A project creates unique deliverable related to it and is always temporary in nature. They comprise of certain task or assignments to be fulfilled. These tasks can be either stand-alone or dependent on other. To manage the project, the concept of project management was introduced. They include five key phases as in initiation, planning, execution, monitoring and control, and closing (Meredith & Mantel, 2012). More on these five processes of project management are as explained below:
Initiation: This is the phase where the project is granted the permission to start. In this phase the objective of the project are created, project scope defined and understood and deliverables identified. Let’s take an example of a building for a college, the initiation phase there at a high level looks at details like the size, classroom numbers, cafeteria, entrance and emergency exits, and ventilation with proper doors and windows. As part of the overall budget, project funding is discussed as well.
Planning: This phase includes the creation, review, and approval of project management plans and documents like schedule, procedure, finances and alike. These provide the framework for the project to continue. The key activity during this phase is risk analysis. It looks into the scenarios and looks into ways to mitigate the ‘what if’ situations (Dey, Tabucanon & Ogunlana, 1994). Building on the example of the college above. In this phase, it would include the development of a schedule and work break down structure (WBS). Further to that loading resource is planned, estimation of materials required done, insurance acquired along with drafting, submission, and approval of permits as necessary. The phase ensures that the methodology used guides the project manager towards completing the project successfully on time, fulfilling all the milestones and deliverables.
Execution: During this stage, the leader or project management team creates deliverables for those identified during the initiation phase. All the plans created along with work break down structure, timeline, and other plans are utilized to complete the project within the required time while fulfilling all the project scope and costing requirement. As the major development work happens during this stage, the maximum budget is consumed in this stage itself. Constant and proper coordination, communication within the team and with all the related stakeholder is key to the success of this stage.
Monitoring and Controlling: Also considered as a feedback cycle, they check against the metrics and process outlined in the planning phase to evaluate the project. It is used as a way to track the progress of the project. Tools like the Gantt chart are used to update and look out for the status of the project. They thus run in parallel with the execution phase and at times with planning and closing as well - all depending on the duration of those phases. They can be used as a way to identify early warning signs like the project deliverables being overdue by some margin from its original milestone and so on.
Closing : As the name suggests, this process includes wrapping up the project so it includes all the process required to close all the elements of the project. The project would be formally accepted by the client at this stage. Further to that, review of the project is done, and the lesson learned documented (Anbari, Carayannis & Voetsch, 2008). One of the key aspects of this stage would be the project acceptance from the client and documenting all the lesson learned in a proper way for future reference. Also, the resource consumption, shortfalls, and accomplishments along with other parameters are looked into.
I would follow the five process of project management as explained above as a project manager to plan, track, and manage projects. As part of the project management in my previous organization, we had made use of Trello, Asana, and Basecamp in different stages of the project, which worked very well for small to big projects. So, those are some of the software I would stick with. However, I would also be open for other solutions like Microsoft Project, Jira, Smartsheet, Freedcamp to name a few other. The selection of the project will more be linked with first the budget of the company, the scale of the expected project, short term and long-term vision and the requirement as a whole.
References
Anbari, F., Carayannis, E., & Voetsch, R. (2008). Post-project reviews as a key project management competence. Technovation , 28 (10), 633-643.
Dey, P., Tabucanon, M., & Ogunlana, S. (1994). Planning for project control through risk analysis: a petroleum pipeline-laying project. International Journal Of Project Management , 12 (1), 23-33.
A project creates unique deliverable related to it and is always temporary in nature. They comprise of certain task or assignments to be fulfilled. These tasks can be either stand-alone or dependent on other. To manage the project, the concept of project management was introduced. They include five key phases as in initiation, planning, execution, monitoring and control, and closing (Meredith & Mantel, 2012). More on these five processes of project management are as explained below:
Initiation: This is the phase where the project is granted the permission to start. In this phase the objective of the project are created, project scope defined and understood and deliverables identified. Let’s take an example of a building for a college, the initiation phase there at a high level looks at details like the size, classroom numbers, cafeteria, entrance and emergency exits, and ventilation with proper doors and windows. As part of the overall budget, project funding is discussed as well.
Planning: This phase includes the creation, review, and approval of project management plans and documents like schedule, procedure, finances and alike. These provide the framework for the project to continue. The key activity during this phase is risk analysis. It looks into the scenarios and looks into ways to mitigate the ‘what if’ situations (Dey, Tabucanon & Ogunlana, 1994). Building on the example of the college above. In this phase, it would include the development of a schedule and work break down structure (WBS). Further to that loading resource is planned, estimation of materials required done, insurance acquired along with drafting, submission, and approval of permits as necessary. The phase ensures that the methodology used guides the project manager towards completing the project successfully on time, fulfilling all the milestones and deliverables.
Execution: During this stage, the leader or project management team creates deliverables for those identified during the initiation phase. All the plans created along with work break down structure, timeline, and other plans are utilized to complete the project within the required time while fulfilling all the project scope and costing requirement. As the major development work happens during this stage, the maximum budget is consumed in this stage itself. Constant and proper coordination, communication within the team and with all the related stakeholder is key to the success of this stage.
Monitoring and Controlling: Also considered as a feedback cycle, they check against the metrics and process outlined in the planning phase to evaluate the project. It is used as a way to track the progress of the project. Tools like the Gantt chart are used to update and look out for the status of the project. They thus run in parallel with the execution phase and at times with planning and closing as well - all depending on the duration of those phases. They can be used as a way to identify early warning signs like the project deliverables being overdue by some margin from its original milestone and so on.
Closing : As the name suggests, this process includes wrapping up the project so it includes all the process required to close all the elements of the project. The project would be formally accepted by the client at this stage. Further to that, review of the project is done, and the lesson learned documented (Anbari, Carayannis & Voetsch, 2008). One of the key aspects of this stage would be the project acceptance from the client and documenting all the lesson learned in a proper way for future reference. Also, the resource consumption, shortfalls, and accomplishments along with other parameters are looked into.
I would follow the five process of project management as explained above as a project manager to plan, track, and manage projects. As part of the project management in my previous organization, we had made use of Trello, Asana, and Basecamp in different stages of the project, which worked very well for small to big projects. So, those are some of the software I would stick with. However, I would also be open for other solutions like Microsoft Project, Jira, Smartsheet, Freedcamp to name a few other. The selection of the project will more be linked with first the budget of the company, the scale of the expected project, short term and long-term vision and the requirement as a whole.
References
Anbari, F., Carayannis, E., & Voetsch, R. (2008). Post-project reviews as a key project management competence. Technovation , 28 (10), 633-643.
Dey, P., Tabucanon, M., & Ogunlana, S. (1994). Planning for project control through risk analysis: a petroleum pipeline-laying project. International Journal Of Project Management , 12 (1), 23-33.
Meredith, J., & Mantel, S. (2012). Project management (8th ed.). Hoboken, NJ: Wiley