Introduction to Project Management
What is a Project?
Projects vs Operations
Every organisation has two types of work:
Operations
• Ongoing and repetitive
• No defined end date
• Produces the same output repeatedly (e.g. payroll, customer service)
Projects
• Temporary with a clear start and finish
• Unique and non-repetitive
• Initiated to meet specific needs or goals
Why Projects Exist
Projects are created to:
• Meet a business need
• Achieve strategic objectives
• Respond to market demand
Key Characteristics of a Project
• Unique outcome
• Temporary nature
• Limited resources
• Ends when objectives are met or project is no longer viable
Project Success: A project is successful when it meets or exceeds stakeholder
expectations.
Examples of Projects
• Building a bridge
• Implementing a new IT system
• Developing a mobile phone
• Medical research
• Each university semester or course
Examples of Operations
• Manufacturing products
• Paying salaries (HR)
• Daily IT support
• Product distribution
What is Project Management?
Definition: Project management is the application of knowledge, skills, tools,
and techniques to project activities to meet project requirements.
It ensures work is:
• Clearly understood
• Properly planned
• Completed within constraints of:
o Time (schedule)
o Cost (budget)
o Quality / Scope
Project management is valuable experience that reduces risk and avoids costly
mistakes.
Importance of Project Management
• Identifies and manages risks early
• Assigns clear responsibility for tasks
• Breaks projects into manageable phases
• Improves planning, execution, and monitoring
• Increases chances of achieving objectives
Key activities include:
• Managing expectations
• Allocating resources
• Defining quality standards
• Risk identification & mitigation
• Procurement
• Regular communication with stakeholders
Project Constraints (Triple Constraint)
Primary Constraints
• Time – schedule
• Cost – budget
• Scope & Quality – what is delivered and how well
Other Constraints
• Customer satisfaction
• Risk level
• Resources
Important: Always identify the primary constraint driving the project.
Project Generators (Why Projects Start)
Projects exist to address a need, such as:
• Business need (increase sales)
• Market demand (new product)
• Legal requirement (safety laws)
• Technological advancement (new software)
• Social need (health awareness)
• Ecological need (sustainability)
Not all projects are worth pursuing.
Project Selection Criteria
1. Financial Methods
• Payback period
• Discounted cash flow
• Cost–benefit analysis
• Return on investment (ROI)
2. Scoring Models
• Business problem solved
• Customer satisfaction
• Profit potential
• Marketability
• Ease of production/support
3. Strategic Fit
• Alignment with organisation’s vision & mission
• Potential for future projects
4. Risk & Impact
• Higher risk = lower likelihood of approval
Stakeholders
Definition: Stakeholders are individuals or organisations with a vested interest in
the project.
Role: Ensure satisfaction with delivery time, cost, scope, and quality.
Types of Stakeholders
• Project sponsor
• Project manager
• Project team members
• Customers/clients
• Suppliers
• Other affected parties
Project Sponsor
Who They Are
• Senior authority who provides funding and support
• Signs off on project outcomes
• Can be internal or external
Examples
• Management team member
• Board member
• Client or customer
Project Manager
Role
Responsible for ensuring the project meets its goals and objectives.
Key Characteristics
• Experienced in similar projects
• Strong organiser and planner
• Excellent communication skills
• Confident in reporting and presentations
• Team-oriented leader
• Clearly defines responsibilities
Benefits of a Project Manager
• Improved performance
• Reduced project time
• Lower risk
• Higher quality outcomes
• Better communication and reporting
Project Team Members
• Individuals with diverse skills
• May be employees or external experts
• Roles defined by sponsor and project manager
• Contribute expertise to decisions and tasks
Customers vs Clients
• Customer: End user of the product or service
• Client: Funds and oversees the project
• A client may not always be the end user
Stakeholder Challenges & Conflict
Stakeholder needs may conflict.
Common Conflicts
Team Conflicts
• Missed deadlines
• Lack of motivation
• Incomplete tasks
Sponsor Conflicts
• Unclear requirements
• Delayed decisions
• Communicating bad news
Project managers must identify conflicts early and manage communication.
Key Terms
• Project Management – The application of knowledge, skills, tools and
techniques to project activities to meet the project requirements.
• Project Activities (also referred to as tasks) – A component of work
performed during the course of the project.
• Project Requirement – A condition or capability that must be met or
possessed by a system, product, service, result or component to satisfy a
contract, standard, specification or other formally imposed documents.
Requirements include the quantified and documented needs, wants and
expectations of the sponsor, customer and other stakeholders.
• Deliverables – The results of the project or the main stages/processes in the
project. They can be an output from the project (a risk assessment, a drawing
or design) or they can be an input (the planning stage or final product
testing).
• Process Groups – The stages, phases or steps of a project that help a
project manager and team members define, organise and keep track of the
work that needs to be completed for a successful project.
Project Process Groups
1. Initiating
• Define project purpose
• Assign sponsor and project manager
• Identify initial team
• Clarify requirements (what, why, who, when, where, how)
• Develop project charter
2. Planning
• Define scope statement
• Create Work Breakdown Structure (WBS)
• Estimate time and resources
• Identify risks
• Establish communication methods
• Develop network diagram & critical path
3. Executing
• Perform project tasks
• Regular status reporting
• Manage issues and reassign tasks if needed
• Continuous communication
4. Monitoring & Controlling
• Track project progress
• Manage changes and issues
• Review scope regularly
• Obtain sponsor approval for changes
5. Closing
• Formal acceptance of outcomes
• Sponsor sign-off
• Capture lessons learned
• Complete administrative tasks
• Celebrate success