Introduction to Project Management

What is a Project?

There are as many definitions of a project as there are project managers and project management bodies/organizations. Some of the common definitions of a project include:

A temporary endeavor undertaken to create a unique product, service, or result (Project Management Institute).

A unique set of coordinated activities, with definite starting and finishing points, undertaken by an individual or organization to meet specific performance objectives within a defined schedule, cost, and performance parameters (British Standards Institution)

A unique, transient endeavor, undertaken to achieve planned objectives, which could be defined in terms of outputs, outcomes, or benefits (Association for Project Management).

The allocation, tracking, and utilization of resources to achieve a particular objective within a specified period of time (Harvard Business Essentials).

A temporary organization that is created for the purpose of delivering one or more business products according to an agreed business case (Office of Government Commerce).

A unique process consisting of a set of coordinated and controlled activities with start and finish dates, undertaken to achieve an objective conforming to specific requirements, including constraints of time, cost, and resources (ISO 10006).

A temporary organization that is needed to produce a unique and predefined outcome or result at a pre-specified time using predetermined resources (PRINCE2).

A time and cost-constrained operation to realize a set of defined deliverables up to quality standards and requirements (International Project Management Association).

Projects can be large or small and can take a short or long time to complete depending on complexity, scope, external environment, project management skills, availability of resources among other factors.

Main Features of a Project

A project usually has a single definable purpose or aim. An example is a project to build a 500KM road. The project effectively terminates when this has been achieved.

The quality is defined by the triple constraints of scope, schedule (time), and cost (budget) all of which determine the quality of the product. Most projects have to be completed within an agreed timescale, within cost limits, and to a stated standard or level of performance.

Projects comprise multidisciplinary teams. Team members are drawn from different specializations. These project team members work together for the duration of the project, after which the team is disbanded. Multidisciplinary teams are more difficult to manage and develop than single-discipline teams.

Projects are unique. Each is designed for a specific purpose or aim and no two projects are ever identical. In the case of road construction, the design and implementation of each construction is different and the design and implementation of each project is different. There is, however, the possibility of transferring knowledge between projects.

Projects carry a high degree of uncertainty and risk. They are often designed to bring about change, may involve new approaches and processes, and may generate an unfamiliar end condition. Unlike normal business operations, they are difficult to forecast in advance.

Projects have a finite lifespan. A road construction project has a start and finish date. The schedule can be revised based on several factors as we shall discuss in the planning phase.

Projects tend to pass through clear stages of development in what is known as Project Cycle. Each stage or phase is unique in terms of products/deliverables and resource requirements. The phases represent milestones or gateways through which the project must pass as it develops.

Projects are often complex. This is as a result of their multidisciplinary nature because they involve different phases, different people, and a flexible timeline and budget.

Projects are characterized by change. Projects are usually designed to achieve change and they often operate under conditions of change.

Project Management

Project management is the application of processes, methods, skills, knowledge, and experience to achieve specific project objectives according to the project acceptance criteria within agreed parameters (Association for Project Management).

Project management is the application of knowledge, skills, and techniques to execute projects effectively and efficiently (Project Management Institute).

What differentiates a project from operations?
While a project is a temporary endeavor undertaken to produce a unique product, operations are ongoing and repetitive processes and procedures to produce the same result or a repetitive service. Examples of operations: production, logistics, manufacturing, accounting, etc.