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What Is a Project?
A project is a unique, one-time endeavor
designed to accomplish a specific set of
objectives within a variety of constraints
(known and/or unknown), using available
resources, and leading to the
accomplishment of an overall goal in a
limited time frame.
A project functions within a limited time frame that has a beginning point
and an ending point. Project management software uses these
parameters (forming the project schedule) to facilitate managing the
project (planning, implementing, monitoring, and evaluating the
project’s work breakdown structure of action items). Another important
feature of the project schedule is the collection of milestones—which reflect
critical actions and the dates when they should occur.
The project’s resources are usually constrained (limited). For example,
staffing may be limited by the number of people available to work on the
project, their skills, and their expertise. Other resources, such as funding
and time, (i.e., the project budget and schedule) may also be limited.
Sometimes, the information available to accomplish the project is limited,
thus introducing risk (uncertainty). Risk prompts asking strategic questions
before the project begins, and as it progresses so protective measures can
be incorporated. For example,
•
What could go wrong?
someone leaves the project
funding is cut
the deadline changes
the schedule slips
a milestone isn’t met
the project scope changes
•
What should we do if something goes wrong?
•
How will this affect the project—can we still accomplish our goal?
Examples of projects include the following:
•
do a class report
•
develop a pharmaceutical drug
•
construct an office tower
•
design an automobile, a house, a piece of furniture, and so on
•
cook a meal
Actions
Goals
Do
Develop
Construct
Design
Cook
Class report
Pharmaceutical drug
Office tower
Automobile
Meal
Projects (one-time endeavors) differ from operations (ongoing functions).
For example, running a business may include accomplishing many projects
(developing an accounting system, developing a policy, and so on).
However, running the business also involves ongoing, day-to-day operations
(meeting clients, responding to help desk calls, training employees)—that
occur over and over again, not necessarily in any particular order, or with an
established beginning and end.
Projects, as one-time endeavors that begin and end, have specific objectives
that lead to the accomplishment of actions and an overall goal (a house is
built, a policy is developed, and so on). Another policy may be developed, or
the original policy may change and have to be developed again. However,
this means a new project would be created. Taking action and accomplishing
goals makes projects exciting!
Summary of Key Project Features
•
Budget (funding)
•
Schedule (project plan—action plan with a timeline)
•
Constraints (limitations)
•
Resources (people, equipment, skills, expertise, funding, materials)
•
Risk (uncertainty)
•
Milestones (critical actions/dates)
•
Work Breakdown Structure (WBS) of Actions (tasks, action items)
•
Specific Objectives
•
Overall Goal
What Do You Do with the Key Features of a Project?
What actions are needed to accomplish the goal? What methods will be used
(to accomplish the actions and the overall goal): Luck? Flipping a coin?
Guessing? Crossing your fingers, and hoping for the best? Making strategic
decisions? The best way to determine the actions and the methods to
accomplish them and the overall goal is to use project management to
manage the project.