Module: IT and Project Management

COURSE NAME INFORMATION TECHNOLOGY AND PROJECT MANAGEMENT

COURSE CODE SLG 62103

VERSION/REVISION NO. Version 1

YEAR & SEMESTER Year 1 & Semester 1

Chapter 1: Fundamental of Information Technology

i) Hardware and Software

ii) Programs and Apps

iii) Data and Information

iv) The internet

v) Digital Security and Safety

vi) Communications and Networks

Chapter 2: Introduction to Project Management

i) Overview of Project Management

ii) Role of a Project Management

iii) Benefits of Project Management

iv) Project Lifecycle

Chapter 3: Project Management

i) Project Definition

ii) Project Planning, Estimating and Resourcing

iii) Project Time Management

iv) Project Risk Management

v) Project Quality Management

vi) Project Controlling and Reporting

Chapter 4: Project Management Software

i) Relational between project Management and Project Planning Software

ii) Project Management Software Tools

iii) Project Management Software Features

iv) Project Management Stages:

• Stage I – Initiating

• Stage II – Planning

• Stage III – Execution

• Stage IV – Control

• Stage V – Definition

Chapter 5: Information Technology for Business

i) Overview of E-Commerce

ii) E-Commerce Technologies

iii) E-Commerce and Business Strategies

iv) Benefits and Limitation of Business to Consumer (B2C) E-Commerce

Chapter 6: Implementation of IT and Project Management

i) Manufacturing
ii) Logistics

iii) Automotive

iv) Construction

Main Reference:

1. Eric Verzuh (2021). The Fast Forward MBA in Project Management (Fast Forward MBA series) (6th
Edition). John Wiley & Sons.

2. Eric Verzuh (2016). The Fast Forward MBA in Project Management (Fast Forward MBA series) (2nd
Edition). John Wiley & Sons.

3. Bob Hughes, Roger Ireland, Brian West, Norman Smith, David I.Shepherd (2012). Project
Management for IT-Related Projects (2nd Edition). BCS, The Chartered Institute for IT.
Chapter 1: Fundamental of Information Technology

i) Hardware and Software

ii) Programs and Apps

iii) Data and Information

iv) The internet

v) Digital Security and Safety

vi) Communications and Networks

Module 1 :

i) Hardware and Software

a) Hardware refers to the physical components of a computer or a machine that we can see
and touch. It contains circuit board, ICs, or other electronics in a computer system. It is a
physical component that is used in different ways to build a computer or any other
machine. The Memory Devices, Processor, Central Processing Unit, Mouse, and the
keyboard all are the examples of the hardware in the computer system. On the other
hand, the screen on which you are viewing this page is the best example of the hardware,
whether you are viewing this page on the tablet, monitor, or smartphone. A computer
system would not be existing without any hardware and not able to run any software. An
example of an external hardware peripheral, a keyboard, is shown in the picture. It allows
users to give input to the computer.

b) Software is a collection of procedures, instructions, documentation that tells a computer

exactly what to do or allows users to interact with a computer. Sometimes it is
abbreviated as S/W and SW, which is most important for a computer or other similar
devices. Most of the computers may be useless without software. For example, if a
software program, MS-Word is not installed into your computer, you cannot make any
document that can be completed through MS-Word. Also, you cannot surf the Internet or
visit any website if your system has no Internet browser software. Additionally, the
browser could not run on the computer without an operating system. The Google Chrome,
Photoshop, MS Word, Excel, MySQL and more are examples of software. The picture is
shown below, is an example of software, which is a picture of Google Chrome, which is an
Internet software program. Software is a collection of instructions run on the computer,
whereas hardware is a physical device used with or on the computer. On the other hand,
the software cannot be touch and held in your hand, whereas hardware can be touch and
held in your hand. Below is given a table that holds the differences between hardware and
software.
ii) Programs and Apps

• Program, as name suggest, are simply set of instructions that are developed to
work in single platform and usually written by computer programmer in
programming languages such as C++, Java, Python, etc.

