Table of Contents
What Is PMF (Project Management Frameworks)?
Project management methodologies & frameworks are structured approaches used to manage projects from initiation to completion. They provide a systematic way to organize, plan, execute, monitor, and control projects, enabling teams to achieve their objectives effectively. They serve as a roadmap, guiding project managers & teams through the project lifecycle and ensuring that all essential elements are addressed.
A project management methodology is a comprehensive approach encompassing a set of principles, processes, tools, and techniques to manage projects. It defines the overall project management philosophy & establishes guidelines for handling various project aspects such as scope, schedule, cost, quality, communication, risk, and procurement.
A project management framework is a broader structure that incorporates multiple methodologies and provides a flexible foundation for managing projects. It offers a customizable set of processes, templates, and guidelines that can be adapted to suit the specific needs of different projects or organizations. It includes key components such as project initiation, planning, execution, monitoring, and closure.
Importance of Selecting The Right Methodology/Framework
Efficient resource allocation, risk mitigation, enhanced stakeholder collaboration, adaptability to project requirements, continuous improvement & learning, consistency & standardization, and measurable performance and metrics.
Traditional Project Management Methodologies
Waterfall Methodology
It is a sequential project management approach that follows a linear progression, resembling a waterfall flowing downwards. It’s often used for projects with well-defined & stable requirements, where changes are less likely to occur once the project starts. It emphasizes thorough planning & documentation, ensuring a clear understanding of the project scope & objectives before execution begins.
Phases of the waterfall methodology: requirements gathering & analysis, system design, implementation, testing, deployment, maintenance & support.
Advantages of waterfall methodology: clear & well-defined project requirements, sequential & structured approach, easy to understand & manage, document-driven process, well-suited for projects with stable & predictable requirements.
Disadvantages of waterfall methodology: lack of flexibility for changes or modifications, limited client involvement during the development process, high risk of late-stage changes & costly revisions, difficulty in accommodating evolving or dynamic requirements, and challenges in identifying issues early in the process.
Critical Path Method (CPM)
CPM allows project managers to effectively plan & schedule activities required to complete a project. It’s widely used in traditional project management methodologies and plays a crucial role in ensuring project success. CPM enables managers to identify the most critical activities, determine the project’s duration, and identify the float/slack time available for non-critical activities.
Critical steps of CPM: Network diagram construction (identify activities, determine dependencies, assign duration, create nodes & arrows); Determine the critical path (forward pass, backward pass, calculate float); Estimating activity durations (expert judgment, historical data, analogous estimating, parametric estimating, three-point estimating); Calculating total project duration (identify the critical path, sum the duration, consider parallel paths); Identifying float & slack time (calculate float “positive/negative/zero” & manage float)
Benefits of CPM: identifying the critical activities & their impact on project duration, efficient resource allocation & scheduling, improved project planning & coordination, enhanced project visibility & control, facilitates early identification of potential project delays.
Limits of CPM: requires accurate activity duration estimates, assumes independent & sequential activities, limited flexibility in accommodating changes or uncertainties, may not adequately address resource constraints, complex projects may result in large networks & increased complexity.
Program Evaluation & Review Technique (PERT)
PERT is primarily used to analyze and manage projects with a high degree of uncertainty and complexity. It was initially used for planning & scheduling large-scale projects, particularly in the defense & aerospace industries. After that, PERT has found application in various industries, including construction, engineering, IT, and R&D.
Key concepts of PERT: three estimation times (Optimistic, Most Likely, Pessimistic), Expected time calculation, critical path analysis, probabilistic time estimates, and event & activity nodes in PERT charts.
Advantages of PERT: accounts for uncertainty in activity duration estimates, provides a probabilistic view of project completion time, allows for better resource allocation & scheduling, supports the identification of critical cavities & paths, and enhances project planning & decision-making.
Challenges of PERT: requires accurate estimation of activity durations, assumes that activity durations follow a specific probability distribution, may require expertise to interpret & analyze probabilistic results, complex calculations & data management, and reliance on accurate & complete project information.
Agile Project Management Methodologies
Scrum
It’s an agile project management framework that provides a structured approach to product development. It emphasizes iterative & incremental delivery, fostering collaboration, and enabling teams to adapt to changing requirements & circumstances. It’s widely used in software development but can be applied to various industries & projects.
The core principles include transparency, inspection, and adaptation. It employs a flexible & iterative approach, dividing the project into short cycles called sprints, usually lasting between one and four weeks. It enables teams to focus on delivering incremental value and encourages frequent feedback from stakeholders to ensure alignment with their needs.
