Assumptions and Constraints in Project Management

Introduction

• Importance of understanding the difference between assumptions and constraints for project managers.
• Awareness of risks involved with both.

Assumptions

• Definition: Beliefs about future events that cannot be proven.
• Example: Planning a party without knowing if it will rain.
  • Assumption: "Tomorrow it will not rain."
  • Risk: If it rains, guests will get wet, leading to negative consequences.
• Current Example: Recording a videocast
  • Assumption: There will be power to record the broadcast.
  • Risk: A blackout could damage the recording.

Constraints

• Definition: Restrictions that are internally decided by the project manager.
• Example:
  • Decision: "The place must be covered."
    • This decision is a response to the risk of rain.
    • If the area is covered, the assumption about rain becomes less critical.
• Current Example: Recording a videocast
  • Constraint: Must record today due to travel plans tomorrow.

Documentation

• Importance of documenting assumptions and constraints.
  • Register in a formal document, typically in the scope statement.
  • Ensures all team members understand the assumptions and constraints impacting the project.

Implementation into Project Management Tools

• Transforming Assumptions and Constraints:
  • Assumptions: Integrated into the risk management plan.
  • Constraints: Incorporated into the Work Breakdown Structure (WBS), schedules, and cash flow.
• Example of Implementation:
  • For the party, if the assumption is that rain is unlikely, the constraint would be to ensure the area is covered.
  • Tasks:
    • Create tasks for preparing and installing a cover.
    • These tasks would become part of the project schedule.

Summary

• Assumptions are external beliefs that carry risks, while constraints are internal decisions that mitigate those risks.
• Both need to be documented and properly integrated into project management to ensure success.