Integration Management: How to track dependencies within a project

Hello fellow project managers! Welcome to my new blog post, today our topic is focused on tracking dependencies within a project. I hope you enjoy this article and you find it helpful!

Dependencies are critical to the success of any project. Before we dive into this topic, we need to really understand what dependencies are.

What is a dependency?

In project management, a dependency is when a task is dependent (or reliant) on another task. There are several types and relationships of dependencies, and I will dive into each one with a definition, walk through, and an example. 

Dependency Relationships

There are four dependency relationships which are utilized in project management. Below is the list along with definitions and examples of each.

1. Finish to Start:
   1. Definition: The Finish to Start dependency occurs when the current task must be finished before the next task can start.
   1. Walk-through/Example: Let’s say my project involves purchasing and cutting apples. In order for me to cut an apple, I must first purchase an apple. Once the task of purchasing an apple is complete, then the next task of cutting the apple can begin.
2. Finish to Finish:
   1. Definition: The Finish to Finish dependency occurs when one task must be finished before the other task can be finished. In this case, both tasks may be running at the same time. 
   1. Walkthrough/Example: Let’s say that all components of code must be completed before the overall development of the solution is completed. If there are multiple tasks of coding involved, the development task will not be complete until the last coding task is completed.
3. Start to Start: 
   1. Definition: The Start to Start dependency occurs when one task must start before the other task can start. 
   1. Walkthrough/Example: A good example of this is when discussing requirements and design in an Agile project. In order to start the design tasks of a technology implementation project, all of the documents related to design must have been started on before starting the design activities in the technology solution.
4. Start to Finish:
   1. Definition: The Start to Finish dependency occurs when one task must start before the other task is finished.
   1. Walkthrough/Example: A great example of start to finish is when you have implemented a system and will be transitioning it to the client for their day to day use. The transition task of getting the end users up to speed to own and operate the system going forward must start before the post-implementation support task by the consulting team is completed.

Types of dependencies

There are several types of dependencies; these are the areas that can cause a dependency to come into play in the first place.

1. Resource-based dependencies: a resource-based dependency is when you are reliant on a person or object (e.g., software, materials) to get a task completed. When you are writing code, you are dependent on the developer to finish his/her task before the next task can begin. In construction, you are dependent on the task of materials arriving to the site before the next task of using those materials can begin.
2. External-based dependencies: As a project manager, you have the ability to facilitate internal based conversations to help a project continue to move forward. However, you may also be working with a supplier or vendor, who may have their own timelines. When you are reliant on an external group to help complete specific tasks within a project, these are external-based dependencies.
3. Milestone-based dependencies: When you batch tasks into phases of a project, the phase will typically have a milestone to complete that phase. In order to go from one phase to another, the milestone of the previous phase will need to be met. In that case, there are milestone-based dependencies that the project manager relies on to continue the project.
4. Time-based dependencies: if a certain task within a project plan cannot occur until a specific date is met, this is known as a time-based dependency. A good example of this is when are wanting to complete a task within a project but it can only occur at the end of the month. In this case, the task is dependent on a specific date.

There are many other types of dependencies that projects and tasks rely on. What are the types of dependencies that you are aware of? Please share your thoughts below! 

How to track dependencies

Tracking dependencies is critical to the success of any project for a project manager and the project’s stakeholders. There are several ways to track dependencies within a project. I have provided some ways to do this below.

1. Project plan: If you are utilizing Microsoft Project to manage the project plan, then you can click on individual tasks to develop dependency relationships between tasks. This will help keep the tasks aligned and organized. It will help determine the impacts of downstream tasks if there is a delay in the date for some other tasks that need to be complete before/at the same time as other tasks.
2. RAID log (risks, action items, issues, decisions): All projects should have a RAID log to manage risks, action items, issues, and decisions that is regularly kept up to date. When a dependency reaches a point where it can cause a potential risk to the project (or is already causing issues), then that dependency needs to be logged as a risk or issue. It is important to follow up with the stakeholders to make sure that the dependency causing the delay to the project is resolved at the earliest (or re-aligning the project plan).  
3. Status reports: Status reports typically don’t keep track of dependencies but it does keep track of major tasks and milestones within a project plan. Although the status report has this detail, as a project manager, you can highlight the dependencies in the form of risks/issues for potential delays within the status report.

Besides tracking dependencies, it is also important to follow up with the various leads and stakeholders on the team to understand how the tasks within the project are progressing and if there are blockers that are causing the dependencies to potentially become risks. 

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