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Project
Complex, non-routine, one-time effort limited by time, budget, resources and performance
specifications designed to meet customer needs
Characteristic Established objective
Defined life span with beginning and an end
Involvement of several departments and professionals
Typically doing something that has never been done before
Specific time, cost and performance requirement
Program
Series of coordinated, related, multiple projects that continue over extended time intended to
achieve a goal
Project life
Defining stage specification are defined; objectives are established; teams are formed
cycle
Planning stage level of effort increases and plans are developed to determine the details of
the project
Executing stage Major portion of project work takes place both physically and mentally.
Time, cost and specification measures are used for control.
Delivering stage delivering project to customer and redeploying project resources which
may include customer training and transferring documents.
Importance
Compression of project life cycle speed is a competitive advantage
Global competition market demands cheaper and better services or products. Besides,
emergence of quality movement across the world with ISO9000 certification.
Knowledge explosion increased complexity of project to include latest advances
Corporate downsizing flatter and leaner organizations with outsourcing
Increased customer focus increased competition on customer satisfaction
Rapid development of third world and closed economies explosion of demand for all
manner of consumer goods and infrastructure development
Small projects with big problems velocity of change required organizational climate in
which hundreds of projects are implemented concurrently
Integration
Development of mission, objectives and organization strategies depend on external and
with strategic
internal environmental factors. The outcome of analysis of all these environmental factors is
plan
a set of strategies designed to best meet the needs of customers.
External environmental factors political, social, economic and technological
Internal environmental factors strengths / weakness of management, facilities, core
competencies and financial condition
Integration
Good project manager balance attention to both the technical and socio cultural dimension of
within
project management.
process of
Technical side formal, disciplined, pure logic part of the process that relies on formal
managing
information system available and effect of project changes are documented / traceable.
actual project Socio cultural side centres on creating a temporary social system within a larger
organizational environment that combines the talents of divergent set of professionals
working to complete the project. It also involves managing the interface between the project
and external environment.
Activities of
strategic
management
process
Problem
Portfolio
management
system
Culture
essence
(10)
Identify
culture
Projects are unique, one-time efforts with distinct beginning and ending
Projects are multi-disciplinary in nature because they require variety of specialist
Similar to functional organization with formally designated project manager who acts as staff assistant. The
project manager has indirect authority but functional manger decide most of them.
Classic matrix where project manager define what needs to be done while functional manger decide how it
will be accomplished.
Project manger controls most aspects of the project including scope trade off and assignment of functional
personnel. The functional manager is only consulted on a need basis.
Size of project, strategic importance, novelty / need for innovation, need for integration, environmental
complexity, budget / time constraints and stability of resource requirement
System of shared norms, beliefs, values and assumptions which binds people together to create shared
meanings. It provides sense of identity, helps legitimize the management system, reinforces standards of
behaviour and create social order.
Member identity (identify with organization), team emphasis, management focus (effect of outcomes), unit
integration (interdependent), control (obedience), risk tolerance (aggressive, innovative), reward criteria,
conflict tolerance (open), means vs end orientation and open system focus (responds to changes in the
external environment)
Study the physical characteristic of an organization
Read about the organization from annual reports, mission statement and press releases
Observe how people interact within the organization
Interpret stories and folklore surrounding the organization
Project team
Matrix
Network
organization
Pros
Cons
No change in basic functional structure
Lack of focus because of own core routine
Flexibility in the use of staff
Poor integration across functional units
In-depth expertise can be brought
Slow to complete
Easy post-project transition
Lack of ownership and motivation
Simple and operate independently
Expensive and duplication of efforts
Fast to complete because no other obligations
Internal strife and divisiveness of project team
and parent organization
Cohesive and high level of motivation
Cross functional integration and specialist from Limited technological expertise, self-contained
team and we-they syndrome
different areas work closely together
Difficult post-project transition because of
prolonged absence
Efficient because resources can be shared across Dysfunctional conflict because tension between
multiple projects to reduce duplication
functional and project managers. Worthy
discussion can degenerate into heated arguments
Strong project focus by having formally
that engender animosity
designated project manager
Easier post-project transition because they have Infighting because competition for scarce
resources
homeport to return once completed
Flexible utilization of resources and expertise Stressful because each participant have at least
two bosses
within the firm
Slow because decision making can get bogged
down as agreements
Cost reductions because firm can secure Coordination breakdowns because mutual
competitive prices for contracted services
adjustment is required
High level of expertise and technology
Loss of control because there is no direct
authority over
Flexible because firm is no longer bounded by
their own resources with talents of others
Conflict because they do not share the same
values, priorities and culture. Trust is essential to
Small company can go global with foreign
project success.