• Application, as name suggests, are simply apps that are designed for end user to
perform specific task and achieve their purpose as well as can manipulate text,
numbers, graphics, audio, and combination of these elements, etc.
– Run with no user input
– Automated systems
ii) Data and Information
A) Data

a. Data can be defined as a representation of facts, concepts, or

instructions in a formalized manner, which should be suitable for
communication, interpretation, or processing by human or electronic
machine.

-Data is represented with the help of characters such as alphabets (A-Z, a-z),
digits (0-9) or special characters (+,-,/,*,<,>,= etc.)

B) Information

Information is organized or classified data, which has some meaningful

values for the receiver. Information is the processed data on which decisions
and actions are based.

For the decision to be meaningful, the processed data must qualify for the
following characteristics:

a) Timely − Information should be available when required.

b) Accuracy − Information should be accurate.

 c) Completeness − Information should be complete.

iii) The internet

The Internet (or internet)is the global system of interconnected computer networks that uses the
Internet protocol suite (TCP/IP)[b] to communicate between networks and devices. It is a network of
networks that consists of private, public, academic, business, and government networks of local to
global scope, linked by a broad array of electronic, wireless, and optical networking technologies.
The Internet carries a vast range of information resources and services, such as the interlinked
hypertext documents and applications of the World Wide Web (WWW), electronic mail, telephony,
and file sharing.

The origins of the Internet date back to the development of packet switching and research
commissioned by the United States Department of Defense in the late 1960s to enable time-
sharing of computers. The primary precursor network, the ARPANET, initially served as a
backbone for the interconnection of regional academic and military networks in the 1970s to
enable resource sharing. The funding of the National Science Foundation Network as a new
backbone in the 1980s, as well as private funding for other commercial extensions, led to
worldwide participation in the development of new networking technologies, and the merger
of many networks. The linking of commercial networks and enterprises by the early 1990s
marked the beginning of the transition to the modern Internet, and generated a sustained
exponential growth as generations of institutional, personal, and mobile computers were
connected to the network. Although the Internet was widely used by academia in the 1980s,
commercialization incorporated its services and technologies into virtually every aspect of
modern life.

Most traditional communication media, including telephone, radio, television, paper mail,
and newspapers, are reshaped, redefined, or even bypassed by the Internet, giving birth to
new services such as email, Internet telephone, Internet television, online music, digital
newspapers, and video streaming websites. Newspaper, book, and other print publishing have
adapted to website technology or have been reshaped into blogging, web feeds, and online
news aggregators. The Internet has enabled and accelerated new forms of personal interaction
through instant messaging, Internet forums, and social networking services. Online shopping
has grown exponentially for major retailers, small businesses, and entrepreneurs, as it enables
firms to extend their "brick and mortar" presence to serve a larger market or even sell goods
and services entirely online. Business-to-business and financial services on the Internet affect
supply chains across entire industries.
v) Digital Security and Safety

What is Digital Security?

Digital security is the collective term that describes the resources employed to protect your
online identity, data, and other assets. These tools include web services, antivirus software,
smartphone SIM cards, biometrics, and secured personal devices.

In other words, digital security is the process used to protect your online identity.

What’s the Difference Between Digital Information Security and Cyber Security?

You may have heard the term “cyber security” bandied about. That’s hardly surprising since
illegally accessing someone’s data, identity, or financial resources is called a “cybercrime,”
which in turn creates a need for cyber security.

Yet, there’s a difference between digital security and cyber security. Digital security involves
protecting your online presence (data, identity, assets). At the same time, cyber security
covers more ground, protecting entire networks, computer systems, and other digital
components, and the data stored within from unauthorized access.

You could make a case for calling digital security a sub-type of cyber security. Many industry
professionals use the two terms interchangeably, but in reality, digital security protects
information, and cyber security protects the infrastructure, all systems, networks, and
information.

Why is Digital Data Security Important?

This infographic from 2019 shows some of the most significant data security breaches of the
past decade. As if that wasn’t alarming enough, this article reports that over seven million
data records get compromised each day, and incidents of cyber fraud and abuse increased by
20 percent in the first quarter of 2020.

Cybercriminals are opportunists attracted by the sheer volume, value, and variety of data
available for exploitation. And all they need is just one good haul to make their efforts worth
it. If they can fool only one consumer—through a phishing attack, for example—hackers
could reap the rewards of a stolen identity or a compromised credit card with a substantial
balance to burn through.

