A Guide to Project Management

Project Management Framework

Introduction Project Management Context Project Management Process

Introduction
What is a Project? What is Project Management?

What is a Project?
a temporary endeavor undertaken to create a unique product or service -temporary: project has an end date -unique: projects end result is different than the results of other functions of the organisation

What is Project Management?

project management is the supervision and control of the work required to complete the project objective Competing demands for: Scope Time Cost Risk Quality Stakeholders with differing needs and expectations

6 Basic Principles to Project Management

Define the job in detail Get the right people involved Estimate the time and costs Break the job down into steps Establish a change/control procedure Agree on acceptance criteria

Progressive Elaboration
Project Concept Project research

Project Concept refinement

Project Concept Clarification

Project feasibility study

Project scope

Project plan

Relationship to Other Management Disciplines

Functional departments and supporting disciplines Technical elements Management specializations Industry groups

Relationship to Other Management Disciplines

Functional departments and supporting disciplines Technical elements Management specializations Industry groups

Project Management Context

Project Phases and the Project Life Cycle Project Stakeholders Organizational Influences Key General Management Skills Social-Economic-Environmental Influences

Project Management Phases

Project Project Project Project Project Initiation Planning Execution Control Closing

Project Life Cycle

Initiating Planning

Control

Execution

Closing

Project Management Processes

Project Processes Process Groups Process Interaction Mapping of Project Management Processes

Project Management Knowledge Areas

Project Integration Management develop charter, scope, plan, direct project execution, monitor and control project work Project Scope Management define scope, work break down structure, scope verification and scope control project management process Project Time Management activity definition, activity sequencing , activity resource estimation & planning, schedule development Project Cost Management cost estimating, cost budgeting, cost control Project Quality Management quality assurance, planning, control Project Human Resource Management HR planning, acquire project team, manage project team Project Communications Management collection and dissemination info Project Risk Management identifying, planning, monitoring and control Project Procurement Management plan purchases, acquisition , contract administration, select vendor, project closing

Mapping of Project Management Process

Process Group Knowledge Area Project Scope Management Project Scope Management Project Time Management Initiation Initiating Planning Project Plan Development Scope Planning Scope Definition Activity Definition Activity Sequencing Activity Duration Estimating Schedule Development Resource Planning Cost Estimating Cost Budgeting Quality Planning Organizational Planning Staff Acquisition Communications Planning Quality Assurance Team Development Executing Project Plan Execution Controlling Integrated Change Control Scope Verification Scope Change Control Schedule Control Closing

Project Cost Management

Cost Control

Project Quality Management Project Human Resource Management Project Communications Management Risk Project Management

Quality Control

Information Distribution Performance Reporting Risk Monitoring and Control

Administrative Closure

Risk Management Planning Risk Identification Qualitative Risk Analysis Quantitative Risk Analysis Risk Response Planning

Project Procurement Management

Procurement Planning Solicitation Planning

Solicitation Source Selection

Contract Closeout

Project Management to be taken up as a profession Open Discussion

Areas of Expertise Needed by the Project Team

Project Management Body of Knowledge Interpersonal Skills PMBOK

Application Area Knowledge, Standards & Regulations

General Management Knowledge& Skills

Understanding The project Environment

Project Management Body of Knowledge 1. 2. 3. Project Life Cycle Project Process Groups Project Management Knowledge Areas

Application Area of Knowledge, Standards & Regulations

Functional Departments and supporting disciplines such as production and inventory management, marketing, logistics and personnel, legal..etc Technical elements such as engineering, software development and some times specific kind of engineering such as water and sanitation engineering or construction engineering Management specializations such as government contracting, community development and new product development Industry groups such as automotive, chemical, agriculture and financial services

Understanding the project environment

Cultural and Social Environment International and political environment Physical environment

General Management Knowledge and Skills

Financial management and accounting Purchasing and procurement Sales and marketing Contracts and commercial law Manufacturing and distribution Logistics and supply chain Strategic planning, tactic and operational planning Org structure, Org behavior , Employee benefits and career path Health and safety practices Information Technology

Interpersonal Skills
Effective Communication Influencing the organization Leadership Motivation Negotiation and Conflict management Problem Solving

Organizational Structures
Chief Executive Project co-ordination Functional Manager Functional Manager Functional Manager

