The document outlines the typical project life cycle including definition, proposal, planning, execution, and phase-out stages. It then provides more details on the activities involved in each stage such as establishing objectives, scope, milestones, budgets, and risks for the definition and proposal stages, work breakdown structure, roles, and resource planning for the planning stage, and development, testing, and monitoring for the execution stage. Finally, it includes examples of project structure, Gantt chart, resource allocation, and budgets.

1. Prof.Dr.Ing. David Luigi FUSCHI

2. Project life cycle
Definition
Proposal
PlanningExecution
Phase-out
Analyse
Plan
Execute

3. Project life cycle
Definition Proposal Planning Execution Phase-out
Definition Proposal Planning Execution Phase-out
Overall personnel effort
Definition Proposal
Project n
Project n+1
Project n+2

4. Contract
Project life cycle
Definition
• Business
needs
• Deliverables
• Project
boundaries
• Success
criteria
Proposal
• Scope
• Milestones
• Budget
• Risks
• Team
Planning
• Implementation
• Training
• Integration
• Budget
• Critical path
Execution
• Development
• Testing
• Training
• Monitoring
• Adjusting
Phase-out
• Go-live
• Turnover to
support
• Reassign
• Improve
• Maintenance
Charter
approved
Proposal
approved
System
manual
Hand-out
approved
Plan
approved
Business Technical
Business
Needs

5. Starting point
 Clearly define objectives and outcomes
 Set out the SoA and the progress
planned in the proposal
 Describe the activities to be performed

6. Example 1 1 48 1.00 MGT 48
2 1 48 11.00 RTD 48
3 4 42 37.00 RTD 39
4 1 48 0.00 RTD 48
5 1 48 10.00 RTD 48
6 7 42 0.00 RTD 36
7 1 48 2.00 RTD 48
8 18 48 3.50 DEM 31
9 1 48 3.00 OTH 48
67.50
100.0%
WP Description Start End Effort Dur.
Consortium Management
Creative Media Experience
Metadata Semantics & WF for netw orked spactial media
Image & metedata capure & coding
Production for spatial media
Distribution & display
Route to exploitation
Demonstration of new technologies & experimental productions
Dissemination
Nature
Project structure
Total
Relative weight in %
Y1 Y2 Y3 Y4
Effort Effort Effort Effort Effort Weight
1 0.25 0.25 0.25 0.25 1.00 1.5%
2 2.75 2.75 2.75 2.75 11.00 16.3%
3 8.54 11.38 11.38 5.69 37.00 54.8%
4 0.00 0.00 0.00 0.00 0.00 0.0%
5 2.50 2.50 2.50 2.50 10.00 14.8%
6 0.00 0.00 0.00 0.00 0.00 0.0%
7 0.50 0.50 0.50 0.50 2.00 3.0%
8 0.00 0.79 1.35 1.35 3.50 5.2%
9 0.75 0.75 0.75 0.75 3.00 4.4%
15.29 18.92 19.49 13.80 67.50 100.0%
22.6% 28.0% 28.9% 20.4% 100.0%Relative weight in %
Total
Production for spatial media
Distribution & display
Dissemination
Linear yearly workload (MM)
Total
Metadata Semantics & WF for netw orked spactial media
Image & metedata capure & coding
WP Description
Consortium Management
Creative Media Experience
Route to exploitation
Demonstration of new technologies & experimental productions

7. Planning
 Prepare a Work Break Down Structure (WBS)
 Assign roles and responsibilities
2008 2009
Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
1 2 3 4 5 6 7 8 9 10 11 12
1 1 48 1.00 48 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02
2 1 48 11.00 48 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23
3 4 42 37.00 39 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95
4 1 48 0.00 48 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
5 1 48 10.00 48 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21
6 7 42 0.00 36 0.00 0.00 0.00 0.00 0.00 0.00
7 1 48 2.00 48 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04
8 18 48 3.50 31
9 1 48 3.00 48 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06
0.56 0.56 0.56 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51
0.56 1.13 1.69 3.20 4.71 6.22 7.73 9.24 10.75 12.27 13.78 15.29
1% 1% 1% 2% 2% 2% 2% 2% 2% 2% 2% 2%
23%
Project Gant Chart
WP Description Start End Effort Dur.
Consortium Management
Creative Media Experience
Metadata Semantics & WF for netw orked spactial media
Image & metedata capure & coding
Production for spatial media
Route to exploitation
Demonstration of new technologies & experimental productions
Distribution & display
Dissemination
Relative w eight on overall effort (%) 100%
Total effort 67.50
Cumulated Effort

