Post on 03-Jun-2018
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Introduction
to
project
management
session-1
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Course Aims
The course aims at the following learning targets: To understand the concepts of project definition, life cycle, and
systems approach;
To develop competency in project scooping, work definition, and
work breakdown structure (WBS);
To handle the complex tasks of time estimation and project
scheduling, including PERT and CPM To develop competencies in project costing, budgeting, and
financial appraisal;
To gain exposure to project control and management, using
standard tools of cost and schedule variance analysis;
To appreciate the elements of risk and quality in hi-tech projects;
To learn project management by practice, through the mediumof study projects; and
To appreciate and understand the use of computers in project
management, especially a tool like Primavera P6 8.3.
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Work WEEK
WEEK-1 Introduction To PROJECT management. Develop Project Overview Statement.
WEEK-2 Project Planning. OBS. WBS. Define Activities.
Sequence Activities. Define relationship of Activities. Network Diagram. GANTT Chart & PERT Chart. CPM (Critical Path Method). Project Costing and Scheduling.
WEEK-3 Managing Project Team.
MID PROJECT & PAPER
WEEK-3,4,5 PRIMAVIRA P6 8.3
Final project
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Todays Session Learning Outcomes
After attending this chapter you will be able tounderstand
o Project & its types
o Difference between project and routine work.o Project Management & its Importance .
o Project Management Knowledge Areas
o Project Management and its life cycle or Stages.
o Role of strategy in projects management.
o Key Players of project and their roles
o Project overview Statement ,
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Why Project Management?
o Coordinate the various interrelated processes of the project.
o Ensure project includes all the work required, and only the work
required, to complete the project successfully.
o Ensure that the project is completed on time and within budget.
o Ensure that the project will satisfy the needs for which it was
undertaken.
o Promote effective communication between the projects teammembers and key stakeholders.
o Ensure that project risks are identifies, analyzed, and responded.
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Advantages of Project Management
o Better control of human resources
o Improved customer relations
o Shorter development times, lead times
o Lower costs
o Higher quality
o Higher profit margins
o Improved productivity
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What is Project ?
A project is a sequence of Unique, Complexandconnected activities having one goal or purpose
must be completed by a specific time, withinbudget, and according to specification.
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Key Characteristics of Projects
A project has boundaries, so its extent isdefined.
A project is a one-time effort, usually requiringfinite resources.
There are distinct start and end dates forprojects.
You know when you have reached the end ofthe project.
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Types of projects.
o Educational Projects.
o Engineering and technology Projects.
o Construction projects.
o Business projects.
o Service Projects.
o Marketing Projects.o HR Projects.
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CHARACTERISTICS OF A GOOD PROJECT
The major characteristics of a project are as follows:
1. An established objective.
2. A defined life span with a beginning and an end.3. Usually, the involvement of several departments and
professionals.
4. Typically, doing something that has never been donebefore.
5. Specific time, cost, and performance requirements.
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Project Management.
Project management is the process of achieving set goalswith in the constrains of time, budget, and staffing
restrictions. It allows you to get the most out of youravailable resources.
In Short
It is the process of defining, planning, organizing, leadingand controlling the development of a project.
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Project management helps you answerquestions such as:
What is to be done?
Who will complete the task?
When must it be done?
How much will it cost?
What happens if work isnt completed on time?
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What are the criteria for success in
Project?
o Completion on time.
o Completion within budget.
o Completion with full functionality.
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Project ManagementKnowledge Areas
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Project Integration Management
Project Scope Management
Project Time Management
Project Cost Management
Project Quality Management
Project Human Resource Management
Project Communication Management
Project Risk Management`
Project Procurement Management
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Project Integration
Management
includes the processes and activities that
integrate the various elements of projectmanagement, which are identified,defined, combined, unified andcoordinated within the projectmanagement phases.
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The Project Integration ManagementKnowledge Area involves.
Develop Project CharterDevelop Preliminary Scope Statement
Develop Project Management Plan
Direct and Manage Project Execution
Monitor and Control Project Work Integrated Change Control
Close Project
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Project Scope Management
which includes the processes involved indetermining that the project includes all thework required, and only the work required,to complete the project successfully.
