Unit 2 Overview of Project Management (DCA3245) BCA Notes 2025

Introduction to Project Management 

Every organization runs projects using available resources like people, machines, and money. Project Management is the art of using these resources effectively so that the project is completed on time, within budget, and according to requirements.

A project is a one-time activity that creates a unique product or service. The goal is to complete the project while adding value. Project management requires different skills depending on the project's complexity and the resources involved.

Unit 2  Overview of Project Management (DCA3245) BCA Notes 2025

The main objective of project management is to ensure that the project is completed successfully within the defined limits. It involves organizing tasks and allocating resources like people, machines, and networks to produce high-quality results.

Example of Project Management:

Imagine you are building a mobile app for online food delivery.

• You need developers to write the code.
• Designers will create the app’s layout.
• Testers will check if the app has any issues.
• The project manager will ensure that everyone works together and meets deadlines.

If the project is big, it can be divided into sub-projects, like:

• UI/UX Design (for how the app looks).
• Backend Development (for managing orders).
• Payment Integration (for online payments).

The project manager’s role is to ensure everything runs smoothly and the app is launched successfully! 🚀

Project Management – Definitions 

Many organizations define Project Management in their own way, but all focus on managing a project effectively. Let's understand some important definitions:

1️⃣ Harrison’s Definition:

"A project is a non-routine, one-time task with clear goals for time, budget, and performance."

👉 Meaning: A project is unique (not repeated often), planned for a specific time, and has fixed targets for budget and quality.

🔹 Example: Building a new website for a company is a project because it is a one-time task with a deadline and budget.

2️⃣ Project Management Institute (PMI) Definition:

"A project is a temporary effort to achieve a unique goal."

👉 Meaning: A project is not permanent—it starts and ends at a fixed time, aiming to achieve a particular goal.

🔹 Example: Launching a mobile app is a project because it has a defined goal (app release) and will not continue forever.

3️⃣ PMBOK (Project Management Body of Knowledge) Definition:

"Project Management is using knowledge, skills, tools, and techniques to complete a project successfully."

👉 Meaning: Project management involves planning, organizing, and managing different aspects of a project to ensure it is completed properly.

🔹 Example: When constructing a bridge, engineers use planning tools (like blueprints), skills (like designing), and techniques (like material selection) to complete the project.

4️⃣ DIN 69901 (German Standard) Definition:

"Project Management includes all tasks, techniques, and tools used to execute a project."

👉 Meaning: Everything done to manage a project, from task assignment to using project management software, falls under project management.

🔹 Example: A company using Trello or Microsoft Project to track tasks and deadlines is applying project management techniques.

Factors Influencing Project Management – Explained 

In project management, success depends on balancing three key factors:
1️⃣ Time (How long will the project take?)
2️⃣ Cost (How much money is available?)
3️⃣ Scope (What needs to be done?)

These three factors are often represented as a triangle, known as the Project Management Triangle. The quality of the final product is at the center of this triangle because all three factors affect the quality of the outcome.

Understanding the Project Management Triangle

📌 1. Time (Project Deadline) ⏳

• Every project has a timeline.
• The faster you want to complete a project, the more resources you need.
• If time is reduced, either cost increases or scope is reduced.

🔹 Example: If you need a website in 1 week instead of 1 month, you might need to hire extra developers (increasing cost) or reduce features (reducing scope).

📌 2. Cost 💰

• Every project has a budget.
• If the budget is too low, the project might take longer or have fewer features.
• If you want high quality, you may have to increase the budget.

🔹 Example: If a company has a ₹50,000 budget for a mobile app but wants advanced features, they might need to increase the budget or remove some features.

📌 3. Scope (Work to be Done) 📋

• Scope defines what needs to be built in the project.
• If the project requirements increase (more features), then time and cost also increase.

🔹 Example: If a client originally asks for a simple e-commerce website, but later adds chat support and AI recommendations, the project will take more time and cost more.

📌 4. Quality 🎯 (At the center of the triangle)

• Quality depends on how well time, cost, and scope are managed.
• If one factor is not balanced, quality might suffer.

🔹 Example: If a project is rushed (less time), the final product might have bugs or poor performance.

