Key Takeaways
- A project is a temporary endeavor undertaken to create a unique product, service, or result with defined start and end dates
- Projects are distinct from operations: projects are temporary and create unique outputs, while operations are ongoing and repetitive
- Progressive elaboration means project details are developed incrementally as more information becomes available throughout the project lifecycle
- Projects drive organizational change and create value, while operations maintain ongoing business functions
- Both projects and operations require planning, resources, and management, but differ fundamentally in purpose and duration
What is a Project?
Understanding what constitutes a project is fundamental to project management. PMI defines a project with two critical characteristics that distinguish it from other types of work.
The PMI Definition
According to the PMBOK Guide, a project is:
A temporary endeavor undertaken to create a unique product, service, or result.
This definition contains two essential keywords that define every project:
| Keyword | Meaning |
|---|---|
| Temporary | Has a defined beginning and end |
| Unique | Creates something that hasn't existed before in exactly this form |
Temporary Nature of Projects
Every project has a defined start date and end date. However, "temporary" does not mean "short":
What Temporary Means
- Definite beginning — The project is formally authorized to start
- Definite end — The project concludes when objectives are achieved, the project is terminated, or the need no longer exists
- Duration varies — Can be days, months, or even decades
Examples of Project Duration
| Project | Duration | Still Temporary? |
|---|---|---|
| Software update | 2 weeks | Yes |
| New product launch | 6 months | Yes |
| Construction of a skyscraper | 3 years | Yes |
| Space mission (e.g., Mars Rover) | 10+ years | Yes |
The pyramids of Egypt and the Taj Mahal were projects — massive in scale and taking years to complete, but still temporary endeavors with defined endpoints.
Unique Deliverables
Every project produces something that hasn't existed before in exactly this way:
Types of Unique Deliverables
| Deliverable Type | Examples |
|---|---|
| Product | New software application, manufactured item, building |
| Service | New customer support process, consulting engagement |
| Result | Research findings, feasibility study, business case |
| Improvement | Enhanced capability, upgraded system |
Understanding Uniqueness
Even similar projects are unique because of different:
- Context — Different stakeholders, environments, constraints
- Requirements — Specific needs vary for each instance
- Team — Different people bring different perspectives
- Timing — Market conditions and technologies change
Progressive Elaboration
Progressive elaboration is the iterative process of increasing the level of detail in a project management plan as greater amounts of information and more accurate estimates become available.
How Progressive Elaboration Works
| Phase | Level of Detail | Example |
|---|---|---|
| Initiation | High-level concept | "We need a new customer portal" |
| Early Planning | Broad scope | "Portal will include account management and support" |
| Detailed Planning | Specific features | "Account section includes profile, billing, and history" |
| Execution | Implementation details | "Profile page uses these specific fields and validations" |
Key Principle
You cannot know everything at the start. Progressive elaboration acknowledges that:
- Early estimates are rough (often called "order of magnitude" estimates)
- Details emerge as work progresses
- Plans should be refined, not rigidly fixed
- Learning from each phase informs the next
Project vs. Operations
Understanding how projects differ from operations is critical for the PMP exam:
Comparison Table
| Characteristic | Project | Operations |
|---|---|---|
| Duration | Temporary (has end date) | Ongoing (continuous) |
| Output | Unique product, service, or result | Repetitive products/services |
| Purpose | Create change, achieve objectives | Maintain business, sustain performance |
| Resources | Assembled temporarily | Permanent workforce |
| Goals | Achieve objectives and close | Sustain organizational objectives |
Operational Examples
- Manufacturing assembly line — Same product, day after day
- Customer service center — Ongoing support operations
- Accounting department — Continuous financial management
- IT help desk — Perpetual technical support
When Projects and Operations Intersect
| Scenario | What Happens |
|---|---|
| Project creates operations | New manufacturing plant (project) → Factory operations begin |
| Project improves operations | Process improvement project → Enhanced daily operations |
| Operations fund projects | Ongoing revenue → Investment in strategic projects |
What Makes Work a Project?
Use this checklist to determine if work qualifies as a project:
Project Indicators
- Has a specific start date and planned end date
- Creates something that doesn't currently exist
- Requires resources from multiple functional areas
- Has defined objectives and success criteria
- Has a designated project manager or leader
- Produces deliverables that can be verified
Not a Project If...
- Work repeats indefinitely with the same output
- There's no defined end goal
- Activities are routine maintenance
- Work is part of normal job responsibilities without a unique outcome
Project Drivers
Projects are initiated to address various organizational needs:
| Driver | Example |
|---|---|
| Market demand | New product to compete with rivals |
| Customer request | Custom solution for a client |
| Regulatory requirement | Compliance with new laws |
| Technological advance | Leveraging new capabilities |
| Strategic opportunity | Entering a new market |
| Social need | Environmental sustainability initiative |
Key Takeaways
- A project is temporary (defined start and end) and unique (creates something new)
- Progressive elaboration means details increase as the project progresses
- Operations are ongoing and repetitive; projects are temporary and unique
- Both projects and operations are essential to organizational success
- Projects often create, improve, or transition work to operations
Which TWO characteristics define a project according to PMI?
A customer service department handling daily support calls is an example of:
What does progressive elaboration mean in project management?