Like we said at the start, our increased reliance on the internet means we have a lot more to
lose if something goes sideways. The stakes are raised; we need impeccable, reliable digital
data security.

What Kind of Information is Considered a Digital Security Risk?

Not every bit (or byte) of your information is useful to cybercriminals. A total stranger
finding out that you prefer the original Star Wars trilogy to the sequels is scarcely an earth-
shattering revelation that could compromise your identity or financial security. So, what
kinds of data are at risk?

 Personal Identification Data

This data includes your name, phone number, address, email account name, IP address,
and, most damaging, your Social Security number. It also includes information that
potentially pinpoints your location. Personal data is often used for identity theft and social
engineering. Also, a hacker who has your Social Security number (or equivalent) can open
credit card accounts in your name, thereby eventually destroying your credit score.

 Personal Payment Data

If it has to do with financial transactions, it’s considered personal payment data. This
information includes credit and debit card numbers (including expiration dates), online
banking numbers (account and routing), and PIN codes. Criminals who gain access to
your online banking information can even transfer funds out of the accounts or make
purchases.

 Personal Health Data

Also known as personal health information (PHI), this data type encompasses information
on your health, including medical history, prescription drugs, health insurance
subscriptions, and doctor and hospital visits. This information is precious to high-rolling
cybercriminals since they can use your health information to file false insurance claims or
order and resell prescription drugs.

What Are the Different Types of Digital Security?

As you can see, there is a lot that can go wrong if your digital data is compromised.
Fortunately, security in the digital world comes in many forms, offering a wide choice of
defense methods. These include:

 Antivirus Software

Viruses delivered through malware and other malicious systems infect your data and bring
your system to a screeching halt. A good antivirus program not only detects and cleans out
these infections, but also keeps out suspicious programs and isolates likely threats.

 Current, Updated Firewalls

This tool monitors web traffic, identifies authorized users, blocks unauthorized access, and
—if current enough—will even protect against next-generation viruses. Firewalls have
been around for years, and many cyber security experts dismiss them as obsolete.
However, a state-of-the-art version is a potentially useful tool for keeping out unwanted
users.

 Proxies

Proxies are digital security tools that bridge the gap between users and the internet, using
filtering rules in line with an organization’s IT policies. Proxies block dangerous websites
and leverage an authentication system that can control access and monitor usage.

 Remote Monitoring Software

Remote monitoring allows the data security team to collect information, diagnose
problems, and oversee all the applications and hardware from a remote location. Remote
monitoring provides flexibility and convenience, enabling administrators to resolve any
issue anytime, anywhere.

 Vulnerability Scanner

This tool detects, evaluates, and manages any weak spots in your organization’s system.
Vulnerability scanners not only identify flaws but also prioritizes them to help you
organize your countermeasures. IT security teams can use scanners for both web
applications and internal systems.

What Are Some Specific Examples of Digital Security Tools?

We’ve discussed the various types of digital security, but now we’re going to explore some
specific security tools available. These tools protect the integrity of your information flowing
back and forth between various online media since this is a particularly vulnerable (and often-
used) target for criminals and hackers.

 Instant Message Encryption Tools

You would be surprised how much sensitive information passes through

IMs. ChatSecure is a messaging app that offers secure encryption for Android and iOS
phones, and Cryph secures your Mac or Windows-based web browsers.

 Navigation Privacy Tools

Criminals can’t steal what they can’t see. Anonymox protects your identity by creating a
proxy, letting you change your IP and surf anonymously. It’s available as an add-on for
Google Chrome and Firefox. Tor isolates every website you explore, so advertisements
and third-party trackers can’t lock into you. It also clears your browsing history, removes
cookies, and provides multi-layer encryption.

