Chapter 1: Introduction to Project Management

All of us have engaged in some aspects of project management. In fact, you have probably been developing and managing projects in your everyday life for a long time now without realising it. Participating in various aspects of project management.
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Meet the team

“Glad you’re here. Let’s introduce ourselves;

We are Emma, Leon, Gabby & Sal and we’re building a product together called ‘GranGroceries’. It’s a grocery delivery service for elderly people. We’ll be dividing the tasks to make sure this project becomes a success.

Over the next hour and a half, you’ll discover together with us what it means to be a Project Manager. Step by step you will get to know the most sought after processes, skills and concepts within Project Management. This way you’ll be able to apply them to any future project. We will walk you through the project management processes and teach you the skills and concepts of project management that can be applied to any project.

Curious? Let’s start.”

Activity 1: What is a project?

Gabby: “All of us have engaged in some aspects of project management, or at least we did during school. You have probably been developing and managing projects in your everyday life for a long time now without realizing it, as well.

Each time you planned what clothes to pack for a holiday, scheduled a time for your group of friends to get together, prepared a presentation, or built a paper airplane with your team, you were participating in various aspects of project management.”

Activity 2: Key Roles in Project Management

Emma: “For this project Leon, Gabby & Sal will be dividing the different roles. Let’s define some of the various roles within a project. Can you help us with getting the names right for the explanations?”

Activity 3: Project Management Processes

Leon: “We also learned about different project management processes. Any project, no matter the size or complexity, involves using specific skills, tools, and procedures to complete the project’s goals. Project management can be broken down into five consecutive processes:

  • The Initiating process is the beginning of the project. During this process, project stakeholders are identified and a project manager is selected. Project goals and objectives are defined and authorization is obtained to proceed with the project.
  • During the Planning process, the project plan is created. The project manager and team members define the activities needed to complete the final product, service or result. They also determine what staff and resources are needed, establish the timeline and available budget for the project. The planning process is very important to the overall success of the project. Without careful planning, a project manager and project team may find it very difficult to achieve project success.
  • Executing is the process of working through the project plan. The executing stage involves performing the activities outlined during the planning process.
  • Monitoring and Controlling occurs throughout the entire project. Monitoring and controlling involves ensuring that all the activities in the project plan are completed on time and within budget, as well as addressing any changes necessary to successfully achieve the project goals.
  • In the Closing process, project goals are delivered. Final administrative work is completed and lessons learned are captured to improve future projects. The closing process involves taking the time to celebrate the team’s successes along the way toward completion of the project.

Help us to take the right steps in the project by dragging them into the right order.”

Activity 4: The Triple Constraints

Sal: “Every time we start a project, we are concerned with what has to be done (scope), how much it will cost (budget), and how long it will take (time). We do this all of the time in different kinds of projects, for example for planning the launch of our service, working on an exam or even planning a birthday party. We call the three parameters the triple constraints of project management.” 

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Chapter 2: Initiating the project

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Key terminology

Click on the words to expand the window and understand what they mean:

Acceptance criteria:
A set of conditions that is required to be met before deliverables are accepted.
Activity:
A distinct, scheduled portion of work performed during the course of a project.
Assumption:
A factor in the planning process that is considered to be true, real, or certain, without proof or demonstration.
Closing process:
The process(es) performed to formally complete or close a project, phase, or contract.
Communication management:

A component of the project, program, or portfolio management plan that describes how, when, and by whom information about the project will be administered and disseminated.

Constraint:
A limiting factor that affects the execution of a project, program, portfolio, or process.
Deliverable:
Any unique and verifiable product, result, or capability to perform a service that is required to be produced to complete a process, phase, or project.
Executing process:
This is the process of working through the project plan. The executing stage involves performing the activities outlined during the planning process.
Initiating process:
Those processes performed to define a new project or a new phase of an existing project by obtaining authorization to start the project or phase.
Lessons learned:
The knowledge gained during a project which shows how project events were addressed or should be addressed in the future for the purpose of improving future performance.
Milestone:
A significant point or event in a project, program, or portfolio.
Milestone planning:
A type of schedule that presents milestones with planned dates.
Monitoring and controlling process:
Occurs throughout the entire project. Monitoring and controlling involves ensuring that all the activities in the project plan are completed on time and within budget, as well as addressing any changes necessary to successfully achieve the project goals.
Planning process:
The project manager and team members define the activities needed to complete the final product, service or result. Determining what staff and resources are needed, establish the timeline and available budget for the project.
Project:
A temporary endeavor undertaken to create a unique product, service, or result.
Project Charter:
A document issued by the project initiator or sponsor that formally authorizes the existence of a project and provides the manager with the authority to apply organizational resources to project activities.
Project Management
The application of knowledge, tools, and techniques to project activities to meet the project requirements.
Project Manager
The person assigned by the performing organization to lead the team that is responsible for achieving the project objectives.
Project Schedule

An output of a schedule model that presents linked activities with planned dates, durations, milestones, and resources.

Project Team

A set of individuals who support the project manager in performing the work of the project to achieve its objectives.

Scope:
The work performed to deliver a product, service, or result with the specified features and functions.
Scope creep:
The uncontrolled expansion to product or project scope without adjustments to time, cost, and resources.
Sponsor:
A person or group who provides resources and support for the project, program, or portfolio and is responsible for enabling success.
Stakeholder:
An individual, group, or organization who may affect, be affected by, or perceive itself to be affected by a decision, activity, or outcome of a project.
Stakeholder register
A project document including the identification, assessment, and classifications of project stakeholders.
Resource

A team member or any physical item needed to complete the project.

Risk:

An uncertain event or condition that, if it occurs, has a positive or negative effect on one or more of the project objectives.

Work Breakdown Structure (WBS):

A hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables.