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1 Hussein El Kady - Al Otayshan

Consulting Engineers



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2003 .
2006 .
0,1 .

Hussein El Kady 2
INTRODUCTION TO PROJECT
MANAGEMENT&KEY
CONCEPT
Hussein El Kady 3
1- Presentation of the subject
I suppose that our meeting today
will highlight on the important role
of using modern scientific project
management. And what is the
required knowledge for every body
beside his experience to achieve a
continuous improvement in his
managerial capabilities.

Hussein El Kady 4
As result of this meeting we will feel
that we are all applying the project
management rules and bases in all
activities in our life and work. But
what is remaining is to understand and
refer our experience to scientific rules
& bases of the project management.
By this way we can build a foundation
for ourselves to a continual
improvement in our managerial skills.

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2- Preamble: - Why it is important to
study project management
To start any project many questions
would arise in the mean time
2-1 What we need?
2-2 What is required?
2-3 Is this project feasible technically
and economically?
2-4 Did we think on it strategically
and study its reciprocal effect with
the micro and macro environment?
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2-5 How we can reach the results?
2-6 When?
2-7 Where?
2-8 What are the possibilities and the
available resources to reach it?
2-9 What will be the cost?
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2-10 Who are the stakeholders?
2-11 Who will be in charge to proceed?
2-12 How they will work together as a team?
2-13 How will be their inter-relationships during work?
2-14 What type of conflicts will arise between them?
2-15 What are the needs of each of them?
2-16 How we can reach the best results from this team?
2-17 What are the methods and the ways by which we can
guarantee that we will reach the required results with the
optimum quantities of resources without affecting the target
concerning the Quality/ the Cost/ the Duration & Customer
satisfaction?

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2-18 How we will design and implement a system including all
procedures and methods well planned technically to assure that we reach
the required results?
2-19 How will we evaluate and control the results during the process and
at end of the production?
2-20 How documents will be managed within this complexity?
2-21 How information will be organized and managed?
2-22 How all the previous subjects will be planned?
2-23 How it will be organized?
2-24 How it will be implemented?
2-25 How it will be controlled?
2-26 How we will save the quality level and provide continuous
improvement to survive within this world?
2-27

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All those questions and even
much more, are the first points
coming into mind of any human
being when he will feel the need
to start a project.

PROJECT MANAGEMENT
SCIENCE IS PROVIDING THE
STUDY, THE ANALYSIS AND
THE WAYS TO SOLVE ALL
THE PREVIOUS INQUIRIES
AND EVEN MUCH MORE
WHEN REQUIRED.

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3- Introduction: -
Recently our world confronts a lot of
problems; competitions and conflicts
in the goods and services. Especially
with the international agreements like
GATT (General Agreement for Trade
& Services) & GATS (General
Agreement for Trade in Services)
which define the relations between all
parties in the Globe. Also the types of
Contracts BOOT & BOT (Build
/Operate/ Own/ & Transfer) which are
very commonly used in the last
decades.

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All the previous factors are
opening markets & horizons for
everybody without any difference
regarding nationality, race or
religion
The sole guiding factor for
success will be the QUALITY:
Either in goods like: machines,
consumptions,etc OR in
Services like: Aviation;
Transport& cargo: education;
communication. Etc
Some times it is a combination
between service & goods e.g.
Restaurant
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It is not a shame to any Nation or any
place in the world to have a lack or
insufficiency of one or more of the
resources for the production. It is well
shown that a lot of nations that reached
big evolutions in their economics do
not have all the required resources by
an ideal way. A lot of examples are
clear.
The solution of this problem: lack of
some resources, comes by the analysis
& defining the available resources
applying scientific rules & study the
ways to procure the difference between
the required and the available by
scientific and practical means. This is
to reach a production by well-defined
tracks, economical and reliable to the
market.

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4- Types of Resources; -

For any type of goods or service, the
following resources must be used
1- Manpower.
2- Material.
3- Machinery.
4- Money.
Some traditional management references
are naming it 4 M; others are naming it 3M,
the globalization and the complexity of
production methods and processes have
added a fifth resource that is probably most
important than all others. Because, in case
of neglecting it, any system or organization
would collapse. This is the
INFORMATION SYSTEM.

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5- Management Information Systems
MIS is the most important factor for the success
of any production or service. It would be
important to differ between Data and
Information. The information are derived from
data after some processes with some conditions
and procedures, this is depending upon the
target of its use. For example, before starting
any project, one has to study similar projects,
nationally and internationally and has to expect
his market share i.e. the percent that this project
will cover from the overall of similar
production, either nationally or internationally.
This could not be happened without precise
Information. MIS will show a valuable