 Telephone Encryption Tools

SilentPhone offers smartphone users end-to-end encryption for voice conversations,

messaging, file transfer, video, and more. It’s compatible with Android and iOS devices
and is free. Signal is an independent nonprofit resource that lets users share text, GIFs,
voice messages, photos, videos, and data files.

vi) Communications and Networks

Communication Networks can be of following 5 types:

1. Local Area Network (LAN)

2. Metropolitan Area Network (MAN)

3. Wide Area Network (WAN)

4. Wireless

5. Inter Network (Internet)

1) Local Area Network (LAN)

It is also called LAN and designed for small physical areas such as an office, group of
buildings or a factory. LANs are used widely as it is easy to design and to troubleshoot.
Personal computers and workstations are connected to each other through LANs. We can use
different types of topologies through LAN, these are Star, Ring, Bus, Tree etc.

LAN can be a simple network like connecting two computers, to share files and network
among each other while it can also be as complex as interconnecting an entire building.

LAN networks are also widely used to share resources like printers, shared hard-drive etc.

Characteristics of LAN
  LAN's are private networks, not subject to tariffs or other regulatory controls.

 LAN's operate at relatively high speed when compared to the typical WAN.

 There are different types of Media Access Control methods in a LAN, the prominent
ones are Ethernet, Token ring.

 It connects computers in a single building, block or campus, i.e. they work in a

restricted geographical area.

Applications of LAN

 One of the computer in a network can become a server serving all the remaining
computers called clients. Software can be stored on the server and it can be used by
the remaining clients.

 Connecting Locally all the workstations in a building to let them communicate with
each other locally without any internet access.

 Sharing common resources like printers etc are some common applications of LAN.

Advantages of LAN

 Resource Sharing: Computer resources like printers, modems, DVD-ROM drives

and hard disks can be shared with the help of local area networks. This reduces cost
and hardware purchases.

 Software Applications Sharing: It is cheaper to use same software over network

instead of purchasing separate licensed software for each client a network.

 Easy and Cheap Communication: Data and messages can easily be transferred over
networked computers.

 Centralized Data: The data of all network users can be saved on hard disk of the
server computer. This will help users to use any workstation in a network to access
their data. Because data is not stored on workstations locally.

 Data Security: Since, data is stored on server computer centrally, it will be easy to

manage data at only one place and the data will be more secure too.

 Internet Sharing: Local Area Network provides the facility to share a single internet
connection among all the LAN users. In Net Cafes, single internet connection sharing
system keeps the internet expenses cheaper.
Disadvantages of LAN

 High Setup Cost: Although the LAN will save cost over time due to shared computer
resources, but the initial setup costs of installing Local Area Networks is high.

 Privacy Violations: The LAN administrator has the rights to check personal data files
of each and every LAN user. Moreover he can check the internet history and
computer use history of the LAN user.

 Data Security Threat: Unauthorised users can access important data of an

organization if centralized data repository is not secured properly by the LAN
administrator.

 LAN Maintenance Job: Local Area Network requires a LAN Administrator because,

there are problems of software installations or hardware failures or cable disturbances
in Local Area Network. A LAN Administrator is needed at this full time job.

 Covers Limited Area: Local Area Network covers a small area like one office, one
building or a group of nearby buildings.

2) Metropolitan Area Network (MAN)

 It was developed in 1980s.It is basically a bigger version of LAN. It is also called

MAN and uses the similar technology as LAN. It is designed to extend over the entire
city. It can be means to connecting a number of LANs into a larger network or it can
be a single cable. It is mainly hold and operated by single private company or a public
company.

Characteristics of MAN

 It generally covers towns and cities (50 km)

 Communication medium used for MAN are optical fibers, cables etc.

 Data rates adequate for distributed computing applications.

Advantages of MAN

 Extremely efficient and provide fast communication via high-speed carriers, such as
fibre optic cables.

 It provides a good back bone for large network and provides greater access to WANs.

 The dual bus used in MAN helps the transmission of data in both directions
simultaneously.

 A MAN usually encompasses several blocks of a city or an entire city.

Disadvantages of MAN

 More cable required for a MAN connection from one place to another.

 It is difficult to make the system secure from hackers and industrial espionage
(spying) graphical regions.

3) Wide Area Network (WAN)

 It is also called WAN. WAN can be private or it can be public leased network. It is
used for the network that covers large distance such as cover states of a country. It is
not easy to design and maintain. Communication medium used by WAN are PSTN or
Satellite links. WAN operates on low data rates.

Characteristics of WAN
  It generally covers large distances(states, countries, continents).