Roles & responsibilities of Scrum: Product Owner (defining & prioritizing the product backlog, collaborating with stakeholders to gather feedback, ensuring that the development team understands & delivers value to the customers, making timely decisions on scope & requirements based on market conditions, assessing & accepting the work results); Scrum Master (coaching the team on Scrum principles & practices, removing impediments & obstacles, promoting self-organization & collaboration among members, facilitating meetings, ensuring members adheres to Scrum principles and focuses on improvement); Development Team (collaborate with product owner to understand the requirements; estimating & planning the work to be done within a sprint, assigning tasks to complete the sprint backlog, ensuring quality of deliverables, adapting the approach & plans to meet goals); Stakeholders (collaborating with owner to refine product requirements; providing feedback and validating the product increments; participating in sprint planning sessions; engaging in regular communication to address concern, prioritizing needs & requirements based on business value & market conditions); Collaborators (contributing domain knowledge and expertise to enhance the product’s quality & value, clarify request and resolve technical/functional issues, assisting in the creation of user stories & prototypes, providing input during sprint revies and improve the development process, participating in cross-fuctional team meetings & discussions to foster collaboration & knowledge sharing).
Advantages of Scrum: Iterative & incremental approach; Enhanced transparency and collaboration; Quick response to changing requirements; Continuous improvements through retrospectives; focus on delivering value to the customer.
Challenges: Dependency on effective communication & collaboration; requires disciplined adherence to Scrum principles & processes; difficulty in estimating & planning work accurately; Limited suitability for large & complex projects; Team members may require training & adaptation to Scrum practices.
KANBAN
Kanban is a visual framework (from Toyota) designed to improve workflow efficiency & increase productivity by promoting collaboration, transparency, and continuous improvement. Kanban provides a flexible approach to managing projects and is widely adopted in various industries.
Principles & Practices of Kanban: Visualizing Workflow; Limiting Work In Progress (WIP); Managing Flow & Lead Time; Continuous Improvement & Evolution; Implementing Pull-based Systems.
Boards & Work Visualization of Kanban: Board Layout & Structure (To Do/In Progress/Done); Cards & Sticky Notes (Stories/To Do/In Progress/Testing/Done); Columns & Swimlanes; Visualizing Work States & Progress; Using Metrics & Cumulative Flow Diagrams.
Benefits of Kanban: Improve flow & efficiency; Enhanced visibility & transparency; Reduced bottlenecks & overburdening; Flexibility & adaptability to changing priorities; Focus on continuous delivery & customer value.
Considerations of Kanban: Initial setup & adoption challenges; Dependency on effective communication & collaboration; Balancing workload & WIP limits; and difficulty in estimating lead time & delivery dates.
Lean Project Management
It’s an approach that aims to eliminate waste, maximize customer value, and create efficient processes within project management. It focuses on optimizing the entire project lifecycle, reducing unnecessary work, and delivering high-quality results to customers.
Principles of lean thinking: Identify customers & specify value — Identify & map the value stream — Create flow by eliminating waste — Respond to customer pull — Pursue perfection.
Lean principles in project management: creating value, minimizing waste, fostering continuous improvement, respecting people, ensuring just-in-time delivery, and implementing visual management techniques.
Type of waste in project management: transportation, inventory, motion, waiting, overproduction, overprocessing, defect, skills.
Waste elimination strategies: standardization, value stream analysis, 5S methodology (sort, set in order, shine, standardize, and sustain to organize), kaizen events, visual management, and continuous improvement.
Streamlining workflows & process optimization: mapping the current state, analyzing & identifying waste, designing the future state, implementing changes, and monitoring & continuous improvement.
Pros of lean management: Improved efficiency & productivity, Enhanced customer satisfaction, Reduced waste & costs, Increased employee engagement & empowerment, and flexibility & adaptability to changes.
Cons of lean management: Requires cultural & organizational change, Initial investment in training & implementation, Complexity in measuring lean performance, Potential resistance to change, and Limited applicability to large-scale & complex projects.
PRINCE2 (Projects In Controlled Environments)
PRINCE2 is a widely recognized project management methodology that provides a structured approach to managing projects. It is designed to be adaptable and can be tailored to suit projects of various sizes, complexities, and industries.
Framework of PRINCE2
Principles: continued business justification, learning from experience, defining roles & responsibilities, managing by stages, managing by exception, focusing on the product, and tailoring to suit the project environment.
Themes: business case, organization, quality, plans, risk, change, and progress.
Processes: starting up a project, initiating a project, directing a project, controlling a stage, managing product delivery, managing stage boundaries, and closing a project.
Advantages of PRINCE2: structured approach, tolerability, focus on business justification, effective risk management, clear roles & responsibilities, and learning from experience.
Challenges of PRINCE2: learning curve, documentation overload, rigid governance, resource intensive, and adoption challenges.
