Topic 3 notes

OVERVIEW OF PROJECT MANAGEMENT CYCLE

Project

According to United Nation Center for Regional Development (UNCRD (2000) defines a project
as a complex set of activities where resources are used in expectation of returns which lends to
planning, financing and implementing as a unit.

A project has a starting and ending point so as to accomplish a specific objective. It has a defined
activities and benefits that can be identified and valued socially and monetarily.

A project is a unique process with set of coordinated and controlled activities with starting and
finishing dates undertaken to achieve specified objectives conforming to specific requirements
like time.

Human material and financial resources are are organized to undertake a unique scope of work
within the constraint of time, cost and the environment, so as to achieve beneficial changes
defined by qualitative and quantitative objectives.

It is a combination of organizational resources pulled together to create something that did not
previously exist.

Projects may arise out of a need that will eventually require to be satisfied:

1. T he need is identified through need assessment of the target group

2. It may arise out a problem that needs to be solved

3. It may arise from an opportunity that needs to be exploited like a situation or the
environment

4. It may arise due to the need to complement other existing investments

A project is to bring beneficial socio-economic change as judged by the beneficiaries, it is

 Project objectives are the target of every project

 Monitoring ensures they are implemented as planned

 Ensure that a project produces intended results at the end of the cycle
  Ascertain changes brought to the project beneficiaries in terms of data.

PROJECT CYCLE

A project cycle is a sequence of continuous evnts which a project follows. The stages include

1. Project identification

2. Project formulation

3. Project appraisal

4. Project implementation

5. Project evaluation

Project cycle model

Problem Identification/
Conceptualization

Feedback Monitoring & Project design

Project Implementation

Source: Ogula, (2002) Monitoring and Evaluation of Educational projects and

The project management life cycle is usually broken down into four phases: initiation, planning,
execution, and closure. These phases make up the path that takes your project from the beginning
to the end.

Note: Some methodologies also include a fifth phase controlling or monitoring but for our
purposes, this phase is covered under the execution and closure phases.

Phases of the Project Management Life Cycle (Click on image to modify this template)

1. Initiation

First, you need to identify a business need, problem, or opportunity and brainstorm ways that
your team can meet this need, solve this problem, or seize this opportunity. During this step, you
figure out an objective for your project, determine whether the project is feasible, and identify
the major deliverables for the project.

Instead of waiting to have the project strategy advocates for a mental switch from being a project
"manager" to becoming a project "leader":

"Project managers must be able to sell business leaders on the intrinsic value they offer to the
business at a strategic level when they are at the table from the start of strategic planning instead
of after the fact decision-making. Project managers effectiveness is drastically muted when
offering a "fix-it" or "workaround" once high-level directional business decisions are made
without their expertise."

Clearly, it's worth it to do what it takes to make your voice heard early before the strategy is set
in stone.

Project management steps for the initiation phase

Undertaking a feasibility study: Identify the primary problem your project will solve and
whether your project will deliver a solution to that problem

Identifying scope: Define the depth and breadth of the project

Identifying deliverables: Define the product or service to provide

Identifying project stakeholders: Figure out whom the project affects and what their needs may
be

Developing a business case: Use the above criteria to compare the potential costs and benefits for
the project to determine if it moves forward

Developing a statement of work: Document the project’s objectives, scope, and deliverables that
you have identified previously as a working agreement between the project owner and those
working on the project

2. Planning

Once the project is approved to move forward based on your business case, statement of work, or
project initiation document, you move into the planning phase.

During this phase of the project management life cycle, you break down the larger project into
smaller tasks, build your team, and prepare a schedule for the completion of assignments. Create
smaller goals within the larger project, making sure each is achievable within the time frame.
Smaller goals should have a high potential for success.

Project management steps for the planning phase

Creating a project plan: Identify the project timeline, including the phases of the project, the
tasks to be performed, and possible constraints

Creating workflow diagrams: Visualize your processes using swim lanes to make sure team
members clearly understand their role in a project
Estimating budget and creating a financial plan: Use cost estimates to determine how much
to spend on the project to get the maximum return on investment

Gathering resources: Build your functional team from internal and external talent pools while
making sure everyone has the necessary tools (software, hardware, etc.) to complete their tasks

Anticipating risks and potential quality roadblocks: Identify issues that may cause your project to
stall while planning to mitigate those risks and maintain the project’s quality and timeline

Holding a project kickoff meeting: Bring your team on board and outline the project so they can
quickly get to work

Get started by mapping out all process steps and responsibilities in this workflow diagram
template.

Workflow Diagram With Swimlanes (Click on image to modify this template)

3. Execution
You’ve received business approval, developed a plan, and built your team. Now it’s time to get
to work. The execution phase turns your plan into action. The project manager’s job in this phase
of the project management life cycle is to keep work on track, organize team members, manage
timelines, and make sure the work is done according to the original plan.

Project management steps for the execution phase

Creating tasks and organizing workflows: Assign granular aspects of the projects to the
appropriate team members, making sure team members are not overworked

Briefing team members on tasks: Explain tasks to team members, providing necessary
guidance on how they should be completed, and organizing process-related training if necessary

Communicating with team members, clients, and upper management: Provide updates to project
stakeholders at all levels

Monitoring quality of work: Ensure that team members are meeting their time and quality
goals for tasks

Managing budget: Monitor spending and keeping the project on track in terms of assets and
resources

If you have a properly documented process already in place, executing the project will be much
easier.

Depending on the project management methodology you follow, there are many visual tools that
you can apply to see which deliverables have been completed ensure that your project remains
on track. Click the Kanban board and Gantt chart templates below to learn more.

4.Project Monitoring and Control

Monitoring and control are sometimes combined with execution because they often occur at the
same time. As teams execute their project plan, they must constantly monitor their own progress.

To guarantee delivery of what was promised, teams must monitor tasks to prevent scope creep,
calculate key performance indicators and track variations from allotted cost and time. This
constant vigilance helps keep the project moving ahead smoothly.

5. Project Closure

Teams close a project when they deliver the finished project to the customer, communicating
completion to stakeholders and releasing resources to other projects. This vital step in the project
lifecycle allows the team to evaluate and document the project and move on the next one, using
previous project mistakes and successes to build stronger processes and more successful teams.

Although project management may seem overwhelming at times, breaking it down into these
five distinct cycles can help your team manage even the most complex projects and use time and
resources more wisely.