Staff Staff Staff

Staff Staff Staff

Staff Staff Staff

Functional Organisation

Project co-ordination

Chief Executive

Project Manager

Project Manager

Project Manager

Staff Staff Staff

Staff Staff Staff

Staff Staff Staff

Projectized Organisation

Organizational Matrix
Chief Executive

Functional Manager

Functional Manager

Functional Manager

Staff Staff Staff Project co-ordination

Staff Staff Staff

Staff Staff Staff

Weak Matrix Organisation

Organizational Matrix
Chief Executive

Functional Manager

Functional Manager

Functional Manager

Staff Staff Project Manager

Staff Staff Staff

Staff Staff Staff

Project co-ordination

Balanced Matrix Organisation

Organizational Matrix
Chief Executive

Functional Manager

Functional Manager

Program Manager

Staff Staff Staff Project co-ordination

Staff Staff Staff

Project Manager Project Manager Project Manager

Strong Matrix Organisation

Identifying the Project Management Process Groups Initiating : The project is authorized. Planning : Project Objectives are determined, as well as how to reach those objectives with the given constraints Executing : The project is executed utilizing acquired resources. Controlling : Project performance is monitored and measured to ensure the project plan is being implemented to design specifications and requirements. Closing : The project and its various phases are brought to a formal end.

Project Management Process : These processes are the activities that are universal to all projects. These activities comprise the bulk of project management body of knowledge. These processes are common to all projects from construction to technology Product Oriented Process : These processes are the activities that complete a projects phase and life cycle. Recall that the projects life cycle is comprised of the completion of the phases. In other words the product oriented processes within a project complete phases, which in turn completes the project. The processes within a project are unique to each project.

How Process Groups Interact Imagine any projects: building a new house, creating a new service, deploying a technology solution. Within any of these projects there will be a logical approach from start to finish. The five processes done necessarily allow the work to progress they serve more as a controlling mechanism to identify and Oversee the flow of actions within the project. Each process has unique activities, as we have seen already in this chapter, but each of these activities contributes and coincides with the project work. The activities guide the project work from concept to completion. Within each process there are three common components Inputs -> Documented conditions, values and expectations that start the given process. Tools & Techniques-> actions to evaluate and act upon the inputs to create the output Outputs -> documented results of a process that may serve as an input to another process

Executing

Planning Controlling Closing

initiating

Identifying the Initiating Process

Identifying Needs Creating a feasibility Study Identifying the business Need Creating a Product Description Creating a Project Charter Selecting the Project Manager

Identifying the Planning Process Creating the Project Schedule

Creating a scope statement Recruiting the Project Team Completing the Project Budget Completing Risk Assessment

Completing Risk Response Creating the work Break down Structure Planning Completing the Initial Risk Assessment Quality Management Plan Creating the network Diagram Completing Stakeholder Completing Estimates Analysis Discovering the Critical Path Creating Change control Plan Creating an Organisational

Executing Process
Authorizing the Project Work Beginning Vendor Solicitation Determining Vendor Source Administering Contracts Mapping Quality to Insurance Dispersing Project Information

Controlling Process
Ensuring Quality Control Providing Scope Verification Implementing Scope Change Control Leading Configuration Management Overseeing change Control Managing Cost Control Enforcing Schedule Control Monitoring Risk Response

Identifying the Closing Process

Auditing Procured Documents Completing Scope Verification Closing Vendor Contracts Closing Administrative Duties Submitting Final reports Archiving Project Records Reassigning the Project Team Members Celebrating

Identifying Needs (Project Initiation ) A project is generally called upon to provide a solution to a problem or to take advantage of an opportunity. The needs of the current state are then answered by the deliverables of the proposed project. Some examples of Needs Reducing Costs Increasing Revenues Eliminating Waste Increasing Productivity and efficiency Solving a business or functional Problem Taking advantage of market opportunities

Identifying Planning Process The planning process are iterative in nature: a project manager does not complete the planning process and then move on to to other activities within the project, it is a simultaneous activity Creating Scope Statement Increasing Revenues Eliminating Waste Increasing Productivity and efficiency Solving a business or functional Problem Taking advantage of market opportunities

Project SCOPE Management

Is primarily concerned with defining and controlling what is and is not included in the project., to complete the project successfully. Scope Definition : Developing a detailed project scope statement as the basis for future project decisions. Scope Planning : Creating a project scope management plan that documents how the project scope will be defined, verified, controlled and how the work break down structure (WBS) will be created and defined. Create WBS : Subdividing the major project deliverables and project work into smaller more manageable components Scope Verification : Formalizing acceptance of the completed project deliverables

Defining SCOPE management

PROJECT Scope

PRODUCT Scope

Project Scope and Product scope A project scope deals with the required work to create work deliverables. A product scope on the other hand is the attributes and characteristics of the deliverables the project is creating. The product scope constitutes the characteristics and features of the product that the project creates. The end result of the project is measured against the requirement for the product.

Initiating the Project

Market Place Opportunity Business Need Customers Advancement in Technology Legal Social

Project Selection Criteria ROI Realized opportunities Market Share Customer Perception Demand for the product Social Needs Increased Revenues Reduced Costs