Project Management

What is a project?

A project is a temporary endeavor undertaken to create a unique product, service, or result by a group of people with specific knowledge or skills to achieve the required goal.

The temporary nature of projects is indicated by the definite start and end dates, a specified scope and budget.

The end of a project is reached when the project’s objectives have been achieved or met, if the project is terminated because it’s objectives can no longer be met or are no longer valid, or when any conditions have changed so that the need for the project no longer exists.

The project has been successfully completed when the objective or scope has been achieved or completed within the allocated budget and timeframe.

What is Project Management?

It is the application of knowledge, specific skills and techniques to execute projects effectively, efficiently, on target and within budget. It’s a strategic competency that enables people or organizations to link their personal or business goals directly to project results.

The Project management process falls into five categories:

• Initiating
• Planning
• Executing
• Monitoring and Controlling
• Closing

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The Detailed Project Process

Initiating

1. Develop a business case
2. Create a Feasibility Study
3. Develop the Project Charter
4. Select a Team
5. Setup a Project Office (depending on the project size or scope)
6. Perform a Phase Review

Planning

1. Create the Project Plan
2. Create a Resource Plan
3. Create a Financial Plan
4. Create a Quality Plan
5. Create a Risk Plan
6. Create a Acceptance Plan
7. Create a Communications Plan
8. Create a Procurement Plan
9. Contract the Suppliers
10. Perform a Phase Review

Executing

1. Create/Develop deliverables

Monitoring and Control

1. Time Management
   • Put in place a process for recording time within projects
   • Use Timesheets to monitor the time spent by staff
   • Identify and resolve time management issues
   • Keep your Project Plan up-to-date at all times
2. Cost Management
   • Identify each of the costs within your project
   • Ensure that expenses are approved before purchasing
   • Keep a central record of all costs incurred
   • Control the overall cost of your project
3. Quality Management
   • Set Quality Targets to be met by your team
   • Define how those quality targets will be measured
   • Take the actions needed to measure quality
   • Identify quality issues and improvements
   • Report on the overall level of quality achieved
4. Change Management
   • Identify requests for change
   • Confirm the feasibility of each change
   • Control the way that change is undertaken
   • Manage the approval of change
5. Risk Management
   • Identify critical and non-critical risks
   • Document each risk in depth by completing Risk Forms
   • Log all risks and notify management of their severity
   • Take action to reduce the likelihood of risks occurring
   • Reduce the impact on your business, should risk eventuate
6. Issue Management
   • Identify and record issues clearly
   • Use Issue Forms to document issues properly
   • Determine the impact of each issue
   • Prioritize issues and report on their status
   • Review all issues and decide on a course of action
   • Take the steps needed to resolve issues quickly
7. Procurement Management
   • Identify the goods and services to procure
   • Complete Purchase Orders and issue to suppliers
   • Agree on delivery timeframes and methods
   • Receive goods and services from suppliers
   • Review and accept the items procured
   • Approve supplier payments
8. Acceptance Management
   • Perform proper user acceptance testing
   • Use acceptance forms to document the results
   • Request your customer’s final acceptance
   • Communicate the acceptance testing results
9. Communications Management
   • Identify the messages that need to be sent
   • Determine your target audience for communication
   • Decide on your message format and timing
   • Draft your message and gain approval where required
   • Communicate your message, through communications events
   • Gather feedback and improve your communication processes
   • Perform a Phase Review
   • Project is currently delivering to schedule
   • Budget allocated was sufficient at this point
   • Deliverables have been produced and approved
   • Risks have been controlled and mitigated
   • Issues were identified and resolved
   • Changes were properly managed
   • Project is on track

Closing

1. Perform Project Closure Report
   • Identifying the project completion criteria
   • Listing any outstanding activities or deliverables
   • Creating a plan for passing deliverables to your customer
   • Planning the handover of project documentation
   • Closing supplier contracts and agreements
   • Releasing projects resources to the business
   • Communicating the closure of the project
2. Review Project Completion Criteria
   • Measuring the benefits and objectives
   • Deciding whether the project was within scope
   • Assessing the final deliverables produced
   • Reviewing the project against schedule
   • Comparing the expenditure against budget
   • Stating the final outcome of the project
   • Identify the key project achievements and milestones
   • Document any lessons learned for future projects
   • Communicate its success to stakeholders