PROJECT LIFE CYCLE
MANAGEMENT
A Comprehensive Academic Guide for Undergraduate Students
1. FOUNDATIONS OF THE PROJECT LIFE CYCLE
A project life cycle is defined as the series of phases that a project passes through from its
start to its completion. This framework provides a structured approach, ensuring clarity,
consistency, and quality throughout each phase. The type and number of phases depend on
variables such as delivery cadence and development approach.
PHASE I: PROJECT IDENTIFICATION AND DESIGN
In the development sector, this phase is indispensable in helping organizations answer the
critical question: 'Are we doing the right project?' It is the most cost-effective opportunity to
answer fundamental questions about project parameters.
Need Type Definition & Example
Normative Needs Defined by observations of experts
comparing current situations to
professional standards (e.g., a doctor
advocating for sewage connections).
Comparative Needs Defined by comparing differences in
people's access to resources relative to
others.
Felt Needs The individual's or community's own
perception of need; often subjective or
described as a 'want'.
Expressed Needs A felt need that has become a formal
demand from an individual or community.
Analysis Process:
• Stakeholder Analysis: Identifying individuals/groups with interest or influence,
mapping their power, and exploring their expectations.
• Problem Analysis: Using the 'Problem Tree' tool to identify core problems, underlying
causes, and direct effects.
• Objectives Analysis: Identifying elements to be included in the project intervention
logic.
PHASE II: PROJECT INITIATION
Initiation formally authorizes the project team to mobilize resources. In the absence of
formal initiation, a project runs the risk of wasting time and damaging the organization's
reputation.
The Four Decision Gates:
1. Initial Internal Authorization: Deliverable: Project Concept Paper
2. Initial External Authorization: Deliverable: Expression of Interest (EOI)
3. Donor Funding Approval: Deliverable: Project Proposal
4. Formal Project Approval: Deliverable: Project Charter
PHASE III: PROJECT PLANNING
Planning ensures the project arrives on time, on scope, and on budget. It must be
comprehensive, detailed, participatory, and iterative.
Key Tools & Methodologies:
• Work Breakdown Structure (WBS): A hierarchical decomposition of work into
manageable parts (Level 1: Project, Level 2: Major Tasks, Level 3: Subtasks, Level 4:
Work Packages).
• Rolling Wave Planning: An iterative process of providing increasing levels of detail as
more information becomes available.
• Resource Planning: Estimating gross requirements for people, supplies, and
equipment.
PHASE IV: PROJECT IMPLEMENTATION
Implementation is the stage where the project plan is executed, mobilizing teams and
allocating resources.
The RACI matrix is utilized to coordinate roles and responsibilities:
Responsible Those who do the work to achieve the task.
Accountable The one person who must approve (sign
off) the work; only one per task.
Consulted Those whose opinions are sought via two-
way communication.
Informed Those kept up-to-date via one-way
communication.
PHASE V: MONITORING, EVALUATION AND CONTROL
Monitoring is continuous and focused on activities and outputs. Evaluation is periodic and
focused on outcomes and goals (Impact).
SMART Indicator Criteria:
• Specific: What does the project intend to change?
• Measurable: Can it be assessed objectively?
• Achievable: Is it possible to accomplish?
• Relevant: Is it applicable to the context?
• Time-bound: By when will it be achieved?
PHASE VI: CLOSING AND POST-PROJECT EVALUATION
Closing involves administrative tasks like archiving knowledge and technical tasks to verify
outputs meet acceptance criteria.
Transition Strategies:
1. Expansion: Replication or scaling to new areas.
2. Extension: Negotiating extra time.
3. Redesign: Continuation via a modified new phase.
4. Termination: Full project end.
Four Dimensions of Success (Post-Evaluation):
1. Project Management: Meeting budget, schedule, and scope.
2. Product: Achieving KPIs and meeting user needs.
3. Stakeholder Satisfaction: Happiness of owners, users, and investors.
4. Cognitive Constraints: Managing stress, burnout, and multitasking.