ITIL (IT Infrastructure Library)
It is a widely adopted framework for IT service management (ITSM), that provides a set of best practices & guidelines for managing IT services, processes, and operations to deliver value to customers and support the organization’s overall business goals. It consists of a comprehensive collection of books, each covering different aspects of IT service management.
Principles & Concepts of ITIL
Service lifecycle, service strategy, service design, service transition, service operation, and continual service improvement.
Benefits of ITIL
Improved service quality, enhanced customer satisfaction, efficient service delivery, better risk management, and alignment with industry standards.
Implementation Considerations of ITIL
Executive sponsorship, training & awareness, tailoring to the organization’s needs, and continuous improvement.
COBIT (Control Objectives for Info & Related Techs)
COBIT is a globally recognized framework developed by the ISACA & ITGI, providing a comprehensive governance and management framework for enterprise IT, with a focus on aligning IT with business objectives and ensuring effective control over IT processes & resources.
Principles of COBIT
Meeting stakeholder needs, Covering the enterprise end-to-end, Applying a single integrated framework, Enabling a holistic approach, and Separating governance from management.
Components of COBIT
Framework, Process descriptions, Control objectives, maturity models, and Management guidelines.
Benefits of COBIT
Strong governance, Improved risk management, Enhanced IT performance, Regulatory compliance, Transparency & accountability, and Continuous improvement.
Implementation Considerations of COBIT
Leadership support, Stakeholder engagement, Tailoring to the organization’s context, Training & awareness, and Integrated approach.
Design-Bid-Build (DBB) Methodology
It’s known as the traditional/conventional approach and is one of the oldest and most widely used construction project management methodologies. It follows a linear sequential process involving distinct phases: design, bidding, and construction.
Design Phase
Architectural & engineering design, material & equipment specifications, and permits & approvals.
Bidding Phase
Request for proposals (RFP), bid evaluation & contractor selection, and contract negotiation.
Construction Phase
Mobilization & site preparation, procurement & construction, project monitoring & control, and commissioning and handover.
Considerations & Limitations of DBB
Sequential process, limited collaboration, change management, potential disputes, and limited contractor innovation.
Design-Build (DB) Methodology
DB is an alternative construction project management approach that integrates the design and construction phases into a single contract. A single entity, often referred to as the DB contractor, is responsible for both designing and constructing the project.
Integrated Design & Construction
Collaborative team approach, early contractor involvement, and single point of responsibility.
Benefits of DB Methodology
Time and cost efficiency, enhanced communication and collaboration, value engineering opportunities, reduced change orders, and streamlined project delivery.
Considerations of DB
Risk allocation, limited owner control, potential for design changes, contractor selection process, and regulatory & permitting considerations.
Lean Six Sigma Healthcare Project
Lean Six Sigma is a methodology that combines the principles of Lean and Six Sigma to improve processes, reduce waste, and enhance quality in various industries, including healthcare. Lean focuses on eliminating non-value-added activities and waste, while Six Sigma aims to reduce variation and defects in processes.
Principles of Lean Six Sigma
Customer focus, process efficiency, continuous improvement, data-driven decision-making, and teamwork & collaboration.
Application of Lean Six Sigma in Healthcare Projects
Streamlining patient flow, reducing medical errors, improving operational efficiency, enhancing care delivery processes, and optimizing supply chain management.
Lean Six Sigma Methodology
Define, measure, analyze, improve, and control.
Lean Six Sigma Tools
Value stream mapping, Kaizen events, DMAIC (define, measure, analyze, improve, control), Root cause analysis, Statistical process control (SPC), and 5S methodology.
Benefits of Lean Six Sigma
Improved patient safety, enhanced operational efficiency, cost reduction, better patient experience, and data-driven decision-making.
Project Management Office (PMO) Frameworks & Methodologies
In the realm of project management, PMO can be used to standardize practices, improve project success rates, and provide strategic oversight. PMOs come in various models & types, each tailored to suit specific organizational needs & project environments.
Functional PMO
In this model, the PMO operates as a centralized unit that provides project management expertise and support to functional areas. It typically focuses on standardizing project management processes, methodologies, and tools across the organization.
One of the key roles of functional PMO is to establish & enforce standards, it develops frameworks, templates, and guidelines that help ensure consistency & best practices in project execution. The functional PMO facilitates knowledge sharing, enhances collaboration, and improves outcomes.
Projectized PMO
The projected PMO works by aligning the PMO directly with project teams, it’s embedded within the project organization, reporting to the project manager. It operates as an integral part of the project team, providing direct support & guidance throughout the project lifecycle.
The PMO’s primary focus is on individual projects rather than organizational processes. It’s responsible for ensuring project success by facilitating communication, managing risks, and providing project management expertise. It may assist in project initiation, planning, execution, and monitoring, tailoring its support to the specific needs of each project.
