How to Distinguish Between a Project and an Operational Activity
By DR.Badr Ramadacn Alhosani
A Practical Example Based on International Standards
In government work environments, the question often arises:
Is this activity a project? Or is it simply an operational task?
While the question may seem simple, answering it requires a solid understanding of international standards that clearly define what qualifies as a project and what does not.
To clarify the concept in practical terms, this article presents a common real-life example in ministries and educational sectors, followed by an analysis based on internationally recognized standards, including:
PMI (USA), PRINCE2 (UK), IPMA (Switzerland), and ISO 21500 (International Organization for Standardization).
Training Example:
Activity: Migrating student data from an old system to a new cloud-based platform.
Why Is This Considered a Project?
1. It Is Temporary and Has a Defined Start and End
The data migration activity begins at a specific point in time and concludes once the data has been successfully transferred and the new system is live. This defined time frame makes the activity temporary—a key requirement shared by all international project management standards.
2. It Delivers a Unique Output
The goal is to provide a new technical environment for managing student data, different from the previous system. The end result is distinct and non-repetitive, which meets the “uniqueness” criterion that distinguishes a project from routine processes.
3. It Requires Multi-Stage Planning
Executing this activity involves several phases: current system analysis, migration planning, data testing, staff training, and final deployment. Each phase demands coordination, risk management, and control—typical features of project lifecycle stages in PRINCE2 and PMI methodologies.
4. It Needs Dedicated Resources
This activity requires assigning specialized technical teams, using specific software tools, and potentially outsourcing expertise. It also calls for a dedicated budget and allocated time—indicating that the task goes beyond daily operations and is instead a structured initiative needing project-level resource management.
5. It Brings About Institutional Change
Unlike a repeated service, this activity adds new value by improving data quality, accelerating access, and strengthening information security. This aligns with a fundamental purpose of projects according to IPMA and PMI: to deliver positive change and organizational transformation.
Summary Assessment Based on International Standards
Criterion
Applied to the Activity
Temporary, with start and end dates
Yes
Produces a unique output
Yes
Requires a structured plan
Yes
Needs dedicated resources
Yes
Delivers institutional change
Yes
Based on this evaluation, we can confirm that “migrating student data to a new cloud platform” qualifies as a full-fledged project according to all major international standards. It should therefore be managed as such—with a designated project manager, a detailed implementation plan, and clear performance indicators tracked through to project closure.
Comparison with an Operational Task
As a point of comparison, the activity of “submitting a monthly student attendance report” would not be considered a project. It is repetitive, does not produce a unique outcome, does not require special planning or transformation, and is clearly part of routine daily operations.
Training Recommendations
- Ensure that every institutional activity undergoes a clear classification: is it a project or an operational task?
- Use international standards as decision-making tools for proper activity management.
- Do not label any initiative as a “project” unless it clearly meets all five fundamental criteria.
- Train your teams to analyze and categorize activities before launching or allocating resources.
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