5 steps to capture and manage project dependencies

5 steps for capturing and managing project
dependencies
Author: PM Majik
Copyright 2015. All rights reserved. www.pmmajik.com

Contents
1.0 Purpose of this presentation
2.0 Common understanding
3.0 Plans
4.0 Dependency identification
5.0 Validation
6.0 Continuous management
7.0 Summary
8.0 PMO resources

1.0 Purpose of this presentation
The purpose of this presentation is to share 5 steps that will help the capture, agreement
and management of project dependencies.
Identifying and managing dependencies is critical for the successful outcome of a
project, programme or portfolio. If dependencies are not met, this will mean project
tasks will be delayed.
5 steps for managing dependencies
1. Common understanding
2. Plans
3. Dependency identification
4. Validation
5. Continuous Management

2.0 Common understanding
Make sure that there is a common understanding of:
• What is a dependency
– Simply it is where a task / milestone is dependent on another task
before it can start or be completed
• Types of dependency – internal / external
– Internal is where dependency is within a single project / programme
– External where dependency is outside of the project / programme – this
represents high risk
• Process
– Defined process for managing dependencies

3.0 Plans
• In order to create dependencies, you must have plans.
• If you do not have plans, it is very difficult to identify and map dependencies
without them being overly generic
• Plans must be well developed, agreed and shared
Additional Resource
http://www.pmmajik.com/running-project-planning-workshop/

4.0 Dependency identification
Dependencies need to be identified. This can be achieved by:
• Project manager / team member identifies known dependencies, which are
then reviewed with the wider team
• Dependency workshop with all relevant stakeholders. This usually results in
greater accuracy and more dependencies being identified
• For the workshop to work, all stakeholders must be represented.
Additional Resource
http://www.pmmajik.com/5-steps-running-dependency-workshop/

5.0 Validation
• Very Important: The dependency must be agreed by all parties for it to be
acknowledged
• Validation is crucial – every effort must be taken for all parties to agree the
dependency including target dates
• Agreed dependencies should be tracked to ensure they are being met – this
is where the PMO should be able to assist
• Dependency workshop to agree (clear) dependencies can be very effective
(see article on dependency workshop for more details)
Additional Resource
http://www.pmmajik.com/5-steps-running-dependency-workshop/

6.0 Continuous management
• As with many project activities, they form a routine and must be repeated –
simply have a single session / event at the start of the project for
dependencies will not be effective
• Project teams should review dependencies on an ongoing basis – existing
and identifying new ones
• The PMO should track the central dependency register to make sure dates
are being met

7.0 Summary
Taking these 5 steps will help ensure that dependencies are identified and actively
managed
Reminder of the list:
1. Common understanding
2. Plans
3. Dependency identification
4. Validation
5. Contious management

8.0 PMO resources
If you want more information, visit www.pmmajik.com where you will find lots of project
and PMO resources including the FREE guide, 7 Steps to Set-Up a PMO.
Visit http://www.pmmajik.com/set-pmo/
PM Majik Website
On the PM Majik website you will find over 100 articles that contain practical and
pragmatic tips and insights for designing, mobilising and managing a PMO. New
articles are added weekly. Topic requests are encouraged from the community.

5 steps to capture and manage project dependencies

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