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Project Management

Learning objectives:

· Learn the key stages of project development and implementation

· Understand the producers involved in each stage of a project

1.1 Introduction

The Project Life Cycle consists of 4 main stages; these are initiation, plan, execution and closeout. The planning and execution stages are monitored and controlled by the project managers. The project manager and project team have one common goal: to carry out the work of the project with the purpose of meeting the project’s aims. Every project has a beginning, a middle period during which activities move the project toward completion, and an ending (either successful or unsuccessful).

Figure 1. Project management phases

1.2 Project management phases

1.2.1 Project initiation

The project initiation stage is the first phase in the Project Life Cycle and involves starting up the project, a business case, feasibility study, terms of reference, appointing the team and setting up a Project Office. A project is initiated by defining its purpose and scope, the justification for initiating it and the solution to be implemented. Recruiting a skilled project team, setting up a Project Office and performing an end of Phase Review are also necessary in the first phase of the project life Cycle.

Figure 2. Project initiation activities

1.2.2 Project Planning

The project initiation phase is followed by the project planning phase. This involves creating a suite of planning documents to help guide the team throughout the project delivery. The planning phase involves completing the following key steps:

Figure 3. Project planning activities

· Resource Plan: to identify the staffing, equipment and materials needed

· Financial Plan: to quantify the financial expenditure required

· Quality Plan: to set quality targets and specify quality control methods

· Risk Plan: to identify risks and plan actions needed to minimise them

· Acceptance Plan: to specify criteria for accepting deliverables

Finally, a phase review is carried out to assess the deliverables produced to date and approve the start of the project execution phase. During the project execution phase the project team produces the deliverables while the project manager monitors and controls the project delivery by undertaking:

· Time Management: tracking and recording time spent on tasks against the Project Plan

· Cost Management: identifying and recording costs against the project budget

· Quality Management: reviewing the quality of the deliverables and management processes

· Change Management: reviewing and implementing requests for changes to the project

· Risk Management: assessing the level of project risk and taking action to minimize it

· Issue Management: identifying and resolving project issues

· Acceptance Management: identifying the completion of deliverables and gaining the customers’ acceptance (if applicable)

· Communications Management: keeping stakeholders informed of project progress, risks and issues

1.2.3 Project Execution

With a clear definition of the project and a suite of detailed project plans, the execution plan can be initiated.

While each deliverable is being constructed, a number of management processes take place to monitor and control the deliverables being output by the project. These include managing time, cost, quality, change, risks, issues, suppliers, customers and communication.

Once all the deliverables have been produced, the project is ready for closure.

Figure 3. Project execution activities

1.2 4 Project Closure

The project closure phase involves releasing the final deliverables, handing over project documentation and/ or results to the business or public, terminating supplier contracts, releasing project resources and communicating project closure to all stakeholders. The last remaining step

is to undertake a post implementation review, to identify the level of project success and note any lessons learned for future projects.

In order to assess the level of project success, an assessment is made of the level of conformity to the management processes outlined in the quality plan. These results, as well as a list of the key achievements and learning outcomes, are documented within a post implementation review and presented to the customer and/or project sponsor for approval.

References

Westland, J. (2006). The project management life cycle. ISBN, 749445556, 5-37.

Additional Reading