Introduction to Project Management & Planning

Introduction to Project Management & Planning
SHIKHAJ JAKHETE
©SHIKHAJ JAKHETE 2020

What is a
Project?
A Project is a Temporary Endeavor Undertaken to
Create a Unique Product, Service, or Result.
The Temporary nature of projects indicates that a
project has a definite beginning and end. The end is
reached when the project’s objectives have been
achieved or when the project is terminated because its
objectives will not or cannot be met, or when the need
for the project no longer exists.
Every project creates a Unique product, service, or
result. The outcome of the project may be tangible or
intangible. Although repetitive elements may be present
in some project deliverables and activities, this repetition
does not change the fundamental, unique characteristics
of the project work.

What is
Management?
Management is the process of attaining organizational goals
by Effectively and Efficiently Planning, Organizing, Leading
and Controlling the organization's Human, Physical, Financial
and Informational Resources.
The practice of management, defined for many centuries as
planning, organizing, directing, and controlling, has existed
since early times. Building the Great Wall of China, running
the Roman Empire, and preparing armies for battle all
required management skills; until the late nineteenth century,
however, management was usually viewed as an art that was
passed on from generation to generation by oral tradition. In
the last hundred years, the science of management has
developed.

What is Project
Management?
Project management is the application of
knowledge, skills, tools, and techniques to
accomplish project activities to meet the
project requirements. Project management
is accomplished through the appropriate
application and integration of the 47
logically grouped project management
processes, which are categorized into Five
Process Groups.

What is
Planning?
Planning is the process of thinking about the activities
required to achieve a desired goal. It is the first and foremost
activity to achieve desired results. It involves the creation and
maintenance of a plan, such as psychological aspects that
require conceptual skills. There are even a couple of tests to
measure someone’s capability of planning well. As such,
planning is a fundamental property of intelligent behaviour.
An important, albeit often ignored aspect of planning, is the
relationship it holds to forecasting. Forecasting can be
described as predicting what the future will look like, whereas
planning predicts what the future should look like for
multiple scenarios. Planning combines forecasting
with preparation of scenarios and how to react to them.
Planning is one of the most important project management
and time management techniques.

What is Project
Planning?
Project planning refers to everything you
do to set up your project for success. It is
the process you go through to establish
the steps required to define your project
objectives, clarify the scope of what
needs to be done and develop the task
list to do it.

History of
Project
Management
While the history of project management goes back to the
building of Pyramids of Egypt and the construction of the
Wall of China, the Manhattan Project is considered as one
of the first to use the contemporary concepts and
frameworks of Project Management (The Manhattan
Project was a research and development project that
produced the first nuclear weapons during World War II. It
was led by the United States with the support of the
United Kingdom and Canada).
While the US military was the key industry behind the
development of several project management processes and
techniques. In 1917, Henry Gantt developed the famous
Gantt chart as a tool for scheduling work in factories:
• A Gantt chart is a standard format for displaying project
schedule information by listing projects activities and their
corresponding start and finish dates in a calendar format.

Project
Ecosystem
Every project is dependent
upon processes, people and
tools and they determine
how the work gets done.
But these three essential
elements are not equals.
Each has its own strengths
and weaknesses, and
provides different values to
projects.

Project Management Phases

Project
Initiation
Phase
This phase is where an idea or a
concept is authorized and funded
as a project. It includes some
planning and estimating to clarify
its objective and scope.

Project
Planning
Phase
This phase includes the
development of detailed plans
required to manage the
implementation of the project.

Project
Implementation
Phase
The implementation phase
includes taking all necessary
actions to ensure the activities in
the project plan are completed
and the outputs of the plan are
delivered.

Project
Monitoring
Phase
Monitoring is about measuring
the progress of a project against
its objectives, looking at
deviations from the plan, and
recommending corrective steps
to put the project back on track.

Project
Control
Phase
The closing phase of the project
is when the project has achieved
the planned objectives and all
deliverables have been
completed.

