How project, program, portfolio and operations management are related

A project may be managed in three separate scenarios: as a stand-alone project (outside of a portfolio or program), within a program, or within a portfolio. Project managers interact with portfolio and
program managers when a project is within a program or portfolio. For example, multiple projects may be needed to accomplish a set of goals and objectives for an organization. In those situations, projects may be grouped together into a program.

A program is defined as a group of related projects, subsidiary programs, and program activities managed in a coordinated manner to obtain benefits not available from managing them individually. Programs are not large projects.

A very large project may be referred to as a megaproject. As a guideline, megaprojects cost US$1billion or more, affect 1 million or more people, and run for years.

A portfolio is defined as projects, programs, subsidiary portfolios, and operations managed as a group to achieve strategic objectives. Some organizations may employ the use of a project portfolio to effectively manage multiple programs and projects that are underway at any given time. The figure below illustrates an example of how portfolios, programs, projects, and operations are related in a specific situation:

Program management and portfolio management differ from project management in their life cycles, activities,objectives, focus, and benefits. However, portfolios, programs, projects, and operations often engage with the same stakeholders and may need to use the same resources (see Figure above), which may result in a conflict in the organization.

This type of a situation increases the need for coordination within the organization through the use of portfolio, program, and project management to achieve a workable balance in the organization. The above figure illustrates a sample portfolio structure indicating relationships between the programs, projects, shared resources, and stakeholders.

The portfolio components are grouped together in order to facilitate the effective governance and management of the work that helps to achieve organizational strategies and priorities. Organizational and portfolio planning impact the components by means of prioritization based on risk, funding, and other considerations. The portfolio view allows organizations to see how the strategic goals are reflected in the portfolio. This portfolio view also enables the implementation and coordination of appropriate portfolio, program, and project governance.

This coordinated governance allows authorized allocation of human, financial, and physical resources based on expected performance and benefits. Thus from an organizational perspective :

• Program and project management focus on doing programs and projects the “right” way; and
• Portfolio management focuses on doing the “right” programs and projects.

This is end of today's post, in the next post we shall discuss about basics of Program management.

Project management and it's importance

Project management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. Project management is accomplished through the appropriate application and integration of the project management processes identified for the project. Project management enables organizations to execute projects effectively and efficiently. Using project management processes, tools, and techniques puts in place a sound foundation for organizations to achieve their goals and objectives.

Effective project management helps individuals, groups, and public and private organizations to:

• Meet business objectives;
• Satisfy stakeholder expectations;
• Be more predictable;
• Increase chances of success;
• Deliver the right products at the right time;
• Resolve problems and issues;
• Respond to risks in a timely manner;
• Optimize the use of organizational resources;
• Identify, recover, or terminate failing projects;
• Manage constraints (e.g., scope, quality, schedule, costs, resources);
• Balance the influence of constraints on the project (e.g., increased scope may increase cost or schedule); and
• Manage change in a better manner.

Poorly managed projects or the absence of project management may result in:

• Missed deadlines,
• Cost overruns,
• Poor quality,
• Rework,
• Uncontrolled expansion of the project,
• Loss of reputation for the organization,
• Unsatisfied stakeholders, and
• Failure in achieving the objectives for which the project was undertaken.

Projects are a key way to create value and benefits in organizations. In today’s business environment, organizational leaders need to be able to manage with tighter budgets, shorter timelines, scarcity of resources, and rapidly changing technology. The business environment is dynamic with an accelerating rate of change. To remain competitive in the world economy, companies are embracing project management to consistently deliver business value.

Effective and efficient project management should be considered a strategic competency within organizations. It enables organizations to:

• Tie project results to business goals,
• Compete more effectively in their markets,
• Sustain the organization, and
• Respond to the impact of business environment changes on projects by appropriately adjusting project management plans.

This is end of today's post, in the next post we shall discuss about relationship of project, program, portfolio and operations management.