Project

Management

ProjectMgmt//ITM601//mto//2021//
Learning Objective
01. Understand what is project, project management, its
importance and why it fails.
02. Understand the five phases of the project management life
cycle as well as project management methodologies.
03. Describe the activities of the five phases of the project
management life cycle.
04. Explain the role of the triple constraint in project
management.
05. Describe IT Project Management and its Lifecycle.

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Project Management

Project
➢ is defined as a temporary endeavor undertaken
in order to design or to create a unique product,
service, or result.

➢ A group of multiple interdependent activities that require people and

resources. It has a definite start and end data and specific set of criteria
that define successful completion.
Project Management

A project has these characteristics.

✓ Clearly defined scope, deliverables, and results
✓ An estimated time frame or schedule that is subject to a
high degree of uncertainty
✓ An estimated budget that is subject to a high degree of
uncertainty
✓ Tasks that may compete or conflict with other business
activities, which makes planning and scheduling difficult
✓ Risky but with a high profit potential or benefits

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Project Management

Project Management
➢ is the process of leading the work of a team to achieve goals and
meet success criteria at a specified time. (Wikipedia)

➢ Project management is the application of knowledge, skills, tools,

and techniques to project activities to meet project requirements.

➢ Project management can be defined as the planning, organizing,

directing and controlling of company resources for a relatively
short-term objective that has been established to complete specific
goals and objectives.
Project Management

Why Is Project Management Important?

❖ Strategic Alignment
❖ Leadership
❖ Clear Focus and Objectives
❖ Realistic Project Planning
❖ Quality Control
❖ Risk Management
❖ Orderly Process
❖ Continuous Oversight
❖ Subject Matter Expertise
❖ Managing and Learning from Success and Failure

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Project Management

Five Phases
of Project
Management
Life Cycle.
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Five Phases of the Project Management Life Cycle.

Initiating Phase
▪ The initiating phase encompasses all the steps you must take before a
project is approved and any planning begins.
▪ The point of this phase is to determine the vision for your project,
document what you hope to accomplish, and secure approvals from a
sanctioning stakeholder.
▪ You should be able to answer two questions:
o why are you doing this project?
o what is the business value you expect to deliver?
▪ The initiating phase of the project life cycle consists of just two
separate processes:
o the project charter
o stakeholder register
Five Phases of the Project Management Life Cycle.

Planning Phase
▪ The planning phase process group is where you build the project
infrastructure that will enable you to achieve your goal within your
predetermined time and budget constraints.
▪ The project planning phase is key to setting the roadmap—your blueprint
for success - for your team to follow to reach your intended project
outcome.
▪ This phase involves;
o Creating a project task list organized by phase
o Create your timeline
o Consider Available Resources
o Estimate Project Cost
o Assess Potential Risk

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Five Phases of the Project Management Life Cycle.

Executing Phase
▪ The executing phase is where the rubber hits the road—where most of the
budget is allocated and most of the project deliverables are produced.
▪ The executing phase often includes team development, stakeholder
engagement, and quality assurance activities, either on a formal or informal
basis.
▪ This is where all the work you’ve put into planning the project will be
executed, communicate with stakeholders on progress, and orchestrate
status meetings and reports.
o Types of Project Meetings
• Project Kick-Off Meeting
• Stand-Up or Scrum Meeting
• Status or Progress Meeting
Five Phases of the Project Management Life Cycle.

Monitoring and Controlling Phase

▪ The monitoring and controlling phase involves keeping an eye on the actual
progress of the project against your plan and taking corrective action
where necessary.
▪ This phase includes tracking, reviewing, and managing the progress and
performance of the project along with managing any necessary changes.
▪ The following are the five key factors that you should be monitoring, along
with helpful resources and templates, to ensure that you stay ahead of all
the details.
o Identify and Mitigate Risk Early
o Track Key Performance Indicators
o Manage Documentation
o Know Status
o Control Scope Creep*

*Scope creep is the piling up of small changes that by themselves are manageable but in
aggregate are significant.
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Five Phases of the Project Management Life Cycle.

