Project Management in an Organization

Karan Madra- Manufacturing Department

- Brewer Science Inc

- .

What is Project Management ?

• Project Management Institute, Inc. (PMI, the world's leading professional association for project management ) defines project management as :

“The application of knowledge, skills, tools and techniques to a broad range of activities in order to meet the requirements of a particular project."

Things to know about a Project:

It is temporaryIt has defined beginning and defined endIt is unique, not a routine operationIt has defined scope and resourcesIt involves people who don’t usually work

together, even from different organizationIt has different types (software projects,

construction projects, disaster relief projects etc.)

What to aim for in a Project ?

The goals in any project, irrespective of their type is to complete the project:(1) On- Time

(2) On-Budget

(3)With Constant Learning

(4)Bring in Integration into the Organization

Knowledge areas of PM Involves:

PMI defines the ten knowledge areas under project management:

Different Phases in a Project

PMI defines the different phases as:

(1) Project conception and initiation:An idea for a project is carefully examined A decision making team identifies if the

project can realistically be completed

(2) Project definition and planning:A project plan, project charter and/or project

scope is put in writingA team prioritizes the project, calculates

budget and schedule, and determines what resources are required

(3) Execution Phase:Resources' tasks are distributed and

teams are informed of responsibilities. All the important project related

information is brought out

(4) Monitoring & Controlling Phase:During this phase the project managers

compares the project status and progress to the actual plan

The project schedules are adjusted and other required changes are made to keep the project on track

(5) Closing Phase:After project tasks are completed,

the approval from the client is requested

An evaluation is performed to highlight project success and/or learn from project history (in lessons learned document)

Where do we go from here ?

Important Documents in PM:

(1)Project Charter(2)Stakeholder Register(3)Project Plan(4)Scope of work(5)Project Team Register(6)Test Scripts(7)Lessons Learned

Initiation Phase

Planning Phase

Execution Phase

Closing Phase

There is a Solution called PMO

A Project Management Office (PMO) is a group or department within a business, agency or enterprise that defines and maintains standards for project management within the organization.

Implementing Project Management in an Company

Phase 1: Initiation Phase Initial communication(s) to management and

assistance in the identification of pilot projectsProject management methodology and software

training for identified pilot team membersProject plans and formal control processes in place

for all identified pilot projectsA library of project "templates" for use during the

installation phasesStandardized project coding structures and project-

level report formatsFinalized requirements and a plan for the project-

level installation phase

Phase 2: Project-Level Installation Phase:

Network-based, structured project plans and formal control process for all targeted projects

Rollout of PM/software training to all project leaders and team members

Training and mentoring of PMO personnelImplementation of the initial PMO

infrastructureFinalized requirements and a plan for the

enterprise-Level implementation phase

Phase 3: Enterprise-Level Installation Phase:

Implementation of the enterprise-level PMO infrastructure

Turnover to PMO staff of the day-to-day responsibility for developing and maintaining individual project plans

Finalized requirements and a plan for the maintenance phase

Phase 4: Maintenance Phase:

Turnover to Project Management Office staff the responsibility for supporting all of the project management requirements of the organization

Recommendations to management for policies and incentives required to permanently establish project management as a core competency and essential function

To summarize a PMO

In Summary:Need to control the project management

practices of the companyBy establishing a centralized department to

track the previous projects and people involved

Software database needs to be formed which can track the projects based on (i) Type (ii) Scope (iii) skills used

Need to save every type of project document in a PMO and review these documents before initiating any new project within the organization’

Set standards for the template to be followed within the company

Future WorkPerform the in-depth analysis of

the various project management templates used in the past

As a result of the research, develop a standardized template for handling any project within the company

Consult the management to work towards establishment of PMO within the company