 Communication medium used are satellite, public telephone networks which are
connected by routers.

Advantages of WAN

 Covers a large geographical area so long distance business can connect on the one
network.

 Shares software and resources with connecting workstations.

 Messages can be sent very quickly to anyone else on the network. These messages
can have picture, sounds or data included with them(called attachments).

 Expensive things(such as printers or phone lines to the internet) can be shared by all
the computers on the network without having to buy a different peripheral for each
computer.

 Everyone on the network can use the same data. This avoids problems where some
users may have older information than others.

Disadvantages of WAN

 Need a good firewall to restrict outsiders from entering and disrupting the network.

 Setting up a network can be an expensive, slow and complicated. The bigger the
network the more expensive it is.

 Once set up, maintaining a network is a full-time job which requires network
supervisors and technicians to be employed.

 Security is a real issue when many different people have the ability to use information
from other computers. Protection against hackers and viruses adds more complexity
and expense.

Wireless Network

Digital wireless communication is not a new idea. Earlier, Morse code was used to

implement wireless networks. Modern digital wireless systems have better performance, but
the basic idea is the same.
Wireless Networks can be divided into three main categories:

1. System interconnection

2. Wireless LANs

3. Wireless WANs

System Interconnection

System interconnection is all about interconnecting the components of a computer

using short-range radio. Some companies got together to design a short-range wireless
network called Bluetooth to connect various components such as monitor, keyboard, mouse
and printer, to the main unit, without wires. Bluetooth also allows digital cameras, headsets,
scanners and other devices to connect to a computer by merely being brought within range.

In simplest form, system interconnection networks use the master-slave concept. The system
unit is normally the master, talking to the mouse, keyboard, etc. as slaves.

Wireless LANs

These are the systems in which every computer has a radio modem and antenna with which
it can communicate with other systems. Wireless LANs are becoming increasingly common
in small offices and homes, where installing Ethernet is considered too much trouble. There
is a standard for wireless LANs called IEEE 802.11, which most systems implement and
which is becoming very widespread.

Wireless WANs

The radio network used for cellular telephones is an example of a low-bandwidth wireless
WAN. This system has already gone through three generations.

 The first generation was analog and for voice only.

 The second generation was digital and for voice only.

 The third generation is digital and is for both voice and data.
Inter Network

Inter Network or Internet is a combination of two or more networks. Inter network can be
formed by joining two or more individual networks by means of various devices such as
routers, gateways and bridges.
Chapter 2: Introduction to Project Management

i) Overview of Project Management

Project management is a discipline a set of methods, theories, and techniques that have evolved to
manage the complexities of work that is unique and temporary. Even as the discipline continues to
evolve, it can claim a proven track record. Millions of projects around the globe routinely rely on the
concepts found in this and other project management books. The Project Management Institute
(PMI), headquartered in the United States; the International Project Management Association
(IPMA), serving Europe, Asia, and Africa; and other standards organizations have formalized this
discipline over the past 60 years. The proliferation of projects has led to substantial growth in the
number of people who call themselves project managers, and project manager is now a common
role in nearly every kind of organization. The related phenomenon is the rise of the certified project
manager. PMI and IPMA both offer professional certification programs to formally recognize skills,
knowledge, or both.

HOW A PROJECT IS DEFINED

All projects have two essential characteristics:

1. Every project has a beginning and an end. The date of the beginning may be somewhat fuzzy, as
an idea evolves into a project.

The end, however, must be clearly defined so that all project participants agree on what it means to
be complete.

2. Every project produces a unique product. The outcome could be tangible, such as a building or a
software product, or it could be intangible, such as new hiring guidelines. Part of the recent interest
in project management stems from the realization that firms that deliver services have plenty of
projects and can manage them with the same tools that have been used successfully in companies
that produce tangible goods.

Projects abound in every industry. Here are a few examples, drawn from a variety of industries:

• Engineers redesign controls on an automobile dashboard.

• An advertising firm produces print and television ads to promote a new razor.

• Hospital administrators restructure responsibilities for nurses in their maternity ward.

• Manufacturing engineers document their processes to gain ISO certification.

Notice that each of these projects is plowing new ground and each will be finished when it reaches
the goal. Projects are unique and temporary.

