[MGT-6372A/ Project Management

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[Week 1: Introduction to Project Management]

Module 001: Introduction to Project

Management

In this module, we are going to discuss the Introduction to Project

Management that covers the key components of the Project Management.

After completing this chapter you will be able to:

1. To identify the Project and its characteristics
2. To identify the Operation
3. To differentiate between Project and Operation
4. To identify Project management and its uses
5. To state the Triple Constraint

What is a Project?

A project is a temporary endeavor undertaken to create a unique product or services.

A project has distinctive attributes that distinguish it from ongoing work or business
operations. Projects are temporary in nature. They are not an everyday business
process and have definitive start dates and end dates. This characteristic is important
because a large part of the project effort is dedicated to ensuring that the project is
completed at the appointed time. To do this, schedules are created showing when
tasks should begin and end. Projects can last minutes, hours, days, weeks, months, or
years.

THE AIM of the project could be anything.

Figure 1. Different Project Ideas

Course Module
 Characteristics of a Project
A project is completed when its goals and objectives are accomplished. It is these
goals that drive the project, and all the planning and implementation efforts
undertaken to achieve them. Sometimes projects end when it is determined that the
goals and objectives cannot be accomplished or when the product or service of the
project is no longer needed and the project is cancelled.

Projects have several characteristics:

 Projects are unique.

 Projects are temporary in nature and have a definite beginning and end ing
date.

 Projects are completed when the project goals are achieved or it’s determined
the project is no longer viable.
A successful project is one that meets or exceeds the expectations of the stakeholders.

Example of a Project:
 Building high tower building like Burj Al-Kalifa
 Develops a self-driving car.
 Create a website that showcase a specific products or services.
 Establishing a call center is an example of a service-oriented project.
 A global bank acquires a smaller financial institution and needs to reconcile
systems and procedures into a common entity.

What is Operation?
In any organization, only two aspects of work exist— on-going operations and
projects.
 Projects are defined as unique, temporary endeavors with a specific
beginning and end.

 Operations are the ongoing execution of activities that produce the same
output or provide a repetitive service.

 It does not produce new things, but they are necessary to maintain and
sustain the system.
 It used to run regular business models, achieve the goals of the
business, and support the business.
 It is different as opposed to projects, which are known for their
uniqueness.
 It is permanent, and their only constraint is to make a profit for the
organization.

Any manufacturing or production process can be an example of an operation.

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[Week 1: Introduction to Project Management]

Figure 2.2 Project vs Operations: Major Differences

Image grab from: https://project.pm/project-
management/#Difference_between_Project_Operation

The difference between the Project and the Operation:

 Projects are unique and temporary (definitive beginning and ending),
while operations are ongoing and permanent with repetitive output.
 Projects have a fixed budget, while operations have to earn a profit to
run the business.
 Projects are executed to start a new business objective and terminated
when it is achieved, while operational work does not produce anything
new and it is ongoing.
 Projects create a unique product, service, or result, while operations
produce the same product, aim to earn a profit and keep the system
running.

Example of Project vs Operations

Let say you got the idea to manufacture a mobile phone. You get a good
team, investment and make a prototype mobile. This is a project and is
a unique product. But then you won’t run a business of mobiles and set-
up a factory. Here, your objective is to sustain business and you start
building mobile continuously that is not a unique product anymore and
hence this is not a project anymore but an operation.
Note:
 Project is always a Unique whereas operation is Repetitive.
 Once the objectives are met the project is closed whereas operation
objective is to sustain a business.
Course Module
What is a Project Management?

Project management is the application of knowledge, skills, tools, and techniques to

project activities to meet the project requirements.
 Project Management includes planning, organizing, directing and controlling
activities in addition to motivating the people involved in the project
management.
 Project management is a process that includes planning, putting the project
plan into action, and measuring progress and performance.

Project Management is both people and technical oriented. It involve

understanding the cause-effect relationship and interactions among socio technical
dimensions of projects.
Project management has final deliverables that are constrained to a finite timescale
and budget.

Why Project Management

Below statistics will help to clear this query:
 Only one out of 4 project ¼ that enter into development make it the
market
 31% of IT projects are canceled before completion
 Only 42% of original features & functions are available in the end
product.
Also the project management serves a purpose in an organization when
creating a project by having the following key components:
 Accountability
 Improved project organization and tracking
 Improved customer relations
 Reduced duration and cost
 Higher worker morale
 Reduced complexity of inter-related tasks
 Allows measurement of outcome versus plans
 Early identification of problems and quick correction
 Better control of financial, physical and human resources

The Need for Project Management

 To manage large investment opportunities in different emerging sectors.
 Projects of increasingly complex sizes
 Aggressive competition
 Turbulent business environment
 Greater focus for operational effectiveness and efficiency.
 Downsizing
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[Week 1: Introduction to Project Management]

Project Management Institute (PMI) is the world's leading association for those who
consider project, program or portfolio management their profession.