Alternative Representation – Project Management Diamond 💎

Instead of a triangle, project management can also be seen as a diamond, where:
🔹 Time
🔹 Cost
🔹 Scope
🔹 Quality

are four points, and Customer Expectations are at the center.

👉 Why? Because every project is built for the customer, their expectations play a major role in decision-making.

🔹 Example: A client may demand a bug-free app, even if it means delaying the release or increasing costs. This is how customer expectations influence project management.

Characteristics of a Project – Explained Simply

A project has two main characteristics:

1️⃣ Temporary – Every project has a definite start and finish.

• It is not an ongoing activity.
• Once completed, the project does not continue.
• Example: Building a website for a company is a project because it has a clear start and end.

2️⃣ Unique – Every project is different in some way.

• Even if two projects look similar, their requirements, teams, and challenges may differ.
• Example: Developing two mobile apps may seem similar, but each will have different features, designs, and user needs.

Stages of a Project

A project goes through the following stages:

1️⃣ Thinking – Generating the idea for the project.

• Example: A company decides to create an e-commerce website.

2️⃣ Planning & Scheduling – Setting goals, timelines, and assigning tasks.

• Example: Deciding the website design, features, and launch date.

3️⃣ Data Collection – Gathering necessary resources, information, and requirements.

• Example: Collecting product details for the e-commerce website.

4️⃣ Status Updating – Monitoring progress and making adjustments.

• Example: Checking if the website is being developed as per the plan.

5️⃣ Early Warnings – Identifying risks and resolving them quickly.

• Example: If developers face a delay, action is taken to fix it.

6️⃣ Successful Completion – Finishing the project as per requirements.

• Example: Launching the website successfully.

Key Terminologies in Project Management

🔹 Project – A temporary task to create a unique product or service.
🔹 Scope – The work that needs to be done.
🔹 Cost – The budget required for the project.
🔹 Time – The duration needed to complete the project.
🔹 Quality – The standard that must be met.
🔹 Risk Management – Identifying and handling potential problems.
🔹 Stakeholders – People involved in the project (clients, team members, investors).

Why Do People Learn Project Management?

Learning project management offers several benefits:

✔️ Understanding New Concepts & Techniques – Stay updated with the latest trends in managing projects efficiently.
✔️ Adding Value to Organizations – Helps improve productivity and meet business goals.
✔️ Developing Management Skills – Proves one's ability to handle complex projects.
✔️ Improving Thought Process – Encourages an organized, structured approach to work.
✔️ Gaining Certifications & Career Growth – Certifications like PMP (Project Management Professional) improve job prospects.
✔️ Enhancing Problem-Solving Abilities – Helps in handling risks and unexpected challenges effectively.

Example:

Imagine a software developer learning project management:

• They upgrade from coding to managing software development teams.
• They ensure deadlines are met and keep projects within budget.
• Their skills in planning and execution help in career advancement.

Role of 3W’s & 1H in Project Management

In project management, these four questions guide the process:

🟢 Why? (Business Case) – Why is the project needed?
🟢 Who? (Stakeholders & Team Members) – Who will work on it?
🟢 When? (Schedule & Phases) – When will each phase be completed?
🟢 How? (Implementation Strategy) – How will the project be executed?

Real-Life Example: Building an E-Commerce Website

👉 Why?

• A company wants to expand its business online to increase sales.

👉 Who?

• Developers, designers, marketers, and business owners will be involved.

👉 When?

• Planning (1 month), Development (4 months), Testing & Launch (1 month).

👉 How?

• The project manager breaks down tasks, assigns them to team members, and ensures smooth execution using project management tools like Trello or Jira.

By applying these principles, businesses ensure efficient planning, execution, and successful completion of projects! 🚀

Elements of a Successful Project

A successful project meets stakeholder expectations by being:
✔️ On Time – Delivered within the deadline.
✔️ Within Budget – Costs don’t exceed the allocated budget.
✔️ Meeting Technical Standards – Satisfies end-user requirements.

Steps to Improve Project Management

Project managers should minimize risks and uncertainties by:
✅ Choosing a project plan that suits their style.
✅ Creating templates and spreadsheets for tracking.
✅ Forming a Project Management Committee (PMC).
✅ Listing tasks and sub-tasks with responsible team members.
✅ Assigning project and task managers.
✅ Sequencing activities based on deadlines.
✅ Presenting plans to the PMC and finalizing agreements.