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The Project Scope ManagementKnowledge Area involves
Scope Planning Scope Definition
Create WBS
Scope Verification
Scope Control
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Project Time Management
which includes the processes concerning
the timely completion of the project.
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The Project Time Management KnowledgeArea involves
Activity Definition
Activity Sequencing
Activity Resource Estimating
Activity Duration Estimating
Schedule Development
Schedule Control
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Project Cost Management
which includes the processes involved inplanning, estimating, budgeting andcontrolling costs so that the project iscompleted within the approved budget.
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Project Quality Management
which includes the processes involved in
assuring that the project will satisfy theobjectives for which to was undertaken.
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The Project Quality ManagementKnowledge Area involves.
Quality Planning
Perform Quality Assurance
Perform Quality Control
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Project HR Management
which includes the processes that organise
and manage the project team.
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Project HR Management Knowledge Areainvolves
Human Resource Planning
Acquire Project Team
Develop Project Team
Manage Project Team
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Project CommunicationManagement
which includes the processes concerning
the timely and appropriate generation,collection, dissemination, storage andultimate disposition of project information.
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Project Communication ManagementKnowledge Area involves
Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders
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Project Risk Management`
which includes the processes concerned
with conducting risk management on aproject.
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Project Risk Management Knowledge Areainvolves
Risk Management Planning
Risk IdentificationQualitative Risk Analysis
Quantitative Risk Analysis
Risk Response Planning
Risk Monitoring and Control
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Project ProcurementManagement`
which include the processes that purchaseor acquire products, services or results, aswell as contract management processes.
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Project ProcurementManagementKnowledge Area involves
Plan Purchase and Acquisitions
Plan Contracting
Request Seller Responses
Select Sellers
Contract Administration
Contract Closure
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Mapping of Processes to
Phases and KnowledgeAreas
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KnowledgeAreas
Phases (Process Groups)
Initiation Planning Execution Monitoring &Control
Closure
Scope
Management
Scope PlanningScope DefinitionCreate WBS
Scope VerificationScope Control
TimeManagement
Activity DefinitionActivity SequencingActivity ResourceEstimatingActivity DurationEstimatingScheduleDevelopment
Schedule Control
CostManagement
Cost EstimatingCost Budgeting
Cost Control
QualityManagement
Quality Planning Perform QualityAssurance
Perform QualityControl
Human ResourceManagement
Human ResourcePlanning
Acquire Project TeamDevelop Project Team
Manage Project Team
CommunicationsManagement
CommunicationsPlanning
InformationDistribution
PerformanceReportingManage Stakeholders
Risk
Management
Risk ManagementPlanningRisk IdentificationQualitative RiskAnalysisQuantitative RiskAnalysisRisk ResponsePlanning
Risk Monitoring andControl
ProcurementManagement
Plan Purchases andAcquisitionsPlan Contracting
Request SellerResponsesSelect Sellers
ContractAdministration
Contract Closure
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Business AchievementCompetencies.
Business Awareness.Business partner Orientation.Commitment to quality.
Problem solving Competencies
Initiatives
Information GatheringAnalytical ThinkingConceptual Thinking
Influencing Competencies
Interpersonal Awareness.Organizational Awareness.Anticipation of Impact.
People
Competencies.
Motivating others.Communication Skills.Developing others.Monitoring and controlling.
Self ManagementCompetencies
Self Confidence.Self Management.Concern of Credibility.Flexibility.
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Competency Levels:
Knowledge (I can define it)
Comprehension (I Understand it)
pplication(I have used it)
nalysis (I know how each part works)
Synthesis
(I can adopt it to other uses)
Evaluation(I know when to use it)
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Common Key Players of
project and
their roles.
KEY PLAYERS KEY ROLES
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SPONSER.
Initiates a project, adds to the teases' authority,
and are the most senior team members.
Ensure that the project is of real relevance to the organization.
Helps in setting objectives and constraints.
Acts as an inspirational figurehead.
May provide resources.
PROJECT MANAGER.
Responsible for achieving the project overall
objectives and leading the project team.
Produces a detailed plan of action.
Motivates and develops project team.
Communicates project information to stakeholders and other interested
parties.
Monitors progress to keep project on track.
STAKEHOLDER.
Any other party who is interested in, or affected
by the outcomes of the project.