Closing Phase
▪ The closing phase is the final phase of the project life cycle includes just one
solitary process, and it’s more than simply checking off the project as done.
▪ It’s essential to formally close the project and secure a sign-off or approval
from the customer, stakeholders, and/or project sponsor.
▪ Final deliverables are handed over at this time, vendors who were hired for
project-specific work are terminated, and valuable team members are
recognized.
▪ Closure of the project also requires that the project manager, with the help of
the project team, conducts a Post mortem of the project to identify the things
that went right and the things went wrong.

**Post mortem is a method for evaluating project performance, identifying

lessons learned, and making recommendations for future projects.
Project Management

THE TRIPLE CONSTRAINT

➢ is the combination of the three most significant elements of any project:
scope, time and cost. It is also known as the iron triangle.
➢ The triple constraint refers to three core knowledge areas that must be
managed effectively for successful completion and closure of any
project.

-> is the estimation of the -> duration of a project extends

amount of money that will from the start date of the first task
be required to complete to the finish date of the last task.
the project.

-> specification of what the

project is supposed to accomplish.
Project Management Methodologies

Project Management Methodologies

➢ A project management methodology is a set of principles and practices that guide
you in organizing your projects to ensure their optimum performance.

➢ Basically, it’s a framework that helps you to manage your project in the best way
possible.

➢ The following are the most popular project management methodologies.

1. Waterfall
2. Agile
3. Hybrid
4. Scrum
5. Kanban
6. Lean
7. Critical Path Method
Project Management Methodologies

Waterfall Methodology
➢ The Waterfall method is a traditional approach to project management. In it,
tasks and phases are completed in a linear, sequential manner, and each stage of
the project must be completed before the next begins.
➢ The stages of Waterfall project management
generally follow this sequence: Advantage Disadvantage Best For:
Short, simple
Ease of use Higher risk
projects

Projects with clear

Structure Front-heavy and fixed
requirements

Projects with
changing resources
Documentation that depend on in-
depth
documentation
Project Management Methodology

Agile
Methodology
➢ Agile is best suited for projects that are iterative and incremental. It’s a type of process where
demands and solutions evolve through the collaborative effort of self-organizing and cross-
functional teams and their customers.
➢ Agile method is people-focused and communication-oriented, flexible, speedy, lean,
responsive ,and learning.
➢ It is iterative with small incremental changes that respond to changing requirements.

Advantages Disadvantages Best For

Flexibility and When you don't have a fixed end in mind but have a
No fixed plan
freedom general idea of a product.

Lower risk Collaboration-heavy When the project needs to accommodate quick changes.

If collaboration and communication are your key

strengths (and planning isn't)
Project Management Methodologies

Hybrid Methodology
➢ It is a combination of the Waterfall and Agile
methodologies. It takes the best parts of both Waterfall
and Agile and combines them in a flexible yet structured
approach that can be used across different projects.

➢ The hybrid method retains the clarity and tracking system of

waterfall method, while embracing the adaptability and
flexibility of agile.

Advantages Disadvantages Best For

Increased Requires best-suited for projects that require

flexibility compromise structure as well as flexibility.

medium-sized projects with

More "Best of both
moderately high complexity but fixed
structured worlds"
budgets
Project Management Methodologies

Scrum Methodology
➢ It describes an approach to Agile management with a focus on project teams, short "sprints"
and daily stand-up meetings.
➢ While it borrows the principles and processes from Agile, Scrum has its own specific
methods and tactics for dealing with project management.

➢ The Scrum approach places the project team front and

center of the project. Often, there is no project manager.
Instead, the team is expected to be self-organizing and
self-managing. This makes it ideal for highly focused and
skilled teams, but not so much for others.

Advantages Disadvantages Best For

Scrum best for highly experienced,

Scope creep
"sprints" disciplined and motivated project
teams who can set their own priorities
Fast paced Higher risk and understand project requirements
clearly
developing complex software and
Team- Lack of
have an experienced team at your
focused flexibility
disposal.
Project Management

Kanban Methodology
➢ Kanban is another popular Agile framework that focuses on
early releases with collaborative and self-managing teams.
➢ A concept that was developed on the production line of
Toyota factories in the 1940s
➢ It denotes a framework in which tasks are visually
represented as they progress through columns on a kanban
board. Work is pulled from the predefined backlog on a
continuous basis as the team has capacity and moved
through the columns on the board, with each column
representing a stage of the process.

