5 Steps to Identify Project Dependencies and Constraints

Dependencies and constraints will always be there when it comes to accomplishment of any project. The first thing that a good project manager knows is that all projects have to go through a marathon of hardship. There is a basic difference between assumptions and projects; projects do have some critical dependencies and constraints as it is purely practical. These dependencies and constraints should be properly identified.

So what is a Project Dependency?

Simply speaking a project dependency is relationship among tasks where one task is dependent other tasks. Dependency might be between two or more tasks; even between two or more task groups. For example, if you plan to learn how to drive then you are dependent on having a car first. So the “learning to drive” task is dependent on “having a car” task.

There are four types of project dependencies that are found:

  • Task-1 has to be finished before the Task-2 can begin.
  • Task-2 cannot be started until the Task-1 starts.
  • Task-2 cannot be finished before Task-1 finishes.
  • Task-1 has to start before Task-2 can finish.

Why we should consider identifying these dependencies in projects? Because they help us to build a connection between the tasks needed for a project. Once we find the connection we can decide the best possible way to finish the whole project.

And what is a Project Constraint?

Constraints are simply limitations that a project faces. For example, if you want to buy an i-phone then you need the money to buy it first. So in this case “money to buy an i-phone” is a constraint. Basically the main constraints of a project are the limitation of money, time and resources. Every project has constraints and these constraints are identified at the beginning of the project.

A project constraint can be of two types:

  1. Business constraints
  2. Technical constraints

Business Constraints:

Business constraints are the ones that are dependent on the condition of your project or business. For example, time, quality, budget, risk etc.

Technical Constraints:

Technical constraints are the limitations of your design choice. For example, you plan to build a house that can withstand any earthquake. So the force of earthquake is a technical constraint.

Mostly these constraints are out of your control. They have to be defined first so that necessary steps can be taken to support or bypass it.

We have identified 6 project constraints:

  • Possibility
  • Quality
  • Timetable
  • Financial Plan
  • Resource
  • Threat

Identifying project dependencies and constraints

Now let’s jump to identifying these project dependencies and constraints. I am going to apply a 5 step methodology for identifying the dependencies and constraints that might clog up your project. Don’t sweat up. It will take just a few easy steps to do so.

Step 1: Make a list of all possible project dependencies

As you can define all types of project dependencies, you can easily find out what are the main dependencies of you project planning. While identifying these dependencies you should also give relative importance to them. Now make a list or a chart of possible dependencies that your project will face within the planned time-frame.

Also plan out who will deal with the dependencies. In case of external dependency try to figure out better alternates within the project. This will boost up independence of your project.

And never forget to maintain a perfect communication with the persons dealing with the dependencies.

Step 2: Make a list of all possible project constraints

Try to brainstorm and find out all the constraints that your project will face at times and situations. Also give relative importance like you did in case of dependencies.  This will help you to plan out for the critical constraints that might spoil your whole operation. Not only that but also you will be able to assume where you will need to give most importance and efforts to. This ensures more precision to project and better success.

Try to employ more people if any critical constraint needs. Proper work distribution should be a primary target.

Step 3: Create project initiation document (PID)

Make a Project Initiation Document or PID where all the listed dependencies and constraints are documented. This will help you to find all the necessary information in place for your easy use.

If you have to document a lot of information that might mess up then input the most important ones. This is where the relative importance for dependencies and constraints are needed. And as the project manager you should always monitor them. How you would do it? That answer is given in this article later.

Step 4: Enter critical factors in project risk log

Risk log is very crucial when we are talking about project management. The risk log includes all the risks necessary for your project and how it might affect your project. Now if any constraint or dependency seems critical to you, try to put them in your project risk log especially if you need external dependency.

Constraints are always potential risks. These constraints might sabotage your whole project and create huge risk. They should be dealt accordingly.

Make a risk management team is formed who will identify and minimize all the potential risks.

Step 5: Create an effective way to monitor the project dependencies and constraints

Monitoring the dependencies and constraints is a tough nut to crack. The monitoring process is a continuous method. You might do that by following some simple rules:

  • Have an updated project initiation document and risk log.
  • Analyze how your team is dealing with them and what are the outcomes
  • Report immediately when any change is noticed
  • If any situation seems worse than expected try to switch the method or person responsible
  • Schedule regular meetings where all your team members can share their condition and stay updated
  • Always include any new dependency or constraint that emerges with process.
  • Try to find solutions from the risk management team.

Well this is it. Projects will have constraints and dependencies. It’s the job of the project manager to handle them with firm hand. The better it is dealt with the more success your project will get. And what’s sweeter than success that is hard earned?

 

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