PROJECT

MANAGEMENT
INDEX
What is Project Management?’
Project Management Processes
Project Management Life Cycle Models &
Classification Role of Project Manager
Project Success Criteria.
What is Project Management?
Project Management is the discipline of planning, monitoring,
and controlling software projects, identifying the scope, estimating the work
involved, and creating a project schedule. Along with it is also responsible for
keeping the team up to date on the project’s progress handling issues and discussing
solutions.
The Project Management Process consists of the following 4 stages:
• Feasibility Study
• Project Planning
• Project Execution
• Project Termination
What are the Areas of Project Management?
Project management involves various areas or domains that work
together to ensure a project's success.
Here are some key areas:
• Scope Management: This involves defining and controlling what is
and isn't part of the project. It's like outlining the boundaries of your
project, what you will and won't do.

• Time Management: This is about scheduling tasks and making sure

everything gets done on time. It's like setting the agenda for your
party and making sure each activity happens when it should.

• Cost Management: Managing the project's budget involves

estimating costs, allocating resources, and keeping track of
expenses. It's like planning how much money you'll spend on food,
decorations, and entertainment for your party.
• Quality Management: Ensuring that the project meets the required
standards and expectations. It's like making sure the food at your party is
tasty, the decorations look great, and the activities are enjoyable.

• Risk Management: Identifying potential problems that could detail the

project and coming up with plans to deal with them. It's like thinking
about what could go wrong at your party like bad weather or food
allergies, and having backup plans in place.

• Communication Management: Making sure everyone involved in the

project stays informed and connected. It's like sending out invitations
and keeping your guests updated about the party details.

• Human Resource Management: Managing the people working on the

project, including hiring, training, and resolving conflicts. It's like
coordinating with friends and family to help set up and run the party
smoothly.

• Procurement Management: Dealing with purchasing goods and services

needed for the project. It's like buying party supplies and hir
Why is Project Management Important?
Project management is vital for several reasons. Firstly, it ensures that projects are completed
efficiently, within budget, and on schedule. By employing systematic planning, execution, and
monitoring, project managers can anticipate and mitigate potential risks, ensuring smooth progress
throughout the project lifecycle. Here are some of the reasons why project management is
important
•Efficiency: Ensures projects are completed on •Decision Making: Provides a structured
time, within budget, and with optimal resource framework for informed decision-making,
utilization. aligning with project goals and objectives.

•Risk Management: Identifies and mitigates •Quality Assurance: Ensures high quality
potential risks, ensuring smooth progress results by Following to standards and best
throughout the project lifecycle. practices throughout project execution.

•Communication and Collaboration: Enhances •Adaptability: Enables teams to adapt to

teamwork and stakeholder engagement through changes and challenges effectively, ensuring
clear objectives, roles, and responsibilities. project success in dynamic environments.

•Resource Optimization: Maximizes efficiency by •Strategic Alignment: Helps align project

carefully allocating resources such as time, activities with organizational objectives,
money, and manpower. ensuring projects contribute to overall
business goals.
Who uses Project Management?
Even those who aren't formally referred to as "project managers" handle projects.
Have you ever planned an occasion? You oversaw a team of individuals on the
project, and project management is a talent that everyone should possess.
Formally speaking, projects arise in all business sectors and industries:
•Transport and Infrastructure

•IT

•Product manufacture

•Building and Construction

•Finance and Law

What Are the 5 Steps In the Project Management Process?
All projects must go through the following five stages of the project management
process: initiation, planning, execution, monitoring and control, and closure. Process
groups, the project management cycle, and the project lifecycle are other names for
these project management stages. Now let's go over each of these actions.
1. Project Initiation
Using a number of project management documents, the
project manager must demonstrate at this first stage that the
project is feasible and valuable. The following are the principal
ones:
•Business case: A business case explains why the project is
necessary and outlines its goals and expected return on
investment.

•Feasibility study: A feasibility study establishes the project's

ability to be completed on schedule and within budget.

•Project charter: A project charter outlines the goals and

objectives of the project.

The project manager is required to form a project team and

establish a project management office upon approval of the
project. Project goals and scope are set at the kickoff meeting,
which concludes the project beginning phase.
 2. Project Planning
The production of a project plan, a detailed project document outlining the project's
execution strategy, is the aim of the project planning phase. This is a brief synopsis of a
project plan's key components.
•Project schedule: This outlines a timetable for work completion and resource distribution.

•Project budget: The total of all projected project expenses is the project budget.

•Scope management plan: The scope management plan outlines the tracking procedures for
the scope of your project as it progresses.

•Risk management plan: The project's potential risks are described in the risk management
plan, along with mitigation techniques.

•Resource management plan: The resource management strategy outlines the acquisition,
distribution, and management of your resources during the course of the project.

•Stakeholder management plan: All project stakeholders are listed in the stakeholder
management strategy, along with management rules.