Example: Developing a Mobile App

A company wants to create a food delivery app.
📌 The project manager breaks it down into:

1. Planning – Identifies features like real-time tracking and payments.
2. Task Assignment – Developers, designers, and testers get assigned roles.
3. Tracking Progress – Uses tools like Trello to monitor tasks.
4. Testing & Launch – Ensures the app is bug-free before release.
5. Success Metrics – Evaluates if the app meets time, budget, and quality goals.

Challenges in Project Management

Even with proper planning, project managers face:
❌ Unclear Scope – Not defining project boundaries leads to failure.
❌ Resource Mismanagement – Team workload isn't balanced.
❌ Poor Risk Management – Unforeseen issues cause delays.
❌ Lack of Documentation – Missing records create confusion.

Example: Website Redesign Failure

An e-commerce company redesigns its website but faces:

• Changing Requirements – Midway, they want new features.
• Missed Deadlines – Extra changes delay launch.
• Budget Overruns – More work means more costs.

➡️ Solution: A clear scope and tight change control help avoid such failures.

What Defines a Successful Project?

A project is successful if it achieves its goals, but success is subjective.
📌 Metrics for success:
✔️ Time: Finished within the deadline.
✔️ Cost: Stayed within budget.
✔️ Quality: Met all requirements.

Example: Event Management Project

A company hosts a corporate seminar.
✅ Success: Event happened on time, within budget, and attendees were satisfied.
❌ Failure: If attendees were dissatisfied, even if delivered on time and budget.

Factors Influencing Project Success – Simplified with Examples

Managing a project can feel overwhelming, but certain factors can significantly increase the chances of success. Let’s break them down with simple examples.

1. Experienced Project Manager & Skilled Team

• A project manager with experience knows how to handle challenges. A skilled team ensures that tasks are completed efficiently.
• Example: Imagine you are building a house. If the architect (project manager) has years of experience and the construction workers (team) are skilled, the house will be built faster and with fewer mistakes.

2. Methodical Approach

• Choosing the right project management method ensures the project runs smoothly.
• Example: If a teacher follows a well-structured lesson plan instead of teaching randomly, students will understand better and learn more effectively.

3. Planning

• Proper planning prevents failure. Without a plan, things can go wrong.
• Example: If you plan a road trip without checking routes, fuel stations, or accommodation, you might get lost or run out of fuel in the middle of nowhere.

4. Following Best Practices

• Learning from past projects and using proven methods saves time and effort.
• Example: If a chef follows a well-tested recipe instead of experimenting randomly, the dish will taste better and be consistent.

5. Controlling Progress

• Regularly checking progress helps keep the project on track.
• Example: If a school principal monitors students’ performance regularly, they can take action if students start performing poorly.

6. Using the Right Software

• Project management software makes it easier to track tasks and progress.
• Example: Using Google Docs for team assignments helps everyone collaborate in real time instead of sending multiple emails.

7. Clear Communication

• Good communication prevents misunderstandings and delays.
• Example: If a football coach doesn’t clearly explain the game strategy, players may get confused and lose the match.

Project Manager’s Role

A project manager is like a captain steering a ship. They handle:

• Planning: Deciding what needs to be done.
• Resource Allocation: Assigning the right people and tools.
• Risk Management: Identifying and fixing problems early.
• Execution: Ensuring tasks are completed properly.

Example: A wedding planner ensures everything (venue, food, music) is ready on time so the wedding runs smoothly.

Key Project Constraints (The “Iron Triangle”)

Every project is affected by four main factors:

1. Time: How long it take to finish?
   • Example: If you need a birthday cake in one hour, the quality may suffer.
2. Cost: Budget constraints.
   • Example: A company can’t buy luxury office chairs if the budget is limited.
3. Quality: Meeting required standards.
   • Example: If a car manufacturer uses cheap materials, the car may break down easily.
4. Scope: The project’s goals and tasks.
• Example: If a company plans to build a one-story office but later decides on three stories, the time and cost will increase.

Project Communication – Simplified with Examples

In software development, effective communication is essential to keep the project on track and ensure that everyone is on the same page. Poor communication can lead to confusion, delays, and mistakes. Let’s break down project communication into simple terms with real-life examples.