8. Example
WP Work package title 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24
1 Management and quality assurance
1.1 Consortium Management t M1.1 t M1.3
1.1.1 Project Co-ordination
1.1.2 Project Quality Assurance t M1.2
1.1.3 Project Risk Assessment & Management
1.2 Project Administration & quality assurance
2 New approaches to ICT learning, training and education
2.1 Identification of gaps in ICT education/training landscape t M2.1
2.2 Turning identified gaps into educational requirements
2.3 Roadmap for the definition of new ICT training programmes t M2.2
3 Support to Clusters and Grand Coalition
3.1 Identification of best practices in the targeted clusters t M3.2
3.2 Online collaboration and discussion platform t M3.1
3.3 Guidelines for efficient ICT jobs match making t M3.3
4 Exploration of national platforms supporting labour market matching
4.1 Identification of good/bad practices, recommendations
4.2 Provision of a service for labour market matching t M4.1
4.4 Support in creation of new regional/national platforms
5 Impact evaluation
5.1 Pilot actions in each cluster
5.2 Stakeholders acceptance evaluation t M5.1
6 Outreach and sustainability
6.1 Outreach and promotion planning t M6.3
6.2 Sustainability planning t M6.2
6.3 Community building t M6.1 t M6.4
Milestones
M1.1Project Inception, M1 M3.3 Initial version of project guidelines release, M12
M1.2 Quality Assurance inception, M2 M4.1Experimental labour market matching light service release, M10
M1.3 Project Closure, M24 M5.1Impact Assessment, M24
M2.1Initial gaps and requirements identification, M8 M6.1Portal availability, M4
M2.2 ICT Education Roadmap release, M24 M6.2 Sustainability strategy delivery, M6
M3.1Collaboration platform release, M6 M6.3 Communication strategy implementation, M12
M3.2 Initial best/bad practices identification, M6 M6.4 Outreach strategy implementation, M24

9. Budgeting
 Based on Work Break Down Structure
(WBS) and responsibilities estimate
personnel effort
 Evaluate the effort based on prior
experience
 Evaluate the number of meetings and
travels
 Estimate the needed equipment

10. Example
2008 2009
Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
1 2 3 4 5 6 7 8 9 10 11 12
1 1 48 1.00 48 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02 0.02
2 1 48 11.00 48 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23 0.23
3 4 42 37.00 39 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95 0.95
4 1 48 0.00 48 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
5 1 48 10.00 48 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21 0.21
6 7 42 0.00 36 0.00 0.00 0.00 0.00 0.00 0.00
7 1 48 2.00 48 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04 0.04
8 18 48 3.50 31
9 1 48 3.00 48 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06 0.06
0.56 0.56 0.56 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51
0.56 1.13 1.69 3.20 4.71 6.22 7.73 9.24 10.75 12.27 13.78 15.29
1% 1% 1% 2% 2% 2% 2% 2% 2% 2% 2% 2%
2008 2009
Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
1 2 3 4 5 6 7 8 9 10 11 12
1 Y 0.16 0.05 0.60 0.45
15 Y 0.52 0.30 0.30 0.30 1.00 1.00
28 Y 0.50 0.50
33 Y 0.72 0.67 0.58 0.68 0.50 0.55 0.38 0.16 0.16 0.16 0.80 1.00
0.88 0.67 0.58 0.68 0.50 1.07 0.38 0.51 0.46 0.46 2.90 2.95
0.56 0.56 0.56 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51 1.51
-0.32 -0.11 -0.02 0.83 1.01 0.44 1.13 1.00 1.05 1.05 -1.39 -1.44
23%
Use
(Y/N)
ZHU Meng
CHOUDRI Said
Planned (c)
Delta (c - a)
Total (a)
Project Gant Chart
WP Description Start End Effort Dur.
Consortium Management
Creative Media Experience
Metadata Semantics & WF for netw orked spactial media
Image & metedata capure & coding
Production for spatial media
Route to exploitation
Demonstration of new technologies & experimental productions
Distribution & display
Dissemination
Project Effort Actual Deployment
ID
Relative w eight on overall effort (%) 100%
Total effort 67.50
Cumulated Effort
Effort per Resource
BADII Atta
FUSCHI David Luigi