Contributes to various stages of the planning process by providing
feedback.
Might only be involved from time to time.
May not be a stakeholder for the entire project if his or her contribution is
complete.
KEY TEAM MEMBERS.
Assist the project manager and provide the
breadth of knowledge needed.
Make a major contribution in examining feasibility and planning a project.
Lends technical expertise when needed.
Is directly responsible for project being completed on time and within
budget.
TEAM MEMBERS.
Full or part time persons who have action tocarry out in the project plan.
Takes responsibility for completing activities as set out in the project plan.
Fulfills a specialized role if involved as a consultant, or as an individual whois only needed for part of the project.
CUSTOMER.
Internal or external person who believe fromchanges brought about by the project.
Strongly influences the objectives of the project and how its success ismeasured.
Dictates how and when some activities are carried out.
Provides direct for the project manager.
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Project management
life cycle
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STAGE 1:
Conceptualizing-and-Defining
STAGE 2:
Planning-and-
Budgeting
STAGE 3:
Executing
STAGE 4:
Terminating-and-Closing
Projectoverview
Statement
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1-Project Overview Statement
o State the problem/Opportunity.
o Establish the Project Goal.
o Define the Project Objectives.
o Identify the Success Criteria.
o List Assumptions, Risk, Obstacles.
o Approval process.
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2-Planning and budgeting.
o Define WBS.
o identify Project Activities.
o Estimate Activity Durations.
o Set Milestones.
o Develop Relationships among Activities
o Gantt Chart
o Float and CPM (critical path method)
o Determine Resource Requirement.
o Analyzing Project NETWORK.o Cost Estimation (Budgeting)
o Prepare Project Proposal
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3-Executingo Recruitment and organize the project team.
o Level Project Resource.
o Schedule and Document work packages.
o Monitor and control progress.
o Close out the project.
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4-Terminating & CLOSING
o Train Customer.
o Transfer Documents.
o Reporting.
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Organization Strategy
and
Project management
Strategy is implemented through projects. Everyproject should have a clear link to the organizations
strategy
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Why Project Managers Need to Understand
Strategy
The 1st reason is so they can make appropriate
decisions and adjustments.
The 2ndreason project managers need to
understand their organizations strategy is so they
can be effective project advocates.
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The Strategic Management :
Strategic management is the process ofassessing what we are and deciding and
implementing what we intend to be and howwe are going to get there.
Strategy describes how an organization intendsto compete with the resources available in the
existing and perceived future environment
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Strategic Management Process
The typical sequence of activities of thestrategic management process is outlined here; adescription of each activity then follows:
1. Review and define the organizational mission.
2. Set long-range goals and objectives.
3. Analyze and formulate strategies to reachobjectives.
4. Implement strategies through projects.
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Organization ulture
and
Project management
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What Is Organizational Culture?
Organizational culture refers to a system of sharednorms, beliefs, values, and assumptions which
binds people together, thereby creating sharedmeanings.
Culture reflects the personality of theorganization and, similar to an individuals
personality, can enable us to predict attitudesand behaviors of organizational members
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Characteristics of Organizational
CULTURE1. Member identitythe degree to which employees identify withthe organization as a whole rather than with their type of job or fieldof professional expertise.
2. Team emphasisthe degree to which work activities areorganized around groups rather than individuals.
3.Management focusthe degree to which management decisionstake into account the effect of outcomes on people within theorganization.
4. Unit integrationthe degree to which units within the organization
are encouraged to operate in a coordinated or interdependentmanner.
5. Controlthe degree to which rules, policies, and direct supervisionare used to oversee and control employee behavior.
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6. Risk tolerancethe degree to which employees areencouraged to be aggressive, innovative, and risk seeking.
7. Reward criteriathe degree to which rewards such aspromotion and salary increases are allocated according toemployee performance rather than seniority, favoritism, orother nonperformance factors.
8. Conflict tolerancethe degree to which employees areencouraged to air conflicts and criticisms openly.
9. Means versus end orientationthe degree to which
management focuses on outcomes rather than on techniquesand processes used to achieve those results.