partners
Factors
Guidelines
Macro
approaches
Micro
approaches
Types of cost
Importance of
contingency
Phase
Need
1
Macro
2
3
4
5
Macro
Detailed
Macro
Detailed
Deliver
Macro
Detailed
Approaches
Computation
process
Extended
network
techniques
Activity
Critical path
Slack
Lag
Hammock
activity
Method
AON
AOA
Traded
organizational
currencies
Managing by
wandering
around (MBWA)
Leading by
example
Contradictory
nature of work
Core traits of
successful project
manager
One good deed deserves another and likewise, one bad deed deserves another. Similarly maxim,
Quid pro quo.
Project team manage and complete project work. They may want to do a good job, but are
concerned with other obligations and how their involvement on project will contribute to their
personal goals and aspirations
Project manager compete with each other for resources and support of top
Administrative support provide valuable support services. They impose constraints and
requirements on project such as documentation of expenditure
Functional manager responsible for assigning project personnel, resolving technical dilemmas and
overseeing the completion of significant segment of project work.
Top management approve funding of project and establishes priorities within organization. They
define success and adjudicate rewards for accomplishments.
Project sponsor champion the project and use their influence to gain approval of project
Subcontractors may do all the actual work and schedule slips can affect the work of core project
team.
Government agencies place constraints on project work such as permit and codes
Other organization may directly or indirectly affect the project such as supply
Customer define the scope of project and ultimate project success rests in their satisfaction. They
concerned with getting a good deal and naturally breeds tension with the project team.
Task related currencies resources, assistance, cooperation and information
Position related currencies advancement, recognition, visibility and network
Inspiration related currencies vision, excellence and ethical correctness
Relationship related currencies acceptance, personal support and understanding
Personal related currencies challenges, ownership and gratitude
`Mangers spend the majority of their time outside the offices. Through face-to-face interactions,
project manager is able to stay in touch with what is really going on in the project and build
cooperative relationships essential to project success. They are able to intervene to resolve conflicts
and prevent stalemates from occurring.
Highly visible, interactive management style is not only essential to building and sustaining
cooperative relationships but also their own behaviour. It symbolizes how other people should work
on the project. These aspects are priorities, urgency, problem solving, cooperation, standards of
performance and ethics.
See the big picture while getting your hands dirty
Encourage individuals but stress the team
Hands-off and hands-on
Flexible but firm
Team versus organizational loyalties
System thinker take a holistic rather than reductionist approach by managing interactions
Personal integrity establish a firm sense of who you are, what you stand for and how you should
behave to provide the buoyancy to endure ups and downs of project life cycle
Proactive Take action before it is needed to prevent small concern from escalating into major
problems
High tolerance of stress require physical exercise, healthy diet and supportive home front to
endure the rigors
General business perspective have general grasp of business fundamentals and how different
functional disciplines interact to contribute to a successful business
Good communicator able to communicate with a wide variety of individuals
Effective time management budget time wisely and adjust their priorities quickly
Skilful politician deal effectively with people and win their support and endorsement
Optimist display a can-do attitude. Greatest strength lies in sense of humour and playful.