Project Planning and Management: What Is A Project?

Project Planning and
Management
Lecture 2
What is a Project?
1
Learning Objectives
At the end of this lecture students should be able to:

1. Define a project and identify its
characteristics
1. Explain why projects come up
2. Identify and explain project success and failure factors
3. Differentiate between projects, operations and
programmes
4. Understand the project life cycle
5. Identify the major project key players
2
What is a Project?
Aproject is a temporary endevour undertaken to create a unique product, service or result within a
specified time and budget (A Guide to PMBOK)
A project is a sequence of connected activities that are conducted over a defined and limited period of
time and are targeted towards generating a unique but well defined outcome
Projects are temporary in nature, have definite start end end dates, result in the creation of a unique
product or service and are completed when their goals and objectives have been met and signed off
by the stakeholders (PMP Study Guide)
A project is a temporary assignment relative to he life of the organisation – lasting only until the project‘s
stated objectives are achieved.It involves a one-time goal, produces a unique product or outcome and
has a defined start and finish dates. (Tim Pyron- Using Ms Project 2003)
A project is a temporary endeavor undertaken to create a unique product, service, or result. The
temporary nature of projects indicates that a project has a definite beginning and end (Mamdouh
Tello -PMP)
Project Characteristics
• Has a specific objective that must be achieved
• Is a one time event, not routine or repetitive.
• Is unique: no two projects are exactly the same.
• Has a limited time span (Temporary), with a begining and an end, a deadline for
completion.
• Develops in steps and continuing by increments (Progressive Elaboration)
• Projects are change agents – the purpose of any project is to solve problems and
move from the current undesirable situation to a desirable state.
• A Project is completed when its goals are achieved or when the project is no
longer viable.
• Projects have defined outcomes
• Must be capable of being planned and controlled- costs, time and quality
control.
• Conflict- among project team members
4
Projects vs Program
• Projects especially large ones are some times referred to as
programs.
• A program is a group of interrelated projects managed in a
coordinated way.
• Programs may also be viewed as a series of projects that occur on
regular basis and that span a number of years, but eventually come
to an end
• Programs often include an element of on-going activity or
permanence although they theoretically have an end.
• Kim Heldman (PMP) says that Programs are groups of related
projects that are managed using the same techniques in a
coordinated fashion.
5
Projects vs Operations
• The work of organizations can be categorized as either operations or projects, although

the two may overlap.
• Projects create a different management environment compared to operations-based

activities.
• Operations are normally routine and repetitive.
6
Operations Projects
Stable teams. Roles and Temporary teams .

relationships are stable and well Roles not ermanent
understood, having developed
and adjusted over lengthy
periods.
Tasks are repetitive or Projects are unique and require

substantially similar. variable effort through their life
cycle.
Tasks are on going, creating a Projects are finite, having

lasting stable environment. specific time constraints.
The work places are bounded by Informal relationships.

traditional hierarchies, lines of Shared resources
authority, and centralized
control.
Operations bring about Projects bring about

improvements by evolution revolutionary improvements.
How do projects come about?
Needs and demands:
• Market demand
• Business need
• Customer request
• Technological advance
• Legal requirements
• Social need
Success or Failure of projects
The success or failure of any project is frequently

decided by customers. It is they who confirm that
the end product or service is sufficient for their
needs or requirements.
Indicators of Successful Projects
 Completed within budgeted time

 Completed within budget
 Meet project goals and objectives(Scope)
 Meet the client satisfaction (Quality)
Success Factors in Projects
7 Major Factors found in successful projects.
Executive Management Support
 User Involvement
 Stakeholders involvement
 Clear Statement of Requirements
 Proper Planning
 Realistic and Clear Expectations/Objectives
 Experienced Project Manager
 Minimized Scope
It is not that these alone will guarantee a project success, but if they are properly
done, a project will have a much higher probability of success. (Johnson’s Report
-2000 )
Challenges or “Failures” of projects
Top ten major factors found in Challenged or “Failed” Projects
 Lack of user involvement

Incomplete Requirements
 Lack of Resources
 Unrealistic Expectations
 Lack of Executive Support
 Changing Requirements and Specifications
 Lack of Planning
 Lack of involving stakeholders
 Didn’t Need it Any Longer
 Lack of IT management
 Technical Incompetence
With the above a project could still be completed but with over budget, over time,
or not containing all functions and features originally required. (Standish
Report)
Project Phases
• projects are usually divided into different phases to improve

management and control
• Collectively, the project phases are called the project life cycle
Project Life Cycle

– A collection of generally sequential project phases whose name
and number are determined by the needs of the organizations
Project Phases
– Improve monitoring and control
– Ensure proper definition of the project
– Focus on deliverables
– Control project progression
13
Project Cycle
• Defines the beginning and the end of a project
• Defines what technical work should be done in each phase
14
Project Cycle
Project Inception and
feasibility Phase
(INITIATION)

Project Termination Design Phase (PLANNING)
Phase (CLOSE)
Project
Implementation Phase
(EXECUTION)
Project Inception and Feasibility Phase
 Problem identification, analysis
 Idenfification of objectives,
outputs, outcomes
Project Inception and  Identify various options

Feasibility Phase (Initiation)
 Cost and time estimation
 Conduct feasibility study
 Implementation decision
 Identification of stakeholders
Project Planning and Design Phase
 Refine objectives and outcomes
 Detailed activity planning

Design Phase
 Refine costs and timing
(Planning)
of activities
 Design project organisation

structure
 Prepare detailed proposal

Project Implementation Phase
 Recruitment, procurement,
contract management.
Project  Activity implementation

Implementation
Phase (Execution)  Delivery of outputs
and outcomes
 Cost, time and performance

monitoring
Project Termination Phase
 Project evaluation
Project Team disbandment
Project Types of Project Endings:
Termination • Addition
Phase (Close) • Starvation
• Integration
• Extinction

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Project Planning and

At the end of this lecture students should be able to:

• The work of organizations can be categorized as either operations or projects, although

• Projects create a different management environment compared to operations-based

• Operations are normally routine and repetitive.

Stable teams. Roles and Temporary teams .

Tasks are repetitive or Projects are unique and require

Tasks are on going, creating a Projects are finite, having

The work places are bounded by Informal relationships.

Operations bring about Projects bring about

The success or failure of any project is frequently

 Completed within budgeted time

 Lack of user involvement

• projects are usually divided into different phases to improve

Project Life Cycle

• Defines the beginning and the end of a project

• Defines what technical work should be done in each phase

Project Planning and

 Problem identification, analysis

Project Inception and  Identify various options

 Conduct feasibility study

 Refine objectives and outcomes

 Detailed activity planning

 Design project organisation

 Prepare detailed proposal

Project  Activity implementation

 Cost, time and performance

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