1.

Parts of Project cycle

Project Cycle is generally divided into 4 major parts or phases known as initiation
phase, planning phase, execution phase and closing phase.

I. Initiation Phase – In this phase the project objective or need is identified such
as business issues and opportunities. A response to the need is established and
documented as well as the solution options. Feasibility study is conducted to
determine whether the solution options address the problems objective and
final recommended solution is determined. Once the recommended solution is
approved, a project is initiated to deliver the approved solution and a project
manager is appointed. The major deliverables and the participating work
groups are identified, and the project team begins to take shape. Approval is
then sought by the project manager to move onto the detailed planning phase.

II. Planning Phase – Initiation phase is followed by planning phase in which the
solution is further developed into a more detailed plan. In this phase the
development team identifies the work activities to be done for the completion
of the project. In addition project’s duration and the project’s resource
requirements are identified together with the strategy of producing them. This
is also known as scope managements. A project plan is created by outlining
the activities, tasks, dependencies and timeframes. Preparation of project
budgets by providing cost estimates for manpower, equipment and material.
All the fundamentals components of project plans, planning process and
quality measures are completed and ready to be executed.

III. Implementation Phase – This phase is also known as the execution phase of
the project. In this phase the project plan is put into motion and the list of
work activities are performed. The progress is continuously monitored and
appropriate adjustments are recorded as variances. During this phase people
are carrying out the task and progress information is being reported through
regular staff meetings. It was the actual construction and development of the
project where in quality is controlled and monitored. In addition the project
sponsors and key stakeholders should be informed about the status of the
project. Once all the activities and the deliverables have been produced and
accomplished it will be followed by stakeholders’ acceptance and projects
closure.

IV. Closing Phase – Closing phase is the final or completion phase of the project
where the emphasis is on releasing the deliverables to the customers.
Documents regarding with the project’s handover are established as well as
the termination of supplier, manpower and equipment contracts. In this phase
 a lessons-learned studies and analysis is conducted in order to improve the
quality of work for succeeding projects.

2. What are the documents that cover each stages of project cycle.

Initiation Phase:
 Project feasibility study
 Budget model checklist
 Business case with Return of investment (ROI)
 Project purpose or justification and description
 Project deliverables and requirements
 Summary of milestones
 Organizational, environmental and external assumption and constraints
 Project management methodologies or quasi-methodology documents
 Contractor contract agreement document

Planning Phase
 Project general plan (designs, specification and methodology)
 Project bidding documents
 Project network diagram
 Project organization
 Project schedule
 Resource plan
 Financial and procurement plan
 Quality Management plan
 Risk plan
 Performance metrics
 Communication plan

Execution Phase
 Project implementation handbook
 Monitoring reports
 Time and scheduling documents (CPM, Schedule Crashing, fast
tracking reports)
 Meeting correspondence and minutes
 Safety management reports
 Material procurement inventory
 Variation order & time extension documents
 Construction bulletin
 Work progress reports
 Project accomplishment reports
 Closing phase
 Final project report (composed of evaluation of objectives, project
accomplishment outline, project accounting, recommendations for
future project and final work product or deliverables)
 Lessons-learned reports and evaluation reports
 Financial document reports
 Project acceptance criteria

3. What are project bidding documents?

For construction project bidding documents are all the papers needed to completely
describe work activities to contractors and suppliers for the preparation of proposals
or bids for the client’s consideration. These are the documents needed in establishing
different bodies that will take or execute the project. Project bidding documents
generally composed of the following:
 Invitation to bid
 Bidding process or instruction to bidders
 Bid forms
 Forms of contract agreement
 Forms of bonds
 Condition of contract
 Project specifications, drawings and plans
 Bill of quantities

4. What are project implementation documents?

Project implementation documents are files needed for the actual execution of the
project such as the project implementation handbook. This document contains the
methodologies to be applied for the completion of the project as well as construction
and installation. In addition documents such as procurement process, project
implementation structure, progress reporting & monitoring, inventory and variation
reports are also need in the implementation process of the project

5. What are the post construction documents?

Post construction documents serves as record documents of the project as well as the
summary of overall documents processed during the execution of the project. This
document include as built drawings, all the RFI, RFA and other document and plan
changes conducted as well as post construction and preoccupation inspections. In
addition final project and financial reports are included in this document.