ISO 21502:2020 Clause 6.5 Initiating a project

Project Management 7 Minutes

Clause 6.5.1 Overview

The purpose of initiating a project is to plan the project, define the project organization, mobilize the project team, define project governance and management, identify stakeholders and verify the project is justified. Lessons learned from previous, relevant projects should be considered. The activities can be iterative, until an acceptable solution and plan is developed and can be further iterated in subsequent phases of the project.
NOTE 1 “Initiating a project” can also be referred to as “starting a project” or “project initiation”.
NOTE 2 See 4.5.6 for the project manager’s role concerning initiating a project.

Initiating a project in project management is the first phase in the project life cycle. It involves defining the project at a broad level and obtaining the necessary approvals to begin the subsequent phases. The goal of the initiation phase is to establish a clear understanding of the project, its objectives, scope, feasibility, and to secure the necessary resources and approvals to proceed.Initiating a project is a critical step as it sets the foundation for the entire project life cycle. The information gathered and decisions made during this phase guide the project throughout its execution, monitoring, and closing phases. Successful initiation ensures that the project is well-defined, feasible, and aligned with organizational goals. Key activities during the initiating phase of a project typically include:

  1. Project Identification:
    • Identify and define the project in terms of its purpose, goals, and objectives.
    • Determine the need for the project and its alignment with the organization’s strategic objectives.
  2. Project Charter:
    • Develop a project charter, a formal document that officially authorizes the project’s existence.
    • The project charter outlines the project’s objectives, scope, stakeholders, assumptions, constraints, and initial high-level plans.
  3. Stakeholder Identification:
    • Identify and analyze stakeholders who will be affected by the project.
    • Understand the needs, expectations, and influence of various stakeholders.
  4. Feasibility Study:
    • Conduct a feasibility study to assess the viability of the project.
    • Evaluate factors such as financial feasibility, technical feasibility, legal and regulatory compliance, and operational feasibility.
  5. Risk Assessment:
    • Identify potential risks that could impact the project.
    • Develop an initial risk assessment to understand and manage uncertainties.
  6. Project Approval:
    • Present the project charter and other relevant documents to key stakeholders for approval.
    • Obtain formal authorization to proceed with the project.
  7. Project Team Formation:
    • Assemble a project team with the necessary skills and expertise.
    • Define roles and responsibilities within the team.
  8. Project Kickoff:
    • Conduct a project kickoff meeting to communicate the project’s objectives, scope, and initial plans to the project team and other stakeholders.
    • Set expectations and clarify any uncertainties.
  9. High-Level Project Plan:
    • Develop a high-level project plan outlining major phases, milestones, and timelines.
    • This plan provides a roadmap for the subsequent planning and execution phases.

The purpose of initiating a project is to plan the project, define the project organization, mobilize the project team, define project governance and management, identify stakeholders and verify the project is justified.

By accomplishing these objectives in the initiation phase, project managers and stakeholders gain a solid foundation for making informed decisions as the project progresses. It helps to minimize uncertainties, align the project with organizational objectives, and set the groundwork for successful project execution. The initiation phase essentially serves as the project’s starting point, ensuring that all stakeholders are on the same page and have a clear understanding of what the project aims to achieve

  1. Plan the Project: During project initiation, the initial plans are developed. These plans provide a high-level view of how the project will be executed, monitored, and controlled. While the detailed planning occurs in subsequent phases, the initiation phase sets the stage for creating these detailed plans.
  2. Define the Project Organization: Establishing the project organization involves defining the roles, responsibilities, and reporting structures for the project team. This ensures that everyone understands their roles and contributes effectively to the project.
  3. Mobilize the Project Team: Assembling and mobilizing the project team is a critical aspect of project initiation. This involves selecting team members, assigning roles, and providing them with the necessary resources and information to begin their work.
  4. Define Project Governance and Management: Project governance involves defining the decision-making structures and processes for the project. It sets the rules and guidelines for how the project will be managed, monitored, and controlled.
  5. Identify Stakeholders: Identifying stakeholders is a crucial step in understanding who will be affected by the project and who can influence its outcomes. This information is used to manage communications, expectations, and engagement throughout the project life cycle.
  6. Verify the Project is Justified: Conducting a feasibility study and verifying the project’s justification is a key part of initiation. This involves assessing whether the project aligns with organizational goals, whether it is financially viable, and whether it addresses a genuine need or opportunity.

Lessons learned from previous, relevant projects should be considered.

