Project Management Methodology
Understand the complete Project Mechanics framework — from the seven project life cycle states to the three key constituencies (Client, Staff, Management) and how portfolio management ties it all together.
Overview
In today's dynamic business environment, effective project management is crucial for organizations to achieve strategic goals and deliver successful outcomes. Understanding the project life cycle and embracing portfolio management (PPM) are essential steps toward ensuring consistency, efficiency, and strategic alignment in project execution.
Project Portfolio Management
Project Portfolio Management (PPM) is a strategic approach that organizations use to prioritize, select, and manage a collection of projects and programs as a unified portfolio. It involves aligning projects and programs with the organization's strategic goals and objectives, optimizing resource allocation, and balancing the portfolio to maximize value and achieve desired outcomes.
Benefits of PPM
- Structured framework for evaluating and prioritizing projects
- Alignment with strategic objectives and resource availability
- Assessment of potential value, risks, and resource requirements
- Informed decision-making about project selection and resource allocation
Benefits of Consistency
The Project Life Cycle represents a logical sequence of activities that collectively contribute to accomplishing a project's goals or objectives. By dividing a project into distinct states, it becomes easier for project managers and their teams to plan, allocate resources, and monitor progress effectively.
Advantages of Consistency
- Ability to analyze projects consistently across the organization
- Comprehensive view of the entire project portfolio
- Enhanced communication and collaboration among stakeholders
- Improved project governance, risk management, and strategic alignment
The Art and Science of Project Management
Successful project management is part "art" and part "mechanics". Project Mechanics are objective and relatively easy to describe, whereas the art of project management is left to each individual's interpretation.
The Art of Project Management
Effective communication with clients, staff, and management is the subjective art that drives project success. This includes building relationships, managing expectations, and adapting to changing circumstances.
The Science of Project Management
Objective tasks and procedures that must be carried out to ensure project success. These are the methodical and structured approaches to planning, executing, and controlling project activities.
Key Constituencies
Every project has three main constituencies that must be considered and managed:
Client
- Role: Receiving the output of the project and defining success criteria
- Responsibility: Setting expectations, approving deliverables, and providing required information
Staff
- Role: Performing the steps necessary to complete the project objectives
- Responsibility: Executing tasks, maintaining quality, and reporting progress
Management
- Role: Tracking progress and ensuring project profitability
- Responsibility: Monitoring resources, controlling costs, and ensuring strategic alignment
The Project Mechanics Project Life Cycle
The Project Life Cycle defines a series of states that a project goes through from its inception to its completion. Project activities are grouped into states so that the project manager and the core team can efficiently plan and organize resources appropriately for each state.
Project States
1. Future / Opportunity
Status: An opportunity has been identified
In this state, an opportunity is identified, signaling the potential for a project. However, no specific team has been assigned to define the opportunity yet. The key takeaway is that no work is being done so no resources need to be tracked.
Key Points:
- No team assigned
- Potential project idea
- No resource tracking needed
2. Project Definition
Status: Sponsor has agreed to fund the creation of a project definition
Once a sponsor agrees to fund the project definition, a dedicated team is assigned to define the project and create a proposal. During this phase, an accounting code is generated to track the time and resources.
Key Points:
- Team assigned
- Proposal creation
- ROI calculation
- Resource tracking begins
Deliverable: Comprehensive proposal outlining goals, scope, timeline, and budget
3. Proposed
Status: A proposal has been presented for approval
After the project proposal is created, it is presented to the Project Sponsor for approval. The proposal should include an expiration date and specific metrics that determine when the project can commence.
Key Points:
- All work has stopped
- Awaiting sponsor decision
- Proposal includes expiration date
Key Question: Are we going to do it?
4. Approved
Status: The Project Sponsor has approved the project proposal
In the Approved state, the Project Sponsor gives the green light to proceed with the project. The project team is officially formed, and the project's priority is established.
Key Points:
- Team formation begins
- Project priority established
- Kickoff meeting scheduled
5. In Progress
Status: The project has been kicked off and the project charter established
The In Progress state represents the core implementation phase of the project. The project team actively works on executing the defined tasks and activities.
Key Points:
- Active project work
- Weekly status reports
- Formal change control process
- Milestone tracking
Deliverable: Regular progress reports and milestone achievements
6. Complete
Status: The project has been delivered
When all project deliverables have been successfully accepted, the project enters the Complete state. At this point, there are no ongoing project activities, and the project code is closed.
Key Points:
- No ongoing activities
- Final invoice issued
- Post-implementation review
- Team disbanded
7. Cancelled
Status: The project has been canceled
At any point in the project life cycle, a project may face challenges or changes in circumstances that lead to its cancellation. This could occur due to budget constraints, shifting priorities, or technological limitations.
Key Points:
- All work ceases
- Resources reallocated
- Can occur at any stage
Project Kick-Off Meeting Essentials
Once an initial project team has been constructed, the Project Manager should hold a project kick-off meeting to discuss the future that lies before the project team.
Kick-Off Meeting Agenda
- Expectations of customer/user/sponsors – Deliverables & "The Journey"
- Expectations of team members
- Expectations of Project Manager
- Project "rules"
- Resources available
- Project mechanics (e.g. control procedures, schedules, milestones, etc.)
PMI Framework Integration
Project management is the application of knowledge, skills, tools, and techniques to a broad range of activities to meet the requirements of a particular project. The PMI framework includes:
Five Process Groups
- Initiating
- Planning
- Executing
- Monitoring
- Closing
Nine Knowledge Areas
- Scope Management
- Time Management
- Cost Management
- Quality Management
- Human Resources Management
- Communications Management
- Risk Management
- Project Integration Management
- Procurement Management