Notice also that some of these projects produce tangible products, such as new ads or a redesigned
dashboard, while others, such as the restructuring of responsibilities for nurses, are intangible.
Project results may be tangible or intangible.

ii) Role of a Project Management

PROJECT MANAGEMENT FUNCTIONS/ROLE

Setting realistic expectations, fostering agreement among all parties, and then delivering the product
is frequently challenging and always requires a wide array of techniques (see Figure 3.2).

From a high level these techniques can be grouped into the three project management
functions/roles:

1. Project definition lays out the foundation for a project. There are two activities involved in this
groundwork. • The project manager must determine the purpose, goals, and constraints of the
project. He or she must answer questions like “Why are we doing this?” and “What does it mean to
be successful?” The answers become the foundation for making all project decisions because they
describe the cost schedule-scope equilibrium and connect the project to the mission of the
organization. • The manager must establish basic project management controls. He or she must get
agreement on which people and organizations are involved in the project and what their roles will
be. The manager also needs to clarify the chain of command, communication strategy, and change
control process.

2. Project planning puts together the details of how to meet the project’s goals, given the
constraints. Common estimating and scheduling techniques will lay out just how much work the
project entails, who will do the work, when it will be accomplished, and how much it will cost. Along
the way, risk management activities will identify the areas of greatest uncertainty and create
strategies to manage them. The detailed strategy laid out in the plan becomes a reality check for the
cost-schedule-scope equilibrium developed during project definition.
3. Project control includes all the activities that keep the project moving toward the goal. These
activities include: • Progress measurement. Measuring progress frequently identifies any problems
early, making them easier to solve. Progress measurement is also a feedback mechanism, validating
the estimates in the plan and the cost-schedule-scope equilibrium. • Communication.
Communication is critical in controlling a project, because it keeps all the participants coordinated
and aware of project progress and changes. • Corrective action. This consists of the day-to-day
responses to all the obstacles and problems a project may encounter.

iii) Benefits of Project Management

There are five immediate benefits of good project management:

1. Project Management Improves Productivity and Reduces Costs and Workload

The ultimate goal of project management and planning is efficiency. You want to do as much as
possible in as little time as possible.

Project management helps you create an optimized methodology.

Once you create processes, templates, and procedures, you’ll be able to reuse them with every
project and know exactly what you can count on.

This will automatically mitigate risks and improve your efficiency.

How to Improve Efficiency with Project Management

 Create a project plan that contains: information you received from clients and other
stakeholders, resources, a work breakdown structure, and a timeline with milestones.

 Break down the project into tasks and clearly define task owners, task dependencies, due
dates, and resources.

 Use Gantt charts to monitor individual team members’ workloads and ensure no one is
biting off more than they can chew.

 Keep your clients and top management in the loop, and agree on check-in points where
you’ll update them on the progress.

 Create a change policy before starting the project. If the project grows in scope or clients
want to make changes, make sure you reference the policy to assess if it’s viable and if
you’re risking going over budget or being late.

 Try Kanban or Scrum project methodologies for project tracking.

  Get your team’s feedback on your project and task plans. Make sure they can always access
the project plan, as well as update it. Consider using a project management tool like Project
Central to improve transparency. Try it for free.

2. Project Management Improves Collaboration

If everything related to your project is structured and team members know exactly what they need
to be doing at any given time, it’ll be much easier to manage them.

Plus, everyone will do their best work.

How to Improve Collaboration with Project Management

 Use PM tools to keep everyone on the same page. For example, you can use a Microsoft
365 project management tool. Everyone will have immediate access to tasks and task
details, and they won’t have to waste time looking for information.

 Define your own and everyone else’s roles clearly and accurately. When you delegate
tasks, make sure the task owners understand their responsibilities. Periodically check in with
them to offer help or feedback, and make sure they’re staying on track.

 Understand your stakeholders and create communication plans. Firstly, you have to
understand your team and what drives them. Then, don’t forget to analyze clients and top
management. Create a communication plan for every stakeholder group so no one’s left in
the dark.

3. Project Management Improves Customer Satisfaction

Let’s be real: you are the project manager. You are the one responsible for keeping everyone happy.