Advantages Disadvantages Best For

Overcomplicated and Projects that require flexibility and have a level of

Increased flexibility
outdated board complexity or uncertainty.

Reduced waste and

Time cycle of the Lack of Timing a product or service that hasn’t been built by the team.
process
Project Management Methodology

Lean Methodology
➢ Lean is another project management methodology
that has its origins in manufacturing (and specifically
the Toyota Production System).
➢ Lean is a methodology focused on streamlining and
cutting out waste.
➢ The goal is to do more with less — to deliver value to
the customer using less manpower, less money, and
less time.
➢ "Lean" is considered a philosophy of continuous improvement. A lean organization focuses
on increasing customer value, the elimination of waste and optimizing operations.

Advantages Disadvantages Best For

Less Waste and More Focus Time Constraint

Manufacturing, construction, and
Better Motivation Cutting things to fine any other situations where the focal
point is eliminating waste.
More Value for the Customer
Project Management Methodologies

Critical Path Method

➢ The critical path method was developed in the
1950s, wherein it identifies and focus on
critical path which allows to prioritize and
allocate resources to get the most important
work done and reschedule any lower priority
tasks that may be clogging up the team’s
bandwidth.
➢ A critical path is determined by identifying the longest
stretch of dependent activities and measuring the time
required to complete them from start to finish.

Advantages Disadvantages Best For

Scheduling requires best-suited for projects with interdependent parts,

Better Scheduling
experience large-scale and complex.

Manufacturing, science, construction and

Prioritization No flexibility architecture, engineering, but can be adapted to
other industries as well.
Project Management

IT Project Management
➢ is the process of managing the plan, organization, and accountability to
achieve information technology goals.
➢ IT project management includes overseeing projects for software development,
hardware installations, network upgrades, cloud computing and virtualization
rollouts, business analytics and data management projects and implementing IT
services.

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Project Management

ITPM Lifecycle
➢ The ITPM lifecycle includes the five basic phases of project management, but the
main difference for IT project management is how the project lifecycle is managed.
➢ There are three types of project life cycles:
1. Predictive (also known as fully plan-driven) - The entire project is defined
before starting, and each phase is initiated and completed before moving on
to the next phase.
2. Iterative and Incremental - repeats phases, and each iteration completes
the planning, analysis, and design phases with the ability to deliver on a
specific goal at the end of the iteration.
3. Adaptive (also known as change-driven or agile) - the project is split up into
phases or iterations which can be sequential or overlapping however the
detailed scope is only determined ahead of a time for the current iteration
or phase of the project
Project Management

ITPM Lifecycle
➢ Here’s a handy table summarizing the differences between the three types of life cycles.

Topic Predictive Iterative Adaptive (agile)

Sequential, overlapping,
Phases Sequential, overlapping Sequential, overlapping
parallel

High-Level Scope Yes Yes Yes

Only for each phase or

Detailed Scope At beginning of project Only for each phase
iteration

High-Level Planning Yes Yes Yes

At beginning of project Only for each phase or

Detailed Planning Only for each phase
OR rolling wave iteration
Product is not well
Product is well Large and complex
When Used understood, rapidly
understood projects
changing environments
Beginning, when scope
Customer involvement Periodic Continuous
changes, and project end

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Project Management

WHY PROJECTS FAIL

➢ An important part of project management is knowing when to declare an
ongoing project a failure. Sometimes, the only right way to fix a project is to
cancel it.
➢ The following are some of the reason why a project fails.
❖ Poor Preparation
❖ Inadequate Documentation and Tracking
❖ Bad Leadership
❖ Failure to Define Parameters and Enforce Them
❖ Inexperienced Project Managers
❖ Inaccurate Cost Estimations
❖ Little Communication at Every Level of Management
❖ Culture or Ethical Misalignment
❖ Competing Priorities
❖ Disregarding Project Warning Signs

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 Thank You!!!
Stay safe and God Bless! ☺

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