Hybrid PMO
It blends elements of function & projected models. It seeks to strike a balance between organizational standardization & project-specific requirements. In the Hybrid PMO, the PMO operates both as a centralized unit and as an integral part of project teams, depending on the nature & complexity of the projects.
The hybrid PMO provides a flexible framework that can be customized to meet the unique needs of each project. It defines core project management processes, methodologies, and tools that are standardized across the organization while allowing for adaptations to accommodate project-specific requirements. The model acknowledges that not all projects are the same and may require tailored approaches.
PMO Framework Implementation
Implementing a PMO framework is a critical endeavor for organizations seeking to enhance project management capabilities. It requires careful planning, stakeholder engagement, and a systematic approach. Below are the three aspects of PMO framework implementation.
Establishing PMO Governance
PMO governance refers to the framework of policies, procedures, and decision-making structures that guide the PMO’s activities and interactions with stakeholders. It involves identifying the executive sponsor, who champions the PMO and ensures its alignment with organizational objectives, and clarifying the PMO’s relationship with other organizational units.
A key aspect of PMO governance is the development of project management standards and methodologies. The PMO should define & enforce consistent project management practices, tools, and templates across the organization. This helps ensure project alignment, improve project success rates, and facilitate knowledge sharing.
Challenges in implementing PMO frameworks: resistance to change, lack of executive support, inadequate alignment with organizational culture, insufficient project management skills and competencies, lack of clear objectives & scope, limited resources & budget, and siloed organizational structure.
Select The Right PMO Methodology/Framework
Factors to Consider
Project characteristics: scope and complexity, time sensitivity, predictability, risk profile, and customer collaboration.
Team Structure & Size: team expertise, team location, team size, and team autonomy.
Stakeholder Requirements: communication preferences, decision-making authority, reporting and documentation, tolerance for change, and expectations on deliverables.
Organizational Culture & Maturity: management support, change management capability, previous methodology experience, resource availability, and organizational structure.
Assessing PMO Methodology/Framework Options
Evaluating alignment with project goals: project scope, project deliverables, stakeholder collaboration, and risk management.
Analyzing resource requirements: personnel skills & expertise, infrastructure & tools, budget, and time constraints.
Complexity & uncertainty: project structure, degree of uncertainty, change management, and risk tolerance.
Choosing the Appropriate PMO Methodology/Framework
Creating decision-making criteria: identify project objectives, consider organizational culture & processes, evaluate project constraints, define success criteria, and consider risk management.
Prioritizing key factors: rank decision-making criteria, consider project-specific requirements, evaluate resource availability, align with organizational strategy, and assess stakeholder needs.
Implementing PMO Methodologies/Frameworks
Project Initiation & Planning
Defining project objectives & scope: a well-defined objective and scope help in aligning project activities, managing expectations, and ensuring project success. Scope defines the boundaries of the project and what will be included or excluded, it helps manage project expectations and prevent scope creep, which refers to the uncontrolled expansion of the project beyond its original boundaries.
Developing project management plans: project schedule plan, resource management plan, cost management plan, quality management plan, risk management plan, and communication management plan.
Identifying stakeholders & communication strategies: stakeholder analysis, communication channels, message tailoring, two-way communication, frequency & timing, and escalation & issue resolution.
Project Execution & Control
Managing project team & resources: team building, resource allocation, leadership & motivation, communication & collaboration, conflict resolution, and training & development.
Monitoring project progress & performance: progress tracking, performance measurement, risk management, quality control, communication & reporting, and lessons learned.
Implementing change control processes: change identification, change evaluation, change approval, change implementation, and change documentation.
Project Closure & Evaluation
Conducting project reviews & lessons learned: review project performance, analyzing lessons learned, identifying success factors, identifying improvement opportunities, and documenting recommendations.
Finalizing project documentation: project charter, project plans, project reports, contracts & agreements, and final documentation package.
Celebrating success & handing over deliverables: project evaluation, client acceptance, transition & handover, project closure event, and project archives.
Conclusion
Project management frameworks play a vital role in ensuring the successful planning, execution, and delivery of projects across various industries & sectors. They provide a structured approach that enables project managers to effectively manage resources, mitigate risks, and achieve project objectives.
PMF is not a static entity, it evolves over time to incorporate new practices, tools, and techniques. As organizations embrace digital transformation and new ways of working, project management frameworks continue to adapt to meet the demands of the modern business landscape. Emerging trends such as DevOps, Lean, and Kanban are gaining popularity & influencing project management practices.
It’s worth noting that the success of a project does not solely depend on the chosen framework, but also on effective leadership, stakeholder engagement, communication, and the skills and experience of the project team. The framework serves as a guide, providing a structured approach, but it is the project manager’s expertise & adaptability that drive project success.