Gantt chart software, which offers a visual depiction of the complete project timeline and
project scope, is frequently used by project managers to set up their project plans. Certain
Gantt charts can recognise critical path activities on their own.
3. Project Execution
Project execution, or carrying out the plan in order to accomplish the goals and objectives of the project, is
the third stage of project management. As a project moves closer to the monitoring and control phase,
project managers must supervise the project management knowledge areas during the project execution
phase. In order to keep the team working, the project manager will reallocate resources or modify the time
and scope as necessary. They will also recognise and reduce risks, address issues, and apply any
modifications.
4. Project Monitoring and Control
Project monitoring and control, the fourth phase of project management, happens while the
project is being executed. In order to make sure the project team stays on track and within budget,
it entails keeping an eye on how the project execution activities are going. Quality assurance is
ensured through the application of quality control techniques. Another essential component of this
project management phase is reporting. Project managers can use it to monitor progress in the first
place, and stakeholders can receive updates during presentations by using the data it provides.
Numerous project management reports are available, including those on project status, timesheets,
workload, allocation, and expenses.
5. Project Closure
Project closing, the fifth stage of project management, involves presenting the stakeholders with
the completed deliverables. Resources are released, paperwork is finished, and everything is signed
off on after approval.
What Types of Project Management Exist?
Numerous project management techniques have been created over time to meet the demands of
various sectors. Certain project sizes and levels of complexity are more conducive to the
effectiveness of some of these project management techniques. The primary project management
techniques are listed here.
•Waterfall project management: A sequential project plan is prepared once stakeholder
requirements are acquired at the start of the project using a linear project management
approach.

•Agile project management: An agile sprint is a type of brief work sprints used in iterative project
management that replaces traditional project plans.

•Scrum Project Management: A common agile methodology for software and product
development.

•Lean Project Management (or Lean Manufacturing): Originally developed to enhance

manufacturing procedures, this approach has grown in importance as a project management
methodology.

•Kanban Method: Using visual boards and cards to oversee work is a popular project
management technique known as kanban. Agile and scrum teams use kanban boards.
WHO IS A PROJECT MANAGER?
Project Manager is used to handle the planning, organizing, and managing the completion of a
project from its creation till its end. He is responsible for day-to-day project management.
• The Project Manager (PM) has been given authority by the board to run the project within
agreed constraints.
• Their job is to explain and tell others what the project goals are and act as a connector in an
organization between different parts.
• They work to solve problems before they get bigger. They make sure to keep progress going,
work together with others, and manage tasks properly.
• They make plans and handle people who are involved in the project or own parts of it
(stakeholders).
• Communicate well with others on a team and out too.
• They also lead teams and manage risks that might come up during projects like costly delays or
accidents that run over budgets they set earlier before work even started doing bigger goals
than just basic money issues especially
WHAT DOES A PROJECT MANAGER DO?
1. Planning
Develop the project idea, define objectives and communicate with stakeholders. A project
manager is used to pitch a project idea and define its purpose while communicating the pitch he/she
decides what the project must achieve.
2. Implementation
Organization, planning, and implementation of projects, the project manager organizes and plans
the creation of the project, they perform tasks such as assigning people who will implement the
project like junior developers, senior developers, etc.
3. Follow up
Track project progress, set deadlines, and resolve issues. During the development of a project, the
project manager must track the progress of the project, and how far the project has reached till its
completion. They must set deadlines to finish the project as soon as possible and resolve any
conflicts that may arise in the project development.
4. Management
Manage funds, ensure stakeholder satisfaction and evaluate project performance. One of the most
important phases of a project is managing the resources and funds well. A project manager must
ensure that proper funds are allocated to develop a project. During each phase of the project, the
manager must ensure that the end customer is satisfied with the output, and also make sure that
the performance of the application is well and optimal.
5. Finishing the Project
View the project until it is closed. Project managers are usually middle and senior employees of the
company. They are often responsible for making sure the project runs efficiently and keeping
projects on track, on budget, and schedule. After closing the project, the manager must also ensure
the proper maintenance of the project.
WHAT DO PROJECT MANAGERS DO ON A DAILY BASIS?
The daily responsibilities of a project manager can change based on the project and its stage;
• Team Meetings: Communicate with team members, stakeholders, and clients to provide
updates, clarify requirements, and address any issues.
• Record Progress: Review project progress, including task completion, budget status, and
timeline adherence.
• Planning and Organization: Coordinate and prioritize tasks, assigning responsibilities and
ensuring everyone knows what they need to do.
• Communication: Conduct meetings, such as status updates, planning sessions, or problem-
solving discussions.
• Monitoring: Monitor risks and proactively address any issues that may arise to keep the project
on track.
• Documentation: Update project documentation and reports to maintain accurate records of
project activities and decisions.
TOOLS AND TECHNOLOGIES USED BY PROJECT MANAGERS
Here are the following tools and Techniques that are used by Project Managers:

Gantt Charts Work Breakdown Structure (WBS)

Risk Matrix
Project Network Diagrams Kanban Boards
Timesheets Agile Project Management

PERT Critical Path Method (CPM)