10. Open-systems focusthe degree to which the organizationmonitors and responds to changes in the external environment.
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P j t
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ProjectOverview
Statement
1sTStep OfProject Life Cycle
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Project Overview Statement (POS)
It is a written one page document
which give us a concise information
about the project.
A general statement of the project
A reference for the planning team
A decision aid for the project
To get management approval to plan the project
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POS is used
To secure senior management approval
Assure required resources are available
POS also
Provides continuity for inherited projects
Serves as a reference for project team
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Contents of the POS1. Problem / Opportunity
2. Project goal
3. Project Objectives
4. Success Criteria
5. Assumptions, Risks, Obstacles
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1-Stating the Problem /
Opportunity
Situations that lead to P/O
Known problem / opportunity area
Customer Request
Corporate Initiative
Mandated Requirements
Market demand
Organizational need
Legal requirement Technological advance
Social needs
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Conditions of Satisfaction
(COS)
COS process is to negotiate to closure on
exactly what will be done to meet therequest. Obviously, some type ofcompromise will be negotiated.
Requester -- Provider
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Request
Clarification
Provider restates request
Discuss until both agree on understanding
Response
Provider states what will be done for request
Agreement
Requester restates response
Discuss until both agree on understanding
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2-Establishing Project Goal
There must be one, single goal
Clearly stated
No possibility for misunderstanding
Short and to-the-point
Leave specific dates to planning phase, ifpossible
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George Dorans S.M.A.R.T. Specific
Measurable
Assignable
Realistic
Time-related
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Characteristics of an Objective
STATEMENT
An outcomeA statement of what is to
be accomplished.A time frameA preliminary estimate of
duration.
A measureMetrics that will measure
success.An actionHow the objective will be met
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4-Identifying Success Criteria
Normally fall into one of three categories
Increased revenue
Reduced costs Improved service
Must be
Well-defined
Measurable
Subjective measures will not do
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5-Assumptions, Risks, Obstacles
Focus on most significant issues
Meaningful to senior management
General areas of concern Technology
Environment (of project)
Interpersonal issues
Cultural issues
Cause and effect relationships
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Added Detail: Attachments Risk Analysis
More detailed
Financial Analysis Feasibility Studies
Cost-benefit Analysis
Break-even Analysis
Return on Investment
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Plan Approval POS serves three audiences:
Senior Management
Customer Team
Gaining management approval is keyevent in project!
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Participants in Approval
Process
Core project team
Project team
Project manager
Resource managers
Function/process managers
Sometimes also project manager
Senior management
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Project Approval Possible outcomes
Approval
Recalibration for resubmission Resubmission at a later time
Rejection
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POS
Template
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POS
Example
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PROJECT OVERVIEW
STATEMENT
Project Name
"taking a course in projectmanagement."
Project No.
005
Project Manager
Not yet assigned
Theproblemis that your employer would like you to take on more management duties, but you don't
yet have the experience or knowledge. The opportunityis that your employer will pay for your tuition!Yourgoalis: "Complete an online course in project management at the University of Washington bythe end of June of this year, with a grade of 3.0 or better, and be able to write a scope definition, aProject Overview Statement, and a Work Breakdown Structure for a project at your workplace."
Success Criteria
Your criteria for successare the grade of 3.0 and your ability to show your employer that you canwrite a scope definition and a POS that will get customer approval, and a Work Breakdown Structurethat can be followed by the project team.Assumptions are that
you have a working computer with a good Internet connection, and you have basic computerskills;the UW is offering the course you need between now and June of this year;your employer has budgeted for the tuition and materials;you have at least 20 hours a week to study and complete assignments.
Risks include
the possibility that your computer could crash during a crucial moment in the course;the chance of a family emergency taking time away from your studies;the possibility that you don't have the ability to acquire the skills your employer wants.
Prepared by Gavin Norquay Partners:
Maybe, IATSU if not DOA.
Date
May 23, 2007
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Class EXERCISE.Write a POS:
Theproblemis that your Organization's
finance department is working manuallywhich creates a problem for faculty andstudents. You need to computerize the
whole system. (Purchase and InstallSoftware)
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Assignment.
Identify the project idea from your work Situationor related to your are of specialization and try todevelop POS for it. Pay particular attention to the
language that you use.
Remember:anyone in the enterprise who may havea reason to read your POS should be able tounderstand it.