- Any remaining issues and risks are handed over with a BAU management plan in place
- All Transition communications are complete in line with the wider plan
- Project resources are released
- Ongoing Benefits management plan is in place and BAU ownership agreed
Templates & best practice examples to support these activities:
| Document | Template | Best Practice |
|---|---|---|
| Solution Transition Checklist | Solution Transition Checklist | |
| Service Catalogue |
Additional Resources & Activities
- Service Catalogue - confirm the new solution / service is updated in the Service Catalogue
- Change Management - templates for the Change phase are on the Change Framework pages
Embed
During the Embed stage you will review the project effectiveness and impact to the University:
- Complete a closure report & lessons learnt session to help improve future project delivery
- Return to the approving governance boards (project & financial) for a benefits review
- Fully close down the project with approval of the sponsor
Templates & best practice examples to support these activities:
| Document | Template | Best Practice |
|---|---|---|
| Project Cloure Report | ||
| Lessons Learnt |
Additional Resources & Activities
- Change Management templates for the Embed phase are on the Change Framework pages