1. Explain why it is important to understand and follow the life cycle of a project.

2. Define and outline a project’s phases and each phase’s tasks.

3. Compare different program management methodologies and determine which is most effective for a given project.

Project Life Cycle

The project life cycle is the path for your project from start to finish. Each project phase builds toward the subsequent phase and helps to create a structure for the project. 

1. 1. Initiating the Project

      • Define the project goals.

      • Determine resources, people, and other project details.

      • Get the project approval.

   2. Making a Plan

      • Create a budget.

      • Set the schedule.

      • Establish your team.

      • Determine roles and responsibilities.

      • Plan for risk and change.

   3. Executing and Completing Tasks

      • Manage the progress.

      • Communicate.

      • Make adjustments.

   4. Closing the Project

      • Ensure all tasks have been completed.

      • Confirm acceptance of the project outcome.

      • Reflect on lessons learned.

      • Communicate results with stakeholders.

      • Celebrate completing the project.

Project Phases

Initiate the project

1. 1. • Who are the stakeholders?

      • What are the client’s or customer’s goals?

      • What is the purpose and mission of the project?

      • What are the measurable objectives for the team?

      • What is the project trying to improve? 

      • When does this project need to be completed? 

      • What skills and resources will the project require? 

      • What will the project cost? What are the benefits?

Make a Plan

1. 1. • Create a detailed project plan. What are the major milestones? What tasks or deliverables make up each milestone?  

      • Build out the schedule so you can properly manage the resources, budget, materials, and timeline. Here, you will create an itemized budget.

Execute the Project

1. 1. • Monitor your project team as they complete project tasks. 

      • Break down any barriers that would slow or stop the team from completing tasks. 

      • Help keep the team aware of schedule and deliverable expectations.

      • Address weaknesses in your process or examine places where your team may need additional training to meet the project’s goals.

      • Adapt to changes in the project as they arise.

Close the project

1. 1. • Identify that your team has completed all of the requested outcomes. 

      • Release your team so they can support other projects within the company.

      • Take time with your team to celebrate your successes! 

      • Pass off all remaining deliverables and get stakeholder approval.

      • Document the lessons you and your team learned during the project.

      • Reflect on ways to improve in the future.

Project Management Methodologies and Approaches

A set of guiding principles and processes for owning a project through its life cycle.

1. • Linear: means the previous phase or task has to be completed before the next can start.

   • Iterate: means some of the phases and tasks will overlap or happen at the same time that other tasks are being worked on.

Waterfall and Agile

Waterfall

1. 1. • Developed in the 1970s.

      • Follows a sequential, linear approach.

      • Commonly used in engineering, product design, and event planning.

      • Suitable for projects with clearly defined phases, limited changes, and tight budgets.

      • Phases: Initiating, Planning, Executing, Closing.

Agile

1. 1. • Agile project phases overlap and tasks are completed in iterations, which in Scrum are called Sprints.

      • Emerged in the 1990s.

      • Emphasizes flexibility and adaptability.

      • Uses an iterative approach with overlapping phases and tasks completed in sprints.

      • Suitable for projects with high uncertainty, changing requirements, and client collaboration.

      • Phases: Similar to Waterfall but with overlapping and iterative sprints.

Difference

1. 1. • Waterfall is linear and sequential, while Agile is iterative and flexible.

      • Waterfall is suitable for projects with clear requirements, while Agile is better for projects with changing requirements.

      • Waterfall focuses on upfront planning, while Agile emphasizes continuous feedback and adaptation.

Lean and Six Sigma

What is Lean Six Sigma

1. 1. • Imagine it as a toolbox containing two powerful methods: 

        1. Lean (focuses on eliminating waste and streamlining processes using the 5S Quality Tool) 

        2. Six Sigma (emphasizes reducing variation and defect following a process-improvement approach called DMAIC). 

      • Combining these approaches creates a robust system for process improvement.

5S Quality Tool

1. 1. • Implementing the 5S method means cleaning up and organizing the workplace to achieve the smallest amount of wasted time and material. 

      • The 5S method steps: 

        1. Sort: Remove all items not needed for current production operations and leave only the bare essentials. 

        2. Set in order: Arrange needed items so that they are easy to use. Label items so that anyone can find them or put them away. 

        3. Shine: Keep everything in the correct place. Clean your workspace every day.

        4. Standardize: Perform the process in the same way every time. 

        5. Sustain: Make a habit of maintaining correct procedures and instill this discipline in your team.

      • The final concept of Lean uses a Kanban scheduling system to manage production.

What is DMAIC

1. 1. • DMAIC is a five-step strategy within Lean Six Sigma that helps you identify and fix problems in any process. 

      • DMAIC steps:

        1. Define: Clearly define the project goal and what success looks like. For example, if you're aiming to reduce customer service wait times, your goal might be to bring the average wait time down to 10 minutes.

        2. Measure: Gather data to understand the current process and identify areas for improvement. This could involve analyzing wait times, customer feedback, and staffing levels.

        3. Analyze: Use the data to pinpoint the root causes of the problems. For instance, you might discover that staffing shortages during peak hours are causing longer wait times.

        4. Improve: Develop and implement solutions to address the identified problems. This could involve adjusting staffing schedules or implementing new customer service protocols.

        5. Control: Monitor the improved process to ensure it remains effective and make adjustments as needed. This helps prevent backsliding into old, inefficient ways of working.

Benefits of DMAIC

1. 1. • Improves process efficiency and effectiveness.

      • Reduces costs and waste.

      • Enhances customer satisfaction.

      • Provides a structured approach to problem-solving.

      • Applicable to various industries and situations.

Real-world Example

1. 1. • Imagine you're managing a project to improve customer service wait times at a travel company. 

      • Using DMAIC, you would:

        1. Define: Set a goal to reduce average wait times to 10 minutes.

        2. Measure: Analyze data on wait times, customer volume, and staffing levels.

        3. Analyze: Identify that staffing shortages during peak hours are the main cause of long wait times.

        4. Improve: Adjust staffing schedules to ensure adequate coverage during busy periods.

        5. Control: Monitor wait times and make adjustments as needed to maintain the improvement.

Project Management Approaches

1. 1. Waterfall: Traditional, linear approach with clearly defined stages and tasks.

   2. Agile: Collaborative, iterative approach with frequent testing and improvements.

   3. Scrum: Agile framework focused on collaboration, accountability, and iterative development.

   4. Kanban: Visual tool for managing work in progress using boards or charts.

   5. Lean: Focuses on eliminating waste and improving quality through the 5S tool and Kanban scheduling.

   6. Six Sigma: Reduces variations by ensuring quality processes are followed (DMAIC).

   7. Lean Six Sigma: Combines Lean and Six Sigma for saving money, improving quality, and streamlining processes.

Factors to Consider when Choosing a Project Management Approach

1. 1. Project complexity: Simple projects may require a less structured approach like Agile, while complex projects may benefit from a more structured approach like Waterfall.

   2. Project size: Smaller projects may be managed effectively with a simple approach, while larger projects may require a more complex approach.

   3. Team size and experience: Smaller, experienced teams may be able to handle more flexible approaches, while larger or less experienced teams may benefit from a more structured approach.

   4. Project timeline: Tight deadlines may require a more structured approach like Waterfall, while projects with more flexibility may benefit from a more iterative approach like Agile.

   5. Project budget: Limited budgets may require a more efficient approach like Lean or Six Sigma.

   6. Organizational culture: Some organizations may be more comfortable with traditional approaches like Waterfall, while others may be more open to newer approaches like Agile.

   7. Client or stakeholder preferences: Some clients or stakeholders may have specific preferences for certain approaches.