What Is Project Integration Management? How to Implement It

A project manager has to wear multiple hats while juggling time, cost, and quality to keep things running smoothly. This is incredibly complicated when projects are cross-departmental. Each department follows a different set of methodologies, strategies, and expectations.

Along with using project management software, businesses need a systematic approach to synchronize a project's diverse efforts and processes. This is what makes the need for project integration management critical for success. 

As a project moves through its lifecycle, project integration management ensures the timely completion and execution of activities that allow the smooth execution of each phase. It empowers managers to stay on top of processes while guaranteeing the synchronization of every element.

A project's progress can halt without the proper implementation of integrated project management. The practice allows managers to evaluate resources, make necessary trade-offs, and meet stakeholder expectations promptly.  

Why is project integration management important?

Due to the project's complexity, keeping track of everything is challenging. Project managers must also ensure project success while balancing stakeholder expectations and client needs. 

With integrated project management, the elements of a project are synchronized to achieve the defined goals. A successful project integration management process will boost productivity and efficiency. It will enlist all the functions and tasks, allocate responsibilities, share resources, and manage overlapping schedules.

Since the goals and responsibilities will be clearly defined, PIM will also increase team accountability and improve the communication flow.

Project integration management example

The idea behind PIM is to make your clients feel like they are recipients of high-quality deliverables from one brand rather than a group of individuals. Suppose you have two ongoing projects, X and Y. 

Project X requires documentation for a client from two separate teams. You must ensure they match in tone, style, and formatting. In this case, a PIM solution will be to use the same editor or content creation software to ensure consistency in the deliverables. 

Similarly, halfway through the project execution stage, you realize that Project Y has a broader scope and requires more resources. So, you end up carrying over some resources from Project X to Y. Now, what does that mean for Project X? It would be best to have a roadmap to ensure both projects are completed resourcefully and on time. 

With PIM, you can set the right workflow to ensure the resources don’t burn out. You can also manage tasks across both projects to avoid timeline overlap.  

7 steps of project integration management

The PIM process may be lengthy, but it's also tried and true. These seven steps help project managers adhere to project budgeting, deliver at the highest quality, and avoid running out of resources throughout the project life cycle.

1. Project charter

The project charter is a common type of documentation stating that a team has permission from executives to proceed with the work. The charter outlines who is doing what, so there are no discrepancies throughout the process. 

A project charter should be distinct from a business plan. It's a formal document created after a project gets approved. This document can be referred to in case of confusion or disagreements about the project's goals or objectives. 

2. Project scope statement

The scope statement defines the size of a project's impact. It's in charge of outlining a project's specific deliverables instead of generic goals. A scope statement might say the project's deliverable is to "develop and construct a homeless shelter that can house up to 500 residents." 

This would differ from a goal: "Develop a homeless shelter that can safely house people struggling from displacement or any variety of factors."

3. Direct and manage production

In the next step of PIM, project managers are responsible for directing the actual work. This means hiring construction workers and architects and informing them about how the project will be accomplished.

This can also be referred to as project execution, a project life cycle phase. To put it simply, this is the phase where things get done.

4. Manage project knowledge

In project management, it's imperative to document processes and any lessons learned. Throughout project execution, it's essential to keep a record of all the associated knowledge.

Some questions to consider during this step are: What tools were used? What processes were used to arrive at specific deadlines? Were any experts brought in who helped the rest of the team better understand their objectives? 

For this step, consider getting knowledge management software. This tool keeps all learned information organized and accessible for future reference.

5. Monitor and control production

In addition to directing and managing the project's steps, a project manager must regularly check on progress and ensure things are running as planned. A project that misses deadlines is not always considered a success.

Monitoring and controlling production can help ensure managers meet all of their project goals outlined in the project charter. This is especially true of PIM, wherein project team members are from various departments within the company.

It's easy to lose track of what one team contributes, which knocks the whole production off. Proactively monitoring production is one way to reduce the risk of losing control.

6. Perform integrated change control

Some team members may not be in the habit of working together. So, figuring out how to cooperate with brand-new colleagues can be jarring. Project managers implementing PIM should also be familiar with change management and know how to lead a project through changes they may be uneasy with.

Ideally, you have a team of talented, flexible employees who are open to building one super team. But even the most agile employees can find change complicated. Project managers should be a positive force and listen to their employees about the difficulties of a project that integrates multiple teams while also being able to lead them to success.

7. Project closure

Project closure is a process in itself. It involves going over the various elements of the project to discover whether it was a success. Did it come in under budget? Check. Was it completed by the intended deadline? Check. Is the client satisfied with the results? Check.

All these questions are answered in the project closing, along with updating the record of final learnings. Remember to put the final learnings in the knowledge base you created for this project.

Top project management software with PIM capabilities

With integrated team communication, real-time project updates, organizing individual tasks, and a central knowledge base, project management software is the perfect tool to assist the PIM efforts of your organization. 

Project management software tracks progress, measures productivity, and improves efficiency by defining individual timelines for every contributor. It also supports the allocation of resources as per demand and availability. 

Teamwork makes the dream work

Every project is built on a vision and multiple processes that must be in sync to ensure success. When these tasks are spread across different teams, aligning them with PIM will make your project immune to unprecedented changes.

PIM allows easy adaptation and reallocation of resources while maintaining cohesiveness, giving you the upper hand in meeting your commitments. 

Discover how a feasibility study can enhance your project integration.

This article was originally published in 2019. It has been updated with new information.