Project
Closing
Phase
The Control phase refers to the
process by which the project
manager learns and adapts the
methods, plans, and approaches
and determines what works best
for the project.

Project Constraints
Scope, is what the project is trying to achieve, it entails all the work involved in delivering the project outcomes and the processes
used to produce them. Scope is the boundary of a project, it is what the beneficiaries, and the donors expect from the project.
Schedule, is defined as the time required to complete the project. It is an approximation of the duration of all activities in the
project. Schedule constraints include specific dates to deliver an activity or complete the project.
Budget, are the funds approved for the project, they include all the required expenses needed in order to deliver the project
within scope and schedule.
Quality, is defined as delivering the project outcomes according to the stated or implied needs and expectations of the project
beneficiaries and the donor agency.

Project Management Knowledge Areas
Integration
Scope
Time
Cost
Quality
Human Resources
Communications
Risk
Procurement

Life’s getting TOUGH? Yes!
Increased
Competition
Shorter product and
service life cycles
Tighter budgets Unfamiliar and more
complex applications
Globally distributed
and multicultural
project teams

We shall
overcome!
How?
Better Project Training
Publication of best practices
information
Better software support

Modern
Project
Management
Methodologies
Waterfall: This is the legacy model for software development projects.
This methodology has been in practice for decades before the new
methodologies were introduced. In this model, development lifecycle
has fixed phases and linear timelines.
Adaptive: In this methodology, the project scope is a variable.
Additionally, the time and the cost are constants for the project.
Therefore, during the project execution, the project scope is adjusted in
order to get the maximum business value from the project.
Crystal-Methods: In crystal method, the project processes are given a
low priority. Instead of the processes, this method focuses more on
team communication, team member skills, people and interaction.
Crystal methods come under agile category.
Agile: Agile software development methodology is for a project that
needs extreme agility in requirements. The key features of agile are its
short-termed delivery cycles (sprints), agile requirements, dynamic team
culture, less restrictive project control and emphasis on real-time
communication

Project Management Tools

The Top 10 Most Used Project Management Tools and Techniques
by Activity Sector, Shaded by Process Groups
Information and
Communication
Construction Services Manufacturing
Kick-off Meeting Activity List Activity List Kick-off Meeting
Progress Meetings Baseline Plan Kick-off Meeting Activity List
Gantt Chart Close Contracts Milestone Planning Bid/Seller Evaluation
Activity List Cost-Benefit Analysis Progress Report Quality Inspection
Baseline Plan Gantt Chart Gantt Chart Baseline Plan
Progress Report Progress Meetings Progress Meetings Client Acceptance Form
Change Request Client Acceptance Form Baseline Plan Progress Report
Client Acceptance Form Project Closure Documentation Project Closure Documentation Milestone Planning
Project Scope Statement Bottom-up Estimating Requirements Analysis Progress Meetings
Requirements Analysis Milestone Planning Work Breakdown Structure Feasibility Study
Process Groups Initiating Planning Executing Monitoring and Controlling Closing

References
1. Usman Ali Khan; “An Informative Study of Project Management Constraints”. International Journal of Science and
Research (IJSR) ISSN: 2319-7064 Volume 8 Issue 2, February 2019.
2. Changwoo Park; “Project Ecosystem Competency Model”. 29th World Congress International Project Management
Association (IPMA) 2015.
3. Shlomo Globerson, Ofer Zwikael; “The Impact of the Project Manager on Project Management Planning
Processes”. Project Management Journal - September 2002.
4. Anabela Tereso, Pedro Ribeiro, Gabriela Fernandes, Isabel Loureiro, and Mafalda Ferreira; “Project Management
Practices in Private Organizations”. Project Management Journal Vol. 50(1)1–17.
5. Nicholas G.; “Project Management: Recent Developments and Research Opportunities”. J Syst Sci Syst Eng (Jun
2012) 21(2): 129-143.

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