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Project Life Cycle
Project Life Cycle
Every charitable project follows a journey — from the first spark of an idea to the final review of its impact. By applying structure through PRINCE2®, we make sure projects are well-planned, efficiently delivered, and capable of creating lasting benefits for communities.
Getting Started
Getting Started
Idea Shared (Project Brief)
The journey begins with defining the purpose, goals, and constraints of the project. This ensures everyone understands why the initiative matters.
Project Authorized (Project Mandate)
The project is formally approved and given a clear mandate. This sets boundaries, assigns accountability, and ensures resources are committed.
Planning
Planning
Why and How Defined (Business Case + PID)
We outline the reason for the project, expected benefits, and how success will be achieved. This step gives the project its foundation and direction.
Plan Each Step (Stage Plans)
The project is broken down into manageable stages with defined deliverables, budgets, and timelines. This helps control progress and manage risks.
Delivery
Delivery
Gather Team (Mobilize Resources)
Volunteers, partners, and resources are aligned and briefed, ensuring the right people and tools are in place to begin the work.
Do the Work (Deliver in Stages)
The project is carried out step by step, with each stage completed and reviewed before moving forward. This keeps delivery controlled and adaptable.
Track and Share (Monitor & Report)
Regular updates are provided to sponsors, donors, and volunteers. Progress, risks, and results are made transparent to build trust and accountability.
Closing
Closing
Finish Work (Handover & Closure)
Final deliverables are handed over, knowledge is transferred, and the project is officially closed. This ensures a smooth transition beyond the project team.
Check Results (Benefits Review)
We measure whether the intended benefits were achieved, comparing outcomes to original baselines and targets.
Learn Lessons (Capture & Improve)
The final step captures lessons learned so future projects can be even more effective, building continuous improvement into the process.
Project Management Lifecycle
Project Management Lifecycle
This flowchart shows the full journey of a project, from the initial idea through structured delivery and on to benefits realization. It highlights the iterative nature of delivery with stage gates, ensuring progress is reviewed and approved before continuing. Finally, it closes with measuring impact and capturing lessons to improve future blueprints. The lifecycle emphasizes both control and learning.
Project Governance Structure
Project Governance Structure
This chart illustrates how roles and responsibilities are organized within a charitable project using the PRINCE2® model. At the top sits the Project Board, which provides strategic oversight and ensures the project remains aligned with its purpose and expected benefits.
The Board is made up of three key roles:
- The Project Sponsor/Executive, who represents the founder and holds ultimate accountability;
- The Senior User, who represents the beneficiaries and ensures their needs are met;
- The Senior Supplier, who represents the delivery partners and brings in the technical expertise and resources required.
The Project Manager (Awaan) reports to the Board and is responsible for day-to-day management, ensuring that plans are followed, risks are managed, and progress is communicated clearly. Supporting the Project Manager are Team Leads and Volunteers, who deliver the actual work, and Delivery Partners or Suppliers, who provide specialized inputs or services. Donors, community members, and other stakeholders are kept engaged and informed throughout, ensuring transparency and accountability.
This structure ensures that strategic direction remains with the Board while operational control rests with the Project Manager, creating both accountability and efficiency. It balances governance with delivery, ensuring charitable projects are well-managed, impactful, and true to their mission.
ROLE HIERARCHY: governance & delivery relationships
ROLE HIERARCHY: governance & delivery relationships
This diagram illustrates the structure of people involved in a project. At the top sits the sponsor and project board, who provide direction and oversight. Below them, the project manager coordinates specialist leads, who in turn guide delivery teams, volunteers, and partners. External stakeholders like donors and beneficiaries remain connected throughout. The map makes clear how responsibility and communication flow.
RACI Matrix for Charitable Project Governance
RACI Matrix for Charitable Project Governance
This RACI matrix clarifies who is Responsible, Accountable, Consulted, and Informed at each stage of the project life cycle. It ensures that every activity — from drafting the Project Brief to conducting the Benefits Review — has clear ownership and oversight.
Responsible: The person or team who carries out the work.
Accountable: The role ultimately answerable for decisions and outcomes.
Consulted: Individuals whose input is sought before decisions are made.
Informed: Stakeholders who must be kept updated on progress and results.
By using this table, project teams and boards avoid confusion, duplication, or gaps in responsibility. Charities can share it with donors, volunteers, and delivery partners to demonstrate transparency and governance. During planning, each role can confirm and agree on their part, and throughout delivery the matrix acts as a quick reference guide to keep accountability visible and consistent.
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