PROJECT MANAGEMENT CONCEPTS

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What comes to mind when you hear the word...

PROJECT?

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Project, Defined
A PROJECT is an endeavor to accomplish a specific objective through a unique set of interrelated tasks and the effective utilization of resources. It has a well-defined objective stated in terms of scope, schedule, and costs.
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A Project is a...
series of activities aimed at bringing about clearly specified objectives within a defined time period and with a defined budget (EU Aid delivery methods)

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What is Management?
.

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Management...
The planning, organizing, leading, and controlling of human and other resources to achieve organizational goals effectively and efficiently.

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Projects...
Project s are born when a need is identified by the customer the people or organization willing to provide funds to have the need satisfied. It is the people (project manager and project team), not the procedures and techniques, that are critical to accomplishing the project objective. Procedures and techniques are merely tools to help the people do their jobs.

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Project and Statement of Work (SOW)

A project is a temporary endeavor undertaken to create a unique product or service.

A project has a defined start and finish dates.

A temporary endeavor undertaken to create a unique product, service or result

A SOW is a narrative description of products or services to be supplied under contract.

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Project Management Process

Source: PMBOK

Initiation

Planning

Execution

Controls

Closeout
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Common Project Processes

Initiation
Defines the project objectives and grants authority to the project manager.

Planning
Refines the project objectives and scope and plans the steps necessary to meet the projects objectives.

Executing
Puts the project plan into motion and performs the work of the project.

Controlling
Measures the performance of the executing activities and compares the results with the project plan.

Closing
Documents the formal acceptance of the projects product and brings all aspects of the project to a close.
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So what is Project Management?

It is:

The application of knowledge, skills, tools and techniques to project activities in order to meet or exceed stakeholder needs and expectations from a project.

Copyright 1999 ProjectAcademic Computing Services 2009 Management Institute, Inc. All 11

Examples of Projects
Planning a wedding Designing and implementing a computer system Hosting a holiday party

Designing and producing a brochure

Executing an environmental clean-up of a contaminated site

Holding a high school reunion

Constructing a building
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Phases of the Project Life Cycle 1

The first phase involves the identification of a need, problem, or opportunity.
The need and requirements are usually written by the customer into a document called a request for proposal (RFP).

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Phases of the Project Life Cycle 2

The second phase is the development of a proposed solution to the need or problem.
This phase results in the submission of a proposal.
The customer and the winning contractor negotiate and sign a contract (agreement).
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Phases of the Project Life Cycle 3

The third phase is performing the project.
Different types of resources are utilized

Results in the accomplishment of the project objective

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Phases of the Project Life Cycle 4

The final phase is terminating the project.
Perform close-out activities Evaluate performance Invite customer feedback

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Benefits of project management

Project management was developed to save time by properly planning a project and considering all relevant factors which may affect its outcome.
The benefits have been proven - it saves time and money - and generates a more successful outcome . if guidelines are followed.

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How does project management benefit you?

You will have goal clarity and measurement Your resources will be coordinated Your risks will be identified and managed You will increase the possibilities of time savings You will increase the possibilities of cost savings You will increase the possibilities of achieving the agreed outcome
You will increase the possibilities to deliver projects successfully
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Improved quality
Decision-making routes and processes are clearly defined Deadlines, costs and resources are controlled systematically

All processes in the project management activity chain are coordinated to ensure they remain in harmony with one another
The result will help you to get:

more speed greater flexibility improved quality

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What project management helps you to achieve

Plan tasks in project Avoid dependencies problems Reduce risks Track progress accurately Organize project process and timeline Improve stakeholder - staff communication Improve management of stakeholders expectations Complete within budget and on time
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Project success factors

Stakeholder involvement Executive management support Clear statement of requirements Proper planning Realistic expectations Smaller project milestones Competent staff Ownership Clear vision and objectives Hard working and focused staff
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THE TRIPLE CONSTRAINT (QUALITY)

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 Project Scope the Triple Constraint Managing

How much work is to be done? Increasing the scope causes more work to be done, and vice versa. The schedule of the project. Modifying the schedule alters the start and end dates for tasks in the project and can alter the projects overall end date.

Time

Cost

The cost required to accomplish the projects objectives. Modifying the cost of the project generally has an impact on the scope, time, or quality of the project.

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The Project Management Process

The project management process means planning the work and then working the plan. 7 steps of planning:
1. Clearly define the project objective. 2. Divide and subdivide the project scope into major pieces 3. Define the specific activities for each piece (work package)
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The Project Management Process

4. Graphically portray the activities that need to be performed from each work package in order to accomplish the project objective in the form of network diagram. 5. Make a time estimate for how long it will take to complete each activity resources needed. 6. Make a cost estimate for each activity. 7. Calculate a project schedule and budget to determine whether the project can be completed within the required time, with the allotted funds, and with the available resources.

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Project Control Process

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Work Breakdown Structure (WBS) The second step is to determine what

activities need to be performed. A list of all the activities must be developed. The WBS is a hierarchical tree of end items to be accomplished.

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What is a Work Breakdown The Work Breakdown Structure (WBS) is the Structure? foundation for defining
the projects work as it relates to the objectives and establishes a structure for managing the work to its completion. The WBS defines: the projects work in terms of activities that create deliverables. the projects life-cycle process, in terms of process steps appropriate to that project and organization. And is the basis for establishing: All of the effort/cost to be expended to create the deliverables and supporting processes. The assigned responsibility for accomplishing and coordinating the work.
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Service Project Breakdown

Level 1 International Conference Project

Attendees

Transportation

Facilities

Program

Displays

Project Management

Level 3

Receptions

Spouse Presentations Activities

Tours

Level 4

Papers

Speakers

Translators

GLH, Incorporated

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Painting Project Showing Needed Resources

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Microsoft Project WBS

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Benefits of the WBS

Risk and Contingenc y Plans Schedule

Estimates

WBS
Risk Control

Project Control

Change Control

Activity List
Communication Control

Project Plan

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Progress Reports

Managing the scope of the project

Project scope management constitutes 'the processes to ensure that the project includes all of the work required, and only the work required, to complete the project successfully.

Project scope has several purposes:

It defines what work is needed to complete the project objectives It determines what is included in the project It serves as a guide to determine what work is not needed to complete the project objectives It serves as a point of reference for what is not included in the project
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Constraints
Certain tasks need to be completed within a certain date. Intermediate deadlines may need to be specified. By assigning constraints to a task you can account for scheduling problems.
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The importance of tracking progress Techniques to manage projects effectively: Critical Path Management (CPM) and Program Evaluation and Review Techniques (PERT). They are similar and you will now often find the technique referred to as: CPM/PERT.

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The importance of tracking progress

The technique involves using network models to trace the links between tasks and to identify the tasks which are critical to meeting the deadlines. Once you've identified the critical path, any delay on any part of the critical path will cause a delay in the whole project. It is where managers must concentrate their efforts. In MS Project, you use the Tracking Gantt diagram to show the critical path in red and you can see the PERT diagram by looking at the Network view.

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Gantt Chart View critical path A Gantt chart is a type of bar chart that illustrates a project
schedule. Critical path: View More views - Detail Gant

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PERT diagram - Network view

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Common Pitfalls
Unclear objectives Lack of senior management support Lack of effective project integration Inadequate funding Change in business priorities Original assumptions invalid Ineffective team Lack of effective communication processes Other?

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