Session 1 m.phill

8/11/2019 Session 1 m.phill

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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.

Session 1 m.phill

Documents

Transcript of Session 1 m.phill