Learning Aim A: Investigate the Principles and Methodologies of IT
Project Management
IT project management plays a critical role in ensuring that projects such as software
application development, IT systems installation, and data collection are completed
successfully. The following notes outline key concepts, principles, and
methodologies that form the foundation of IT project management.
What is a Project?
Definition:
A project is a temporary endeavour undertaken to achieve specific objectives
within a defined timeframe. It has a clear beginning and end and involves a
scope of work designed to deliver a specific outcome or benefit.
Key Characteristics:
o Time-Bound: A project is limited by a start and end date.
o Defined Scope: Clear objectives and deliverables are established
before the project begins.
o Resource Allocation: Projects use specific resources, including
human, financial, and technological assets.
o Unique Outcomes: Each project delivers unique results, even if similar
processes are used.
What is Project Management?
Definition:
Project management is the process of planning, organizing, and controlling
activities to achieve project objectives within constraints of budget, time, and
quality.
Objectives:
o Deliver the project successfully within defined constraints.
o Mitigate risks to prevent project failures.
o Resolve problems effectively during the project lifecycle.
Benefits:
o Ensures efficient use of resources.
o Provides a structured approach to achieving project goals.
o Increases the likelihood of project success.
The Project Life Cycle
Every project follows a structured lifecycle with five main stages. The structure and
implementation may vary depending on the project management methodology
applied.
1. Initiating
Purpose: Define the project's justification, requirements, and goals. This
phase sets the foundation for the project.
Activities:
o Identify stakeholders.
o Define project objectives and scope.
o Conduct feasibility studies to assess risks and benefits.
o Develop a project charter or proposal that formalizes the project’s
existence.
2. Planning
Purpose: Create a detailed roadmap for how the project will be executed,
monitored, and controlled.
Activities:
o Develop a work breakdown structure (WBS) to define tasks and
responsibilities.
o Create schedules, budgets, and resource allocation plans.
o Identify potential risks and create mitigation strategies.
o Establish performance metrics for monitoring progress.
3. Executing
Purpose: Allocate resources and carry out the tasks defined in the planning
stage.
Activities:
o Coordinate teams and assign tasks.
o Manage communication among stakeholders.
o Ensure adherence to the project plan in terms of quality, time, and
budget.
o Resolve issues that arise during execution.
4. Monitoring and Controlling
Purpose: Ensure the project stays on track by comparing actual performance
against the plan.
Activities:
o Track progress using tools like Gantt charts or project management
software.
o Monitor quality standards and ensure deliverables meet expectations.
o Adjust schedules and budgets as necessary to account for changes or
challenges.
o Regularly communicate updates to stakeholders.
5. Closing
Purpose: Formally conclude the project and review its outcomes.
Activities:
o Deliver the final product to the client or stakeholders.
o Release project resources, including team members and equipment.
o Document lessons learned for future reference.
o Conduct a project review meeting to evaluate successes and areas for
improvement.
Project Management Methodologies
The structure of a project’s lifecycle can vary depending on the methodology applied.
Common methodologies include:
Waterfall: A sequential approach where each phase is completed before
moving to the next. It is suitable for projects with well-defined requirements.
Agile: An iterative approach that emphasizes flexibility and collaboration. It is
ideal for projects with evolving requirements, such as software development.
Scrum: A subset of Agile that uses short, focused work cycles (sprints) to
deliver incremental progress.
PRINCE2 (Projects IN Controlled Environments): A process-driven
methodology that provides a structured framework for managing projects.