The Triple Constraint

Figure 3.3 The Triple Constraint

Image grab from: https://medium.com/@harpreet.dhillon/iron-

triangle-triple-constraints-of-project-management-
e818e631826c
1. Cost: The financial constraints of a project, also known as the project
budget (Complete within budget)
2. Scope: The tasks required to fulfill the project’s goals (All deliverables
are completed)
3. Time: The schedule for the project to reach completion. (Finish on
Time)
Quality: Meet performance requirements and quality targets.

Each side represents one of the constraints (or related constraints)

wherein any changes to any one side cause a change in the other sides. The
best projects have a perfectly balanced triangle. Maintaining this balance
is difficult because projects are prone to change. For example, if scope
increases, cost and time may increase disproportionately. Alternatively, if
the amount of money you have for your project decreases, you may be able
to do as much, but your time may increase.

Course Module
The Project Manager

A project manager is the person responsible for leading a project from its
inception to execution. This includes planning, execution and managing the people,
resources and scope of the project. Project managers must have the discipline to
create clear and attainable objectives and to see them through to successful
completion. The project manager has full responsibility and authority to complete the
assigned project.

Project managers spend 90% of their time communicating. Therefore they must be
good communicators, promoting clear, unambiguous exchange of information. As a
project manager, it is your job to keep a number of people well informed.

Every project is unique, and most projects will encounter unexpected technical
challenges. Each project management team is a group of individuals who need
motivation and coordination. Planning is vital, but the ability to adapt to changes and
work with people to overcome challenges is just as necessary. A project manager
must master the skills that are necessary to be successful in this environment.

Roles and Responsibilities of the Project Manager

 Planning and  Creating Charts and Schedules
Defining Scope  Scalability, Interoperability and
 Activity Planning Portability Analysis
and Sequencing  Monitoring and Reporting Progress
 Resource Planning  Team Leadership
 Developing  Strategic Influencing
Schedules  Business Partnering
 Time Estimating  Working with Vendors
 Cost Estimating  Controlling Quality
 Developing a Budget  Benefits Realization
 Documentation  Risk Analysis

At its most fundamental, project management is about people getting things done.

Project Manager Skills

Project Managers are essentially jugglers. They must make sure that everything
keeps to task, that potential issues are quickly eliminated and the project is
delivered on time, all the while making sure everyone knows what is happening
and the project quality and budget are acceptable. Specifically they:
 Direct all activities required to successfully meet the project objectives.
 Manage risk – scanning ahead for potential issues and resolving them
before they become a problem.
 Solve problems - recommending alternative approaches to problems
that arise and providing guidance to the Project Sponsor.
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[Week 1: Introduction to Project Management]

 Track and report project progress communicate to all stakeholders in

the project.

References and Supplementary Materials

Book and Journals
1. Project Management Institute. (2017). A guide to the project management body
of knowledge: (Pmbok® guide). Newtown Square, PA, USA.

Online Supplementary Reading Materials

1. Project Management Essentials Made Easy: Better Explained (Rayman
Escobar) -
https://project.pm/project-
management/#Difference_between_Project_Operation;
Date accessed: October 2019
2. What Is the Difference Between Projects and Operations? -
https://www.projectinsight.net/project-management-basics/projects-and-
operations
Date accessed: October 2019
3. What Are Projects and Operations? (Fahad Usmani) -
https://pmstudycircle.com/2012/03/what-are-the-project-and-operation-
difference-between-them/
Date accessed: November 2019
4. Beginning Project Management
https://2012books.lardbucket.org/pdfs/beginning-project-management-
v1.1.pdf
Date accessed: October 2019
5. What Is Project Management? -
https://www.apm.org.uk/resources/what-is-project-management/
Date accessed: October 2019
6. Why Is Project Management Important? ( Lucidchart Blog) -
https://www.lucidchart.com/blog/why-is-project-management-important
Date accessed: November 2019
7. Project Management
http://www.opentextbooks.org.hk/system/files/export/15/15694/pdf/Proje
ct_Management_15694.pdf
Date accessed: October 2019
8. The Triple Constraint in Project Management: Time, Scope & Cost (Jason
Westland) - https://www.projectmanager.com/blog/triple-constraint-project-
management-time-scope-cost
Date accessed: October 2019

Course Module
 9. What Is a Project Manager (pm)? – (Definition from Techopedia)
https://www.techopedia.com/definition/677/project-manager-pm
Date accessed: November 2019
10. The Role Of the Project Manager
https://www.projectsmart.co.uk/the-role-of-the-project-manager.php
Date accessed: November 2019
11. Introduction to Project Management
http://www.edo.ca/downloads/project-management.pdf
Date accessed: October 2019

Online Instructional Videos

1. https://www.apm.org.uk/resources/what-is-project-management/
2. https://www.youtube.com/watch?v=ztmaTF_Qs9A