Scope (time, cost, quality) Benefits and risks Stakeholders Alignment with objectives Outputs, outcomes, benefits

1.1 Fundamentals and Lifecycles Flashcards by Oscar Rogers

Definition of a Project

A unique, transient endeavour undertaken to bring about change to achieve planned objectives

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Definition of a Programme

Unique, transient, strategic endeavour to achieve beneficial change by incorporating a group of related projects and BAU activities

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Definition of Portfolio

Collection of projects and programmes to structure and manage investments to optimise strategic benefits and operational efficiency

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Features of a project

Set outputs / products / deliverables
Transient
Finite, planned time
Introduction of change (risk management)
Different sizes and complexity
Quantifiable and measurable benefits
Predetermined budget
Unique

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Success criteria of a project

Scope
Quality
Time
Cost
Project sponsor makes trade-off decisions

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Project vs BAU - Change / Stability

Project - transformational / step change
BAU - maintain stability, incremental change

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Project vs BAU - Time

Project - unique, defined timescale
BAU - repetitive, indefinite

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Project vs BAU - Plans

Project - bespoke plans, deliver unique change
BAU - highly structured procedural working practices

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Project vs BAU - Risk

Project - actively managed
BAU - minimised to reduce threat

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Project vs BAU - Output

Project - specific one-off deliverables
BAU - standardised products

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Project vs BAU - Lifecycle

Project - number of phases within finite time
BAU - build, operation, disposal

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Project vs BAU - Funding

Project - specific, authorised business case / benefits
BAU - normal operational budgets

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Project vs BAU - Team

Project - dynamic, multi-skilled, specific for project
BAU - stable, skilled in particular functions

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Core project factors

Scope (time, cost, quality)
Benefits and risks
Stakeholders
Alignment with objectives
Outputs, outcomes, benefits

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Linear lifecycle phases

Concept
Definition
Deployment
Transition

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Elements during project closure (linear lifecycle)

Final accounts
Handover of library
Final drawings
Lessons learnt
Settlement of contracts
Output agreement from Sponsor
Disband project team

Characteristics & strengths of a linear lifecycle

Highly predictive
Known, fixed scope
Low risk
Sequential progression through phases
Base lifecycle (APM)
Standardised structure
Clearly defined activities, outputs, and review points
Used in highly regulated industries
Clearly defined responsibilities
Clearly defined resources
High-level timeframe
Defined and fixed gate reviews
Rigid phase structure
Phases focused on business case
Link progress directly to phases
Clear structure
Low risk due to high certainty

Limitations of a linear lifecycle

Inflexible
Early decisions
Wait for benefits
Late feedback

Characteristics & strengths of a iterative lifecycle

Pre-project evaluation of options
Integrated PMP
Evolutionary development
Fixed budget and timeline
Vague scope / evolving objectives
High organisational risk appetite
Concurrent activities
Product owner prioritises work
Product feedback during development
Feedback used in requirements definition
Short development cycles
Frequent reviews of benefits (timeboxes)
Change management loosely controlled
Functionality frozen before each sprint
High level of risk
Flexible
Accommodates continuous change

Limitations of iterative lifecycles

Complexity
Requires agile methods of working
Uncertainty
Unclear scope, timeframe, and budget

Characteristics & strengths of a hybrid lifecycle

Defined phases with iterative flexibility
Benefits from both linear and iterative approach
Flexible, accommodating change
Clear, defined overall structure
Fixed decision gates

Limitations of a hybrid lifecycle

Conflicts
Inefficiency
Requires clarity of approach

Lifecycle differences - Phases

Linear - concept, definition, deployment, transition
Iterative - pre-project, foundations, feasibility, evolutionary development, deployment, post project
Hybrid - evolutionary development within linear phases

Lifecycle differences - Progression

Linear - fixed, sequential forward progress
Iterative - repetition and opportunity to return to early phases
Hybrid - sequential progress through overall lifecycle with repeats within phases

Lifecycle differences - Scope definition

* Linear - known, clearly defined * Iterative - Vague, unknown * Hybrid - balance, known objectives but vague scope

Lifecycle differences - Required structure

* Linear - rigid, regulated structure * Iterative - little to no structure * Hybrid - rigid overall structure with flexibility within phases

Lifecycle differences - Change

* Linear - scope is strictly controlled at all stages * Iterative - proactive and reactive change management * Hybrid - scope controlled at phase boundaries, with more flexibility within phases

Lifecycle differences - Environment

* Linear - stable, low risk appetite * Iterative - high risk appetite, vague, uncertain * Hybrid - balanced approach to risk

Lifecycle differences - Benefits realisation

* Linear - after transition * Iterative - after completion of timeboxes * Hybrid - during deployment phase

Characteristics & strengths of extended lifecycle

* Linear lifecycle phases, plus adoption and benefit realisation * Adoption phase - users start using outputs * Benefit realisation - monitor and review benefits against expectations * Entire product lifecycle considered * Governance and accountability managed by project * Benefits managed by project * Scope includes full product lifecycle * Planning includes operation, maintenance, and support * Financial planning includes cashflow returns from usage of the product

Linear vs. extended lifecycle differences - Phases

* Linear - concept, definition, deployment, transition * Extended - concept, definition, deployment, transition, adoption, benefits realisation

Linear vs extended lifecycle differences - Budget

* Linear - up to transition * Extended - full product lifecycle

Linear vs extended lifecycle differences - Scope

* Linear - up to transition * Extended - full product lifecycle

Linear vs extended lifecycle differences - Benefits management

* Linear - identified, planned, and tracked during the project * Extended - identified, planned, tracked, embedded, and realised by the project management

Linear vs extended lifecycle differences - Governance & accountability

* Linear - handed over to project sponsor / users * Extended - maintained by project team until change is fully embedded

Choice of lifecycle - Impact of organisational context and culture

* Mission, values, and objectives * Organisational structure * Governance * Decision making * Culture

Choice of lifecycle - Specific project needs

* Project complexity and uncertainty * Stakeholder involvement * Regulatory & compliance requirements * Time, budget, and resource constraints * Concurrency & simultaneous engineering