Now, this can be a tricky thing to do.

But with a little project management magic added to the mix, you’ll see how easy it can be to meet
customers’ expectations.

How to Improve Customer Satisfaction with Project Management

 Understand customers’ expectations and communicate clearly. In the initiation phase,

make sure clients are clear about project objectives and their own expectations. What are
they hoping to accomplish? Once you understand their expectations, structure clear
deliverables and get their approval.

 Prepare the necessary documentation: Project Initiation Document / Project Business

Case, Project Charter, and Change Policy are some of the most important documents.

 Monitor risks and prepare a plan for mitigating them. Assess your project clearly after
creating a work breakdown structure. Are you likely to go over budget? Do you think you’ll
have to make changes to the scope? Understand the risks instead of ignoring them.
 

4. Project Management Helps You Improve Your Performance

When you have an organized way of tracking your performance and results from project to project,
you’ll be able to understand it.

And if you can measure it, you can improve it.

Without a structured process, it’s anyone’s guess why a project failed.

But if you stick to outlined processes, you’ll easily notice bottlenecks and understand the variables
putting your projects in jeopardy.

How to Improve Your Performance with Project Management

 Use a central tool for project and task management, tracking, and reporting. Make sure all
of your data is in a central location where you can access and analyze it.

 Create post-completion processes. Get your stakeholders together and ask for their
feedback. Did they notice any problems, were there areas or things they struggled with?

 Create a document with all the lessons you’ve learned (both from data and hands-on
experience).

 Implement changes. Once you understand problematic areas, make an improvement plan.

5. Project Management Helps with Problem Resolution

Finally, there are always problems in projects. After all, there are a lot of moving parts involved.

However, when you’re using a PM methodology, you know exactly how to approach a problem.

A structured way of organizing work can even help you nip problems in the bud or notice them
before they wreak havoc on your project.

How to Resolve Problems with Project Management

 Establish risk management processes.

 Note every change and problem in your change/issue log.

 Create communication plans for every stakeholder group, and stick to them.

 Update your project and task plans with every new accepted change to understand how
they’ll reflect on the entirety of the project.

 
 iv) Project Lifecycle

PROJECT LIFE CYCLE (please refer to page 40-41)

A project life cycle represents the linear progression of a project, from defining the project through
making a plan, executing the work, and closing out the project (see Figure 3.3). At first glance, it
might seem that this life cycle is the same as the project management functions. Define, plan, and
execute seem to map directly to definition, planning, and control. The difference is that the life cycle
is linear and the phase boundaries represent decision points. The functions are the daily
responsibility of the project manager, but the phases of the project each occur one time. Let’s look
more closely at these four decision points:

1. Define. The phase begins when a project and a project manager are named in a project charter,
and it is completed when the project rules are approved. Approving this written document means
that all interested parties agree on the project goals, approach, and cost-schedule-scope
equilibrium.

2. Plan. After the rules are approved, the project manager begins building the project plan. Of
course, as the details of how to execute the project are worked out, it’s likely that some of the
decisions in the project rules will change. At the end of the planning phase, all parties must approve
not only the plan, but also any necessary changes to the project rules.

Defining and planning can be short phases, particularly for short projects. Since planning often
changes the project rules, it is possible there will be some iteration before definition and planning
are complete. That tempts some companies to blend these activities into a single phase. The best
argument for keeping the phases separate is that a number of questions need to be answered in the
definition phase before a detailed plan can be produced. The basic assumptions and agreements
worked out during definition make the planning activities more focused and productive.

3. Execute. We are now at the stage of performing the actual work as approved in the plan. This
phase probably takes 90 percent or more of the project’s effort. The execution phase is complete
when the goal of the project is reached.

4. Closeout. This is the smallest phase of the project, but no less important than the others. Closeout
activities perform three important functions: (1) making the transition to the next phase whether
that is operations or another product development phase; (2) establishing formal closure of the
project in the eyes of the customer; and (3) reviewing project successes and failures with a view to
improving future projects. The importance of the first two phases in the project life cycle cannot be
overemphasized. Even though these two phases—define and plan—usually represent 10 percent or
less of the total effort, they are essential in preparing the team for efficient performance during the
execution phase.