A systems approach to project management

The PDCA Cycle and Its Relevance in Project Management

The PDCA Cycle—an acronym for Plan, Do, Check, Act—is a fundamental iterative framework for continuous improvement in quality management and operational excellence. Originally conceptualized by Walter A. Shewhart and popularized by Dr. W. Edwards Deming, the PDCA model encourages a structured, feedback-driven approach to managing change and solving problems. While it has roots in manufacturing, its principles are highly relevant and adaptable to project management across industries.

The Four Stages of PDCA

  1. Plan:
    Define the objectives, establish metrics, and develop detailed plans. In a project context, this corresponds to defining project scope, creating the Work Breakdown Structure (WBS), scheduling, budgeting, and risk planning.
  2. Do:
    Implement the plan on a small scale or execute according to the approved plan. In project management, this is the execution phase, where project deliverables are created, and resources are deployed.
  3. Check:
    Monitor and measure the outcomes against the expected results. In projects, this aligns with performance monitoring, quality control, and variance analysis using tools like Earned Value Management (EVM).
  4. Act:
    Take corrective actions to improve or standardize based on the insights from the Check phase. In project terms, this may involve updating plans, implementing change requests, or refining processes to prevent recurrence.

Project Management as a nested group of PDCAS of the sub-domains

Viewing project management as a nested ecosystem of PDCA cycles across the knowledge areas provides a dynamic, systemic lens for delivering successful projects.

While the project as a whole follows a high-level PDCA (Plan-Do-Check-Act) cycle, each knowledge area can be seen as operating its own internal PDCA cycle, nested within the broader project management process. This nested structure fosters continuous control, feedback, and improvement at both the macro (project) and micro (knowledge area) levels.

How PDCA Applies Within project management sub-domains

  1. Scope Management PDCA
    • Plan: Define and document project and product scope (Scope Management Plan, Requirements Management Plan).
    • Do: Collect requirements, define scope, and create WBS.
    • Check: Validate scope through stakeholder review and formal acceptance.
    • Act: Control scope by managing scope changes (scope creep, formal change control).
  2. Schedule Management PDCA
    • Plan: Develop the schedule management plan and define activities.
    • Do: Sequence activities, estimate durations, and develop the project schedule.
    • Check: Monitor schedule performance using tools like critical path and EVM.
    • Act: Apply schedule compression or corrective actions to realign timelines.
  3. Cost Management PDCA
    • Plan: Establish cost estimates, budget, and funding requirements.
    • Do: Spend according to planned costs as execution progresses.
    • Check: Track actual costs and compare against budget baselines.
    • Act: Control costs by analyzing variances and implementing changes.
  4. Quality Management PDCA
    • Plan: Define quality metrics and standards (Quality Management Plan).
    • Do: Conduct quality assurance during project execution.
    • Check: Inspect deliverables and audit processes.
    • Act: Apply corrective or preventive actions to eliminate quality issues.
  5. Resource Management PDCA
    • Plan: Identify required resources and develop a resource management plan.
    • Do: Acquire, develop, and manage team and physical resources.
    • Check: Assess team performance, morale, and resource usage.
    • Act: Resolve conflicts, optimize resource allocation, and update plans.
  6. Communications Management PDCA
    • Plan: Determine stakeholder communication needs and create a plan.
    • Do: Distribute information through appropriate channels.
    • Check: Evaluate communication effectiveness via feedback and reports.
    • Act: Adjust communication frequency, tools, or content.
  7. Risk Management PDCA
    • Plan: Develop risk management plan, identify and analyze risks.
    • Do: Implement risk responses (mitigation, transfer, acceptance).
    • Check: Monitor risks and evaluate emerging threats or opportunities.
    • Act: Revise response strategies or escalate critical risks.
  8. Procurement Management PDCA
    • Plan: Create procurement strategy and documents (RFPs, contracts).
    • Do: Conduct procurement—select vendors, award contracts.
    • Check: Monitor vendor performance and compliance.
    • Act: Apply contract change control or corrective actions.
  9. Stakeholder Management PDCA
    • Plan: Identify stakeholders and develop engagement strategies.
    • Do: Execute engagement activities.
    • Check: Assess stakeholder satisfaction and influence.
    • Act: Modify engagement strategies as needed.
  10. Integration Management PDCA (Meta-PDCA)
    • Plan: Develop project charter, project management plan, and integrated change control.
    • Do: Direct and manage project execution as per the plan.
    • Check: Monitor and control project work and deliverables throughout the project.
    • Act: Implement integrated change control and close the project.

Nested PDCA Model: A Systemic View

You can visualize project management as a series of concentric PDCA cycles, with Integration Management acting as the overarching coordination loop. Each sub-domain executes its PDCA independently, but the outputs (and feedback) of one area often become inputs for another, creating an interconnected web of continuous improvement and control.

Having this systemic view of project management will make it easier to master and recollect professional project management.