4CorePM Training

Introduction to Project Management

What is a project?

A project is a unique set of co-ordinated activities, with definite starting and finishing points, undertaken by an individual or team to meet specific objectives within defined time, cost and performance parameters as specified in the business case. It should have the following characteristics:

• a finite and defined lifespan

• defined and measurable business products (that is, deliverables and/or outcomes to meet specific business objectives)

• a corresponding set of activities to achieve the business products

• a defined amount of resources

• an organisation structure, with defined responsibilities, to manage the project.

Projects should contribute to business objectives.

What is project management?

Project management is much more than the tasks carried out by a project manager. Project management is a combination of the roles and responsibilities of individuals assigned to the project, the organisational structure that sets out clear reporting arrangements and the set of processes to deliver the required outcome. It ensures that everyone involved knows what is expected of them and helps to keep cost, time and risk under control.

Why use project management?

Experience has shown that projects are inherently at risk - through overrunning on time and cost and/or failing to deliver a successful outcome. Such failures are almost invariably caused by:

• poor project definition by the project's owner, perhaps because of insufficient consultation with stakeholders or their failure to be specific about requirements and desired outcomes

• lack of ownership and personal accountability by senior management

• inadequately skilled and experienced project personnel

• inadequate reporting arrangements and decision-making

• inconsistent understanding of required project activities, roles and responsibilities.

Project management helps to reduce and manage risk. It puts in place an organisation where lines of accountability are short and the responsibilities of individuals are clearly defined. Its processes are clearly documented and repeatable, so that those involved in the project can learn from the experiences of others.

The principles of project management are equally valuable for smaller and/or less complex projects. The nature of your project will determine the project management approach you need, which should be adapted as required.

Why use project management software ?

Project management software is a key tool in your effort to consistently finish projects on time and within budget.  Project management software lets you do the critical steps project managers must do more efficiently than silly options like scheduling on a yellow pad or in Excel.  Those waste too much of  your time to complete these critical steps:

1. Spotting problems early, not after it's too late to fix them

2. Optimizing the use of resources so you finish as early as possible

3. Updating the plan in a few minutes each week so you know where you are

4. Updating everyone's schedule in seconds when things change