11. Budgeting
 Estimate consumables
 Estimate other relevant costs
2008
M ar Apr M ay Jun Jul Aug Sep Oct Nov Dec
1 2 3 4 5 6 7 8 9 10
Y 3,858.17£ 2,792.49£ 2,417.38£ 2,834.17£ 2,083.95£ 3,625.66£ 1,583.80£ 1,703.99£ 1,436.08£ 1,43£
N -£ -£ -£ -£ -£ -£ -£ -£ -£ £
N -£ -£ -£ -£ -£ -£ -£ -£ -£ £
N -£ 123.90£ -£ 322.56£ 95.60£ -£ -£ 235.60£ 625.71£ 35£
N -£ -£ -£ -£ -£ -£ -£ -£ -£ £
N -£ -£ -£ -£ -£ -£ -£ -£ -£ £
N -£ -£ -£ -£ -£ -£ -£ -£ -£ £
-£ -£ -£ -£ -£ -£ -£ -£ -£ £
2,314.90£ 1,749.83£ 1,450.43£ 1,894.04£ 1,307.73£ 2,175.40£ 950.28£ 1,163.75£ 1,237.08£ 1,07£
6,173.07£ 4,666.22£ 3,867.80£ 5,050.76£ 3,487.27£ 5,801.05£ 2,534.08£ 3,103.34£ 3,298.87£ 2,86£
Use
(Y/N)
Monthly Expenditures
N
DirectIn-
Other specific
Computing
Travels
Personnel
Equipment
Overheads
Adjustments
Total
Project Expenditures
Consumables
Other
Audit
Subcontracting
IPR Protection

12. Example
77%
20%
3%
Direct Costs Allocation
Personnel
Travel
Other direct
Item Cost Ratio Funding
Personnel 716,447.0 76.7% 716,447
Travel 186,000.0 19.9% 186,000
Consumables 2,000.0 0.2% 2,000
Other 10,000.0 1.1% 10,000
Advisory 20,000.0 2.1% 20,000
Total Direct 934,447.0 100.0% 934,447
Indirect (7%) 65,414.0 65,414
Total 999,861.0 999,861
Travel item Cost Qtty Total
Flight 200 2 400
Hotel 100 4 400
Subsistence 50 4 200
Total 10 1000

13. Example
01/03/2008 Project Accounting and Operational Currency
29/02/2012 Organisation Standard Operation Currency
48.0 0.7660000 03/03/2008
4.0
Date Estimate Actual
01/03/2008 04/03/2009 0.9093000 0.9093000
29/02/2012 04/03/2010 0.9930000
48.0 04/03/2011 0.9930000
4.0 03/03/2012 0.9930000
N 03/04/2009
(1)
if needed and applicable
(2)
used for future periods .
3
12
Reporting frequency (Months)
Financial rep. freq. (Months)
Project Short Name
Actual dates
2020 3D MEDIA
2020 3D MEDIA Spatial Sound And Vision
ICT-FP7-215475
Project Full Name
Contract ref.
Exchange Rate(1)
for estimates(2)
H5045300
Project Start Date Exchange Rate(1)
for reporting Period 1
Exchange Rate(1)
for reporting Period 2
Exchange Rate(1)
for reporting Period 3
Exchange Rate(1)
for reporting Period 4
Internal Code
Planned Start Date
Planned End Date
Planned Duration (Months)
Project End Date
Planned Duration (Years)
Planned Duration (Years)
Reporting frequencies
Extended (Y/N)
Project References
Exchange Rate(1)
at project signature / onset
EUR
GBP
Planning dates Accounting summary
Exchange rates
60%Project Overhead %
0.9930000
Project Duration (Months)

14. Example
Budget in EUR RTD Demo Training Coord. Support Manag. Other Total
Personnel 318,460.00 17,220.63 0.00 0.00 0.00 10,690.63 17,760.63 364,131.88
Equipment 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Consumables 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Travel 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Computing 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Other specific costs 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
IPR Protection 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Sub-Total 318,460.00 17,220.63 0.00 0.00 0.00 10,690.63 17,760.63 364,131.88
Subcontracting 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Overheads 191,076.00 10,332.38 0.00 0.00 0.00 6,414.38 10,656.38 218,479.13
509,536.00 27,553.00 0.00 0.00 0.00 17,105.00 28,417.00 582,611.00
382,152.00 13,777.00 0.00 0.00 0.00 17,105.00 28,417.00 441,451.00
75% 50% 100% 100% 100% 100% 100% 76%
Total Cost
Project Budget
Direct
Funding
Allow ed Funding %
In-
Budget in EUR Y1 Y2 Y3 Y4 Total
Personnel 82,474.31 102,091.45 105,136.76 74,429.35 364,131.88
Equipment 0.00 0.00 0.00 0.00 0.00
Consumables 0.00 0.00 0.00 0.00 0.00
Travel 0.00 0.00 0.00 0.00 0.00
Computing 0.00 0.00 0.00 0.00 0.00
Other specific costs 0.00 0.00 0.00 0.00 0.00
IPR Protection 0.00 0.00 0.00 0.00 0.00
Sub-Total 82,474.31 102,091.45 105,136.76 74,429.35 364,131.88
Subcontracting 0.00 0.00 0.00 0.00 0.00
Overheads 49,484.59 61,254.87 63,082.06 44,657.61 218,479.13
131,958.90 163,346.33 168,218.82 119,086.95 582,611.00
99,986.76 123,769.37 127,461.32 90,233.54 441,451.00
23% 28% 29% 20% 100%
In-Direct
Total Cost
Funding
Expected yearly load %
Budget linear distribution on project time-span

