Chapter 15: Project Management

Introduction:
 Project management is about applying a process to enable the completion of a project on
time and within budget.
 It can be broken down into 5 stages including:
o Initiation
o Planning
o Execution and monitoring
o Closing stage

1. Stages of the project life cycle:

 Every project is managed such that the deadlines are met and resources are available when
needed and everybody is aware of their role.
 Resources are the people, equipment, facilities, or funding required to complete and project.

 Project Initiation:
o It’s the 1st stage of the project life cycle, here the initial ideas for the project are
identified and goals are set.
o Key stakeholders are identified and decisions are made whether or not the project is
worthy by conducting a feasibility test.
o The feasibility test will determine whether or not the project is of benefit to the
organisation based on resources, time, and finance.
o Requirements are identified such that all the stakeholders are aware of the
expectations and needs of the project.
o Objectives of the project, its scope, risks, approximate budget and
approximate timescales will be defined and agreed with all stakeholders.
o An estimate of the resources will be made and a high-level schedule will be
made which identifies the proposed dates for the completion of different
aspects of the project and the whole project.
o A project brief, Project Initiation Document (PID), or initial Statement of Work
(SoW) is generated.
o The project initiation stage is completed, and a phase review is conducted.
o The review ensures that all initiation aspects are finished.
o It also verifies that all stakeholders comprehend and concur with the project
brief.
 A project brief, Project Initiation Document (PID), and initial Statement of Work (SoW) are
documents used in project management to define and initiate a project. Here's how they are
typically defined:

o Project Brief:
 Definition: A project brief is a concise document that outlines the essential
elements of a project, such as its objectives, scope, stakeholders, and initial
requirements.
 Purpose: The project brief provides a high-level overview of the project to
ensure that all stakeholders have a common understanding of its goals and
initial details.
 Scope: It may include information on the project's background, purpose, key
deliverables, timelines, and the names of key stakeholders. However, it is -
generally brief and high-level.
o Project Initiation Document (PID):
 Definition: A PID is a comprehensive and structured document that serves as
a foundation for the project. It includes detailed information about project
objectives, scope, roles, responsibilities, risks, and governance.
 Purpose: The PID is used to ensure that the project is well-understood,
properly planned, and can proceed with a clear structure. It's a formal and
comprehensive project initiation document.
 Scope: The PID typically covers project objectives, scope, deliverables, risk
management, budget, timelines, quality standards, roles and responsibilities,
and other crucial project details.

o Initial Statement of Work (SoW):

 Definition: An initial Statement of Work (SoW) is a document that outlines the
specific tasks, responsibilities, and deliverables of a project. It defines the
work to be done and sets the expectations for the project.
 Purpose: The SoW is used to establish a clear understanding between the
project team and the client or stakeholders regarding the work that will be
performed, the quality of work, timelines, and costs.
 Scope: The SoW typically includes project objectives, a detailed description
of work, acceptance criteria, deliverables, schedules, resource requirements,
and any terms and conditions related to the project.

In summary, while all three documents serve the purpose of initiating a project, they differ in
terms of depth and scope. The project brief is a high-level summary, the PID is a
comprehensive and structured document, and the SoW is a detailed description of the work to
be performed. The choice of which document to use depends on the complexity and
requirements of the project.

 Project Planning:
o Importance of Preparation: Project planning is essential to ensure the project's
success. Failing to plan is akin to preparing to fail.
o Clear Responsibilities: A well-planned project defines the responsibilities of all
stakeholders throughout all stages.
o Budget and Timescales: Project planning includes creating a comprehensive budget
and specifying timescales for project progression.
o Milestones: Milestones are set to mark when specific aspects of the project should be
completed.
 o Task Identification and Prioritization: Tasks between milestones are identified and
prioritized.
o Gantt Chart: A Gantt chart is used to display the sequence and timing of tasks.
o Resource Allocation: Resources, including personnel, are allocated in a coordinated
manner to ensure they are available when needed.
o Effective Time Allocation: Proper time allocation for each task and resource is crucial
to meet deadlines and prevent overuse of resources.
o Phase Review: A phase review is conducted at the end of the planning phase to
ensure that the plan is achievable and aligns with the project's objectives.

 Project Execution:
o Execution: The execution phase is the developmental stage of the project.
o Project Commencement: Project execution begins after all plans are in place and the
start date arrives.
o Adherence to Plan: Strict adherence to the project plan is essential to ensure that
resources are utilized at the right times.
o Task Dependencies: Delays in one task can impact subsequent tasks, highlighting
the importance of following the plan.
o Communication and Responsibilities: The project manager communicates roles and
responsibilities to team members and sets interim targets for each member within the
overall plan's timescales.
o Execution Phase Review: At the end of the execution phase, a review is conducted to
assess what went wrong and to identify examples of good practices.

o Review Questions: The review covers aspects like whether the project schedule was
maintained, if it stayed within budget, if resources were available as needed, and if
the project met its original requirements.

 Project Monitoring and Control:

o Ongoing Monitoring: During project execution, the project manager continuously
monitors progress and activities.
o Task Management: The project manager is responsible for ensuring tasks are
completed on time and rescheduling when necessary due to delays.
o Team Performance: Team member performance is monitored to ensure they are
fulfilling their assigned roles effectively.
o Financial Oversight: Expenditure is closely monitored and compared to the budget to
prevent overspending.
o Scope Control: Project scope is closely watched to ensure it remains within its
predefined boundaries.
o Objective Review: Project objectives are regularly reviewed to confirm they align with
the original goals.
o Project Review Meetings: Regular project review meetings involve key stakeholders
to discuss project progress and any necessary adjustments to the plan.
o Iteration: The project plan may need periodic adjustments, leading to an iterative
cycle between the execution, monitoring and control, and planning phases to ensure
project success.

 Project Close:
o Handover: When the project is ready to conclude, there is a handover from the
project team to the client.
 o Contract Terminations: Contracts may be terminated, leading to potential
redeployment or job search for some team members.
o Resource Release: Resources assigned to the project are released for other
purposes.
o Project Review: A review of the project occurs between the client and the project
management team, where requirements are evaluated, and successes are
acknowledged.
o Client Sign-Off: The client is expected to formally sign off on the project, confirming its
completion and closure.
o Project Closure: The project is considered officially closed when all objectives have
been met, and there is no further work to be carried out.

2. Project Management Software:

