Last updated: 4/5/23
Project MAP Overview
Traditional project management theory emphasizes the importance of detailed planning, documentation, and control in managing projects. It involves breaking down a project into smaller, more manageable tasks and using tools such as Gantt charts and critical path analysis to schedule and track progress. In contrast, in Agile project management theory, emphasis is placed on flexibility, collaboration, and iterative development in managing projects. It involves working in short cycles, adapting to changing requirements and feedback, and prioritizing customer satisfaction.
Even though Microsoft Project has a few Agile-like features, we assume that if you use Agile methodology, you have selected more appropriate software tools. Thus, the Agile features of the software are not mentioned in this class.
This Master Class uses traditional project management theory. In this traditional theory, a project lifecycle refers to a project's phases, from initiation to completion. It typically includes several phases or stages to ensure the project is completed on time, within budget, and to the required quality standards. The specific phases of a project lifecycle can vary depending on the methodology being used, but the following stages are commonly included:
Initiation: This phase involves defining the project's objectives, scope, and requirements. It also involves identifying stakeholders and determining the feasibility of the project.
Planning: In this phase, the project team develops a detailed plan that outlines the tasks, timelines, resources, and budget needed to complete the project successfully.
Execution: This phase involves carrying out the tasks and activities defined in the project plan. During this phase, the project team monitors the project's progress, tracks project metrics, and makes any necessary adjustments to keep the project on track.
Closing: In this phase, the project team formally completes the project and delivers the final product or service to the stakeholders. This may include a post-project review to evaluate the project's success and identify opportunities for improvement.
Controlling: Controlling the project often refers to monitoring project performance, identifying variances from the project plan, and taking corrective action to keep the project on track. In this lifecycle, the Controlling phase refers to the project management tools and techniques used better to manage each Activity in each project life cycle phase. Common techniques are the Project Charter, Work Breakdown Structure, Critical Path Method, Risk Management, Change Management, and Project Reviews.
Enterprise Environment. These project life cycle phases or stages are often tailored to the Enterprise Environment. An enterprise environment refers to an organization or enterprise's complex and interconnected system of people, processes, and technologies. It includes an organization's departments, systems, operations, and external factors impacting its performance, such as the economy, competition, and regulatory environment.
This Project Map life cycle provides a framework for managing the project effectively and ensuring that it meets the requirements and expectations of the stakeholders. It allows the project team to manage the project from start to finish systematically and provides a roadmap for successful project completion.
Project MAP is a generic full project life cycle tailored to the best approach of planning and executing a project in Microsoft Project. Take a minute to review the outline for this Master Book in the Table of Contents and note that the outline is consistent with the Project MAP graphic above and the workflow listed under each Activity.
This project life cycle, which we are going to follow in this Master Class, can be used to structure your own projects. However, that is not the primary purpose of using this particular project life cycle in this MS Project Master Class.
You may have very different project life cycles you follow in your organization, so we are not suggesting this is how you approach all projects. The purpose of Project MAP in this Master Class is to structure your learning experience using a typical or traditional project management life cycle or process that is easy to understand and follow. This project life cycle also fits tightly with how Microsoft Project is organized and works.
This process approach to learning Microsoft Project differs significantly from standard training classes on Microsoft Project. For instance, this is a typical type of functional learning outline used in most Microsoft Project 1 to 2-day classes.
Chapter 1: Microsoft Project Overview
Chapter 2: Creating an Outline
Chapter 3: Scheduling Tasks
Chapter 4: Assigning and Leveling Resources
Chapter 5: Managing Costs
Chapter 6: Tracking and Earned Value Analysis
Chapter 7: Customizing Project
Chapter 8: Working with Other Software Tools
Chapter 9: Managing Multiple Projects
Chapter 10: Advanced Features
However, there is a better approach to learning Microsoft Project. Learn the software, the way the software was meant to be used, and how most people initiate and plan projects. Features in the software are learned along the way as you create and build a Master (expert) Project.
Because Project MAP provides the structure for this Master Class, it is presented as steps in chronological phases for learning purposes. We recognize that many of these activities or steps are often iterative. For instance, Activity 3 – Initiate Project Charter is revisited after completing subsequent Activities. Or, it is assumed that if the Planning Phase does not validate timing, scope, cost, and work constraints, then those constraints and possible project objectives will need to be reassessed.
Project MAP consists of:
Five Phases. Initiating, Planning, Executing, and Closing phases are presented in a sequence and slightly overlapping. The Controlling phase overlaps all the other four phases.
15 Activities. There are 15 total Activities across the phases. Each Activity is a chapter in the MS Project Master Book and each Activity is a page in the MS Project Master Class Online Application.
Workflows: Each Activity has a workflow. Each Activity also has a workflow or steps to follow, and that workflow is the outline for the content of each Activity (chapter).
Tools and Techniques: Each workflow contains the appropriate methods, techniques, tools, features, and best practices that need to be learned to master Microsoft Project.
The colored circles and half-circles in the Project MAP graphic above represent time estimates. These estimates are illustrative, not expected estimates. For instance, for many projects, it is typical that the Planning Phase takes less time than the Executing Phase, but that may be different for the projects you manage. We have worked with several teams of people who plan year-round for a single event, such as the “plant shutdown” for general maintenance, an office move, or a trade show. A situation where the Execution period may last just a few hours or, at most, a couple of weeks. When Planning might take months or more, but Execution may take hours, days, or weeks.