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Stage 2 – Analysis of the Options and Seeking Approval

Stage 2

 

Checklist of factors to consider in this stage include:

General

  • Have the project’s overall objectives been established?
  • Have any overall time constraints/dependencies been identified?
  • Have the criteria been defined against which the success of the project can eventually be judged?

Stage 2A: Analysis of options

For each option (including the ‘do nothing’ option):

  • What other Schools/Divisions/external agencies will be involved/affected?
  • What are the implications for them and have they been consulted?
  • Will this project impact on any other projects?
  • Have you included:
    • a provisional breakdown of capital costs e.g. accommodation, equipment etc.;
    • the estimated annual revenue costs (staffing and non-staffing) before, during and after implementation of the project?
  • Have you sought professional advice on these costings where appropriate e.g. PURCH?
  • Are the resources needed consistent with the proposed scope of the project and the time-scale for its implementation?
  • Have the source(s) of funding and, where appropriate, the preferred procurement route been identified?
  • Have the significant risks and the method proposed for their management been identified?
  • Has the quality expected from the project and its components been considered?
  • Have you thought about what will not be covered as part of the project, but might be expected?

Stage 2B: Approval

  • Has an outline project plan been developed and approved?
  • At what level within the institution will approval be sought for the proposal, the budget and the provision of any other supporting resources?
  • Has the Project Manager been identified?
  • For those projects defined as ‘major’, has the University Board appointed an Independent Reviewer?
  • For those projects defined as ‘major’, has an initial meeting taken place with the Project Manager, Independent Reviewer and PLANN? During this meeting the Independent Reviewer is briefed on their role.
  • Who will carry the ultimate responsibility for the project? Has the individual been fully briefed?
  • Who will assume responsibility for Stages 3, 4 and 5 of the project?
  • Who will carry out the evaluations in Stages 4 and 5? When and how will this take place? (The evaluation will refer back to the criteria for success, so it is important to ensure that the criteria are clearly set out as the project moves forward for final approval).

Note: In the case of some projects, Stages 1 and 2 may be merged.