15. Example
Costs in EUR Y1 Y2 Y3 Y4 Total
Personnel 48,915.58 11,790.57 0.00 0.00 60,706.15
Equipment 0.00 0.00 0.00 0.00 0.00
Consumables 0.00 0.00 0.00 0.00 0.00
Travel 2,548.39 8,654.99 11,710.74 0.00 22,914.12
Computing 0.00 0.00 0.00 0.00 0.00
Other specific costs 0.00 0.00 37.30 0.00 37.30
IPR Protection 0.00 0.00 0.00 0.00 0.00
Sub-Total 51,463.97 20,445.57 11,748.04 0.00 83,657.57
Subcontracting 0.00 0.00 0.00 0.00 0.00
Overheads 30,878.38 12,267.34 7,048.82 0.00 50,194.54
82,342.34 32,712.91 18,796.86 0.00 133,852.11Total Cost
Actual Project Cost on project time-span (b)
DirectIn-
Budget in EUR Y1 Y2 Y3 Y4 Total
Personnel 82,474.31 102,091.45 105,136.76 74,429.35 364,131.88
Equipment 0.00 0.00 0.00 0.00 0.00
Consumables 0.00 0.00 0.00 0.00 0.00
Travel 0.00 0.00 0.00 0.00 0.00
Computing 0.00 0.00 0.00 0.00 0.00
Other specific costs 0.00 0.00 0.00 0.00 0.00
IPR Protection 0.00 0.00 0.00 0.00 0.00
Sub-Total 82,474.31 102,091.45 105,136.76 74,429.35 364,131.88
Subcontracting 0.00 0.00 0.00 0.00 0.00
Overheads 49,484.59 61,254.87 63,082.06 44,657.61 218,479.13
131,958.90 163,346.33 168,218.82 119,086.95 582,611.00
In-
Total Cost
Budgeted Project Cost on project time-span (a)
Direct

16. Example
Costs in EUR Y1 Y2 Y3 Y4 Total
Personnel 33,558.74 90,300.88 105,136.76 74,429.35 303,425.73
Equipment 0.00 0.00 0.00 0.00 0.00
Consumables 0.00 0.00 0.00 0.00 0.00
Travel -2,548.39 -8,654.99 -11,710.74 0.00 -22,914.12
Computing 0.00 0.00 0.00 0.00 0.00
Other specific costs 0.00 0.00 -37.30 0.00 -37.30
IPR Protection 0.00 0.00 0.00 0.00 0.00
Sub-Total 31,010.35 81,645.89 93,388.73 74,429.35 280,474.31
Subcontracting 0.00 0.00 0.00 0.00 0.00
Overheads 18,606.21 48,987.53 56,033.24 44,657.61 168,284.58
49,616.56 130,633.42 149,421.96 119,086.95 448,758.89
Delta in respect to planned (a-b)
DirectIn-
Total Cost
Costs in EUR Y1 Y2 Y3 Y4 Total
Personnel 48,915.58 11,790.57 0.00 0.00 60,706.15
Equipment 0.00 0.00 0.00 0.00 0.00
Consumables 0.00 0.00 0.00 0.00 0.00
Travel 2,548.39 8,654.99 11,710.74 0.00 22,914.12
Computing 0.00 0.00 0.00 0.00 0.00
Other specific costs 0.00 0.00 37.30 0.00 37.30
IPR Protection 0.00 0.00 0.00 0.00 0.00
Sub-Total 51,463.97 20,445.57 11,748.04 0.00 83,657.57
Subcontracting 0.00 0.00 0.00 0.00 0.00
Overheads 30,878.38 12,267.34 7,048.82 0.00 50,194.54
82,342.34 32,712.91 18,796.86 0.00 133,852.11Total Cost
Actual Project Cost on project time-span (b)
DirectIn-

17. Sources of Standards
 Project Management Institute (PMI)
 Association for Project Management (APM)
 International Project Management
Association (IPMA)
OGC ISO 21500

18. Sources of information
Project management
 http://www.pmi.org/
 http://ipma.ch/
 http://www.apm.org.uk/
Business
 http://www.businessballs.com/

19. Questions?