11 SUCCESS CRITERIA FOR PROJECTS
Some of the project success criteria are difficult to define because they might be intangible values
like the expectations of stakeholders and donors. These can take months, if not years, to be revealed
entirely. Yet some can be decided beforehand and worked upon for the success of a project. Again,
a PMP Certification is an in-depth resource to understand the need for the project success criteria.
The project manager and his team must maintain a delicate balance between documenting the
project's success and completing the project.
A successful project can be recognized by using these criteria:

❑ Scope
❑ Schedule
❑ Budget
❑ Client goals
❑ Quality
❑ Team goals
❑ Deliverables
❑ Resource Capacity
❑ Risk Management
❑ Documentation
❑ Regulatory Compliance
1. Scope
First, the scope and the goals of the project have to be defined. Without setting the proper goals of the
project, the team can become directionless. Usually, the project manager and the company's stakeholders
decide the goals of the more significant projects, which can be further divided into smaller goals handled by
smaller teams. The goals must be SMART, i.e., the goals should be specific, measurable, achievable, relevant,
and time-bound goals. If the project's goals fulfill these criteria, which are fulfilled in the end, then the
project is successful.
Project Success Criteria Example: For a digital project, a checklist to add cross-device compatibility
designates the acceptance criteria against which the project's scope will be marked completed.
2. Schedule
One of the most important factors of any project is the time limit in which it should be completed. The time
limit has to be set before the project starts. However, there may be some deviations in time, so some extra
time should be kept for any mishaps. If the project is completed within the time limit, then the project will
be called successful.
Project Success Criteria Example: Establishing a project schedule with key milestones and checkpoints to
indicate progress and meet project timelines along with stakeholder communications and updates.
regulations and measures requires project governance models to learn newer laws and upgrade knowledge
of existing team members to comply and establish processes as per the new guidelines/measures.
3. Budget
The project manager and stakeholders have to assess the cost of the project and the return on
investment through it. This is how they allocate the budget. Every project has an allocated budget. The
project has to be completed within that budget. If the project is completed within the allocated budget,
this criterion is fulfilled, and the project is called successful.
Project Success Criteria Example: Completing the project on time and within the planned cost or
returning back budgeted expenses during project closure cements a long-term relationship of trust
alongside creating a hallmark of quality and expertise in the eyes of the customer.
4. Client goals
It is imperative to keep the client's goals as the top priority. If the project does not align with client
goals, then the project cannot be successful. Feedback from the client should be taken after every
step.
Project Success Criteria Example: Realigning priorities of tasks and moving versions based on customer
feedback, adding accessories or enhancements is a classic example of aligning with customer goals and
feedback.
5. Quality
The aim of any ongoing project should be that it delivers the top quality of any product or service.
Going the extra mile for the client shows professionalism on the part of the team providing the service.
Project Success Criteria Example: Meeting customer requirements with clear documentation,
checklists, known issues and end-to-end customer demos increases confidence in project
deliverables and enhances quality benchmark not only in the project but also across the organization.
6. Team goals
The aim of the project manager while finishing a project should also be for their team to gain
experience. Feedback from the team is also very crucial because they are the ones that have been
working hands-on on the project and know every detail of the project. Satisfaction with the work that
they have done can also be a great indicator of a project's success.
7. Deliverables
The quality of the deliverables is an excellent indicator of project success; for example, if a company
makes laptops, its functionality will govern its success.
Project Success Criteria Example: Going beyond merely defined requirements and addressing key
project criteria such as security, performance, usability and user experience improve project
deliverables and confidence of stakeholders in the team.
8. Resource Capacity
Location is one of the significant responsibilities of a project manager. Proper resource allocation and
understanding the resource capacity of your organization can be the difference between a successful
and an unsuccessful project.
Project Success Criteria Example: Assessment of type of activities involved, considering availability of
team members and aligning resources and team members to complete project activities as planned
helps establish strong project success criteria.
9. Risk management
Understanding the risks involved in the project can lead to better management and better chances of
project success. Every project has tangible or intangible risks, and an experienced project manager can
identify the risks in advance.
Project Success Criteria Example: Collaborating with the team in identifying risks/key areas of risk and
drawing impactful measures, actions to manage/mitigate/address risks is clearly the most effective and
efficient way to ensure project success.
10. Documentation
The documentation of the entire project gives a clear picture of every step of the project. This document
can even be saved for posterity to understand different kinds of projects.
Project Success Criteria Example: Maintaining clear and crisp documentation helps transition project
knowledge, create positive customer engagement and enhance process quality and adherence to project
best practices resulting in high customer retention and project success.
11. Regulatory compliance
Regulatory compliance refers to adherence with the laws of the land, rules, regulations and other statutory
guidelines which help conduct operations and business activities fairly and within the
limits/rules established. Internal and external audits, assessments, and documentation checklists help
measure adherence and become success criteria measures to assess project compliance.
Project Success Criteria Example: In the case of the automobile industry, adhering to the latest