Considering lessons learned from previous, relevant projects is a critical aspect of the project initiation phase. Learning from past experiences, both successes and failures, can significantly contribute to the success of the current project. Leveraging lessons learned from previous projects is a valuable practice during project initiation. It helps project teams make informed decisions, improve processes, and increase the likelihood of project success by building on the experiences of the past. Here are some key reasons why lessons learned are important and how they can be applied during project initiation:

  1. Risk Mitigation: Lessons learned from previous projects can highlight potential risks and challenges that were encountered. By understanding these issues, the project team can proactively plan and implement risk mitigation strategies during the initiation phase.
  2. Process Improvement: Reviewing lessons learned helps identify areas where processes can be improved. This can lead to the development of more efficient and effective project management processes for the current project.
  3. Avoiding Repetition of Mistakes: Knowledge of past mistakes can prevent the repetition of errors. By considering lessons learned, the project team can avoid pitfalls and make informed decisions that lead to better project outcomes.
  4. Resource Allocation: Understanding how resources were allocated in previous projects provides insights into resource management. This knowledge can be applied to optimize resource allocation and utilization during the initiation phase.
  5. Stakeholder Management: Lessons learned often include information about stakeholder relationships and communication strategies. This knowledge can guide the project team in identifying and engaging stakeholders effectively during the initiation of the current project.
  6. Setting Realistic Expectations: Insights from previous projects can help in setting realistic expectations for the current project. Understanding what worked well and what didn’t allows for more accurate planning and goal-setting during the initiation phase.
  7. Project Planning: Lessons learned can inform the development of the project plan. Understanding the timeframes, milestones, and dependencies that impacted previous projects can contribute to more accurate and achievable project planning.
  8. Continuous Improvement: Embracing a culture of continuous improvement is a key principle in project management. Lessons learned contribute to this process by providing feedback that can be used to enhance project management methodologies and practices.

The activities can be iterative, until an acceptable solution and plan is developed and can be further iterated in subsequent phases of the project.

Iteration is a fundamental concept in project management, and it can be particularly prominent during the project initiation phase. The initiation phase often involves a series of iterations and refinements until an acceptable solution and plan are developed.Iterative approaches in project initiation acknowledge the dynamic nature of projects and the need to adapt as more information becomes available. This iterative mindset often extends into subsequent phases of the project, allowing for continuous improvement and optimization throughout the project life cycle. Here’s how this iterative process may unfold:

  1. Gathering Information: Initially, project managers collect information about the project, its objectives, and the organizational environment. This may involve discussions with stakeholders, reviewing historical data, and conducting initial assessments.
  2. Drafting Project Charter: The project charter is usually a working document during the early stages of initiation. It may go through several drafts as more information becomes available and stakeholders provide input. Each iteration refines the document until it accurately represents the project’s goals and objectives.
  3. Feasibility Study and Risk Assessment: The feasibility study and risk assessment are iterative processes. As more information is gathered, the team may need to revisit and adjust their assessments. This ensures that the project’s feasibility and potential risks are thoroughly understood.
  4. Stakeholder Engagement: Identifying and engaging stakeholders is an ongoing process. Stakeholder lists may be refined as new stakeholders are identified, and their needs and expectations are clarified through communication and feedback.
  5. Project Team Formation: The composition of the project team may evolve during the initiation phase. As project requirements become clearer, the team may need to be adjusted to ensure that it has the necessary skills and expertise.
  6. High-Level Project Plan: The high-level project plan is developed iteratively. As more details emerge, milestones and timelines may be adjusted. The plan is refined to reflect a more accurate representation of the project’s scope and requirements.
  7. Approval and Authorization: The project charter and other initiation documents may go through multiple reviews and revisions before receiving final approval and authorization to proceed. This iterative process ensures that all stakeholders are aligned and supportive of the project.
  8. Continuous Improvement: Lessons learned from previous projects and ongoing feedback are used to continuously improve the initiation process. This may involve refining templates, updating processes, and incorporating best practices.

“Initiating a project” can also be referred to as “starting a project” or “project initiation”.

“Initiating a project” is often used interchangeably with “starting a project” or simply “project initiation.” These terms all refer to the initial phase in the project life cycle where the project is officially authorized, its objectives are defined, and the groundwork is laid for subsequent planning and execution.

  • Initiating a Project: This phrase specifically emphasizes the formal beginning or commencement of the project. It involves activities such as developing the project charter, identifying stakeholders, and obtaining approval to proceed.
  • Starting a Project: “Starting a project” is a more straightforward and common expression. It implies the initiation phase where the project is kicked off, and the initial steps are taken to define its purpose, scope, and objectives.
  • Project Initiation: This term directly refers to the initiation phase of a project. It encompasses all the activities involved in formally launching the project, from defining its goals to assembling the project team and obtaining the necessary approvals.

These terms are often used interchangeably in project management literature, discussions, and documentation. They all convey the idea of laying the foundation for a project, ensuring that it is well-defined, justifiable, and aligned with organizational objectives before moving into the planning and execution phases.


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