Welcome to Project Management

BML 322

Outcomes (Deliverables)

Develop a general understanding of the project management framework

Demonstrate familiarity with the theoretical concepts of project management in relation to overall strategic management

Use techniques for basic interactions within a project team

Assess the challenges of project management and create strategies for project completion

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Introducing…..

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Project Management

What does it meant to you? Project Management Institute (PMI)=Project

management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

What does it mean to the client? Is the main purpose to meet client’s

expectations or to meet the written specifications and requirements?

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Management of a Project

Project = A temporary endeavor undertaken to

create a unique product, service, or result.

Work done once

Managing a project= Managing the life cycle of the project,

from start to finish. Through processes

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Defining Characteristics of a Project

A project manager must: Understand the deliverables of a project Develop a plan for producing the deliverables

in the time available Execute that plan

Projects are also defined within the context of larger projects Projects can contain smaller projects

Project Vs. Operation

Project = start and end Project = unique product, service, or result Operation = ongoing Operation = same or similar product, service, or result

FRAMEWORK

Process tools and templates to be used

throughout the life cycle.

PROJECT LIFE CYCLE

EXECUTINGMonitoring Controlling

CLOSING

PLANNING

INITIATING

Phase Definitions

Initiating Defines and authorizes the project

Project charter = Purpose, High Level Description, Milestones, Business Case

Preliminary Scope

Planning Refine course of actions and requirements

Set Scope = What does DONE look like? Monitor and Control of project components

Phase Definitions

Executing Implement

Put plan to work Deliverables Measure Performance = Monitor and Control

Closing Formal Acceptance; Signatures & Smiles Document – Document – Document

Project Initiation Phase

Define project deliverables through your project charter

Goals + Measure Success = Scope Budget Timelines Team Requirements

Cost Quality

Time

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Project Team

The project has two types of team members: Functional managers focus on

technology Process managers have expertise in:

Estimating Cost tracking Planning Scheduling

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Project Start-Up and Integration

Project leader develops the project infrastructure used to design and execute the project

Project management team: Develops alignment among major stakeholders Refines the scope of work Develops a preliminary schedule and

conceptual budget

Project Planning Phase

Tasks, List of things that need to happen in order for your goal (s) to be met. Identify Deliverables Break it down using the WBS

Expect the unexpected….. Monitoring and Controlling

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Project Schedule and Time Management

Critical path: The longest path through the project diagram

Float: Amount of time an activity can be delayed from an early start without delaying the completion date

Total float: The difference between the completion of the critical path and the project finish date

Crashing: Shortening the critical path

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Project Costs

Cost estimating begins with a conceptual estimate An initial cost estimate made with partial

knowledge

This is followed by a rough order of magnitude (ROM) estimate A cost estimate based on partial knowledge and

past experience Usually more accurate than the initial

conceptual estimate

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Project Costs

The project team explores reasons for difference between expected costs and actual costs

Project costs may deviate: Based on project performance Due to differences in marketplace prices

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Project Quality Focuses on the end product or service

deliverables that reflect the purpose of the project A project quality plan:

Defines the quality expectations Assures that specifications and expectations

are met Quality improvement tools can be used for:

Identifying and improving the baseline processes

Identifying cost and schedule improvement opportunities

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Project Team

Staffing plan for a project: Reflects the long-term goals of

skilled team members Reflects the short-term commitment

that reflects the nature of the project

Is determined by the different phases of the project

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Communications Projects in today’s global economy involve

team members from widely separated locations

Virtual teams use electronic methods of communicating without face-to-face meetings

Communicating is divided into two categories: Synchronous Asynchronous

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Project Risk

Identify potential project risks Estimate the likelihood of the risks

occurring Estimate the potential impact if the event

does occur Develops a risk mitigation plan

Reflects the risk profile of the project Use of contingency

Funds set aside to address unforeseen events

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Project Procurement

The procurement effort on projects depends on the type of project Less complex projects

Client organization will provide procurement services Complex projects

Dedicated personnel handle procurement Commodities are purchased based on the lowest bid Specialty items are purchased from bids for contracts or

from partners Vendors: Company that designs goods or services to meet

specified needs

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Project Schedule and Time Management

For a more detailed schedule a work breakdown schedule (WBS) is developed A description of tasks arranged in layers of

detail

A project plan lists the activities needed to accomplish the work identified in the WBS

A project logic diagram represents the logical sequence of the activities

The WBS

Project Execution Phase

Carry out the work Monitor & Control Quality

Develop test deploy

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Project Scope

According to the Project Management Institute, the scope statement should include the following: Description of the scope Product acceptance criteria Project deliverables Project exclusions Project constraints Project assumptions

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Project Scope

Scope creep: Incremental expansion in the project scope without formal approval

Events do occur that require the scope of the project to change

Changes to the scope can cause costs to increase or decrease

Project Closure

Final phase Deliver Evaluate – Project & People Documentation

I’m HUNGRY! I want a snack….

Initiate Plan Execute & Control Close

Is she happy??

What’s Missing???

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Client Expectations

Two possibilities: One can meet all project specifications and still

not meet client expectations One can fail to meet one or more specifications

and still meet or exceed a client’s expectation

Client expectations: Often increase during the life of a project Encompass an emotional component

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Client Expectations

Project scope: A document that reflects the performance specifications of the project deliverables

Managing client expectations is distinct from scope development and management

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Organizational Priorities

Types of organizations Economic – Local factories Religious - Churches Government – Hospitals

Organizations: Have different views of time Develop operational approaches to

accomplish their purpose over their time horizons

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Strategic Management versus Project Management

Strategy Long-term focus and

process oriented Standardizes

improvement to work processes

Project Goal directed and time

sensitive Application of tools

and techniques to: Define project goals Develop an execution

plan to meet goals

Mission Statement

The purpose of the organization Primary Stakeholders Responsibility of the organization toward

stakeholders Products of services offered

Project Selection

Does the project match the organizations mission statement?

Do you understand the purpose of the organization?

Availability of funds? Champion buy-in?

Alignment

Develop a common understanding among the key stakeholders of the purpose and goals of the project and the means and methods of accomplishing those goals. Purpose Goals Roles Methods Trust

Quality

Must define your client specifications AND expectations

Tolerance Level Monitor and Control (Planning Documents) Analysis and Audits Documentation methods must include

audits and recording (Lessons)

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Project Management Skills

Credibility Creativity as a problem

solver Tolerance for ambiguity Flexibility in management

style Effectiveness in

communicating communications skills

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Project management skills can be categorized into: Interpersonal skills

Providing direction Communicating Assisting with problem solving Dealing effectively with people without having

authority Technical expertise

Ability to understand important aspects of the project

Ability to communicate in the language of the technicians

Administrative Planning, organizing, and controlling work

I am new to this…..

“Whoever can be trusted with very little can also be trusted with much, and whoever is dishonest with very little will also be able dishonest with much.”

Luke 16:10