Why is Communication Important in Software Projects?

Software projects often face challenges such as:

• Large Team Size: More people mean more complexity in coordination.
• Uncertainty: Requirements change frequently.
• Interoperability: New software must work with existing systems.

To manage these challenges, teams need clear communication methods to share updates, solve problems, and collaborate efficiently.

Types of Communication in Software Projects

Project communication can be formal or informal, based on the situation and purpose.

1. Formal Communication

This type of communication is structured, documented, and follows specific guidelines.

(a) Formal Impersonal Communication

• Used to document rules, guidelines, and notices for the project team.
• Also used for client communication to share project updates, milestones, and deliverables.

🔹 Example:
A software company sends a detailed report to the client outlining the project status, completed milestones, and pending tasks.

(b) Formal Interpersonal Communication

• Involves face-to-face discussions where team members physically meet to discuss project details.
• Used for status meetings, review meetings, and progress updates.

🔹 Example:

A project manager conducts a weekly meeting with developers and testers to discuss project progress, challenges, and next steps.

2. Informal Communication

This type of communication is casual, unstructured, and happens naturally in day-to-day work.

(a) Informal Interpersonal Communication

• Involves quick discussions or brainstorming sessions to solve problems.
• Helps in requirement gathering and design discussions.

🔹 Example:

Developers gather around a whiteboard to discuss different approaches to implement a new feature.

Types of Communication in Software Projects

Communication Methods

Project communication can happen through different media:

1. Electronic Communication

• Uses emails, project dashboards, or video conferencing.
• Helps remote teams stay updated.

🔹 Example:

A developer emails a bug report to the testing team, explaining the issue and attaching screenshots.

2. Interpersonal Networking

• Direct conversations among team members to exchange ideas.

🔹 Example:

A developer casually asks a colleague for help in debugging a piece of code.

Project Development Stages – Simplified 

In software development, projects go through various stages from start to finish. These stages are common across all methodologies (like Agile, Waterfall, etc.) and help guide the project to successful completion. Let’s break them down in simple terms with examples:

1. Initiation

What happens in this phase?

This is the starting phase of the project, where the team identifies the project goals, scope, and the resources needed to get started. It’s about setting the foundation for everything that follows.

Key Activities:

• Understanding the client’s requirements and expectations.
• Defining the project’s scope, timeline, and budget.
• Identifying the project team and assigning roles.

Example:

Imagine a company that wants to develop a mobile app for online food delivery. In the initiation phase, they meet with the client to understand their needs (like real-time tracking of orders, payment integration, etc.), set a timeline, and form a team of developers, designers, and testers.

2. Planning and Design

What happens in this phase?

In this phase, detailed plans and designs for the software are created. The project team lays out the specific steps and decides how to tackle each part of the project.

Key Activities:

• Creating a detailed project plan with tasks, deadlines, and responsibilities.
• Designing the architecture and user interfaces of the software.
• Identifying risks and setting up ways to handle them.

Example:

For the food delivery app, the planning phase includes deciding the features (user registration, order history, payment system), designing the user interface (how the app will look), and creating a database structure to store user data. The project manager also sets a timeline for each part of the app (like completing the login system in two weeks).

3. Implementation

What happens in this phase?

This is when the actual development of the software happens. The code is written, the features are built, and everything starts coming together.

Key Activities:

• Developers write the code based on the design and plan.
• Testing teams check the code for bugs and errors.
• Integration of different parts of the system to ensure everything works together.

Example:

In the food delivery app, developers start coding the login system, the order placement feature, and integrating payment methods. The testers continuously check for bugs and errors as the coding progresses to make sure everything works smoothly.

4. Closing/Maintenance

What happens in this phase?

Once the software is completed and deployed, the closing phase begins. This involves finalizing the project, delivering the software, and ensuring everything is working as expected. After deployment, maintenance begins to ensure the software continues to run smoothly.

Key Activities:

• Delivering the completed project to the client.
• Providing post-launch support, bug fixes, and updates.
• Closing out the project, including final documentation and project review.

Example:

After completing and testing the food delivery app, it’s launched in the app stores. The team ensures it works well and fixes any issues reported by users. Later, they release updates to improve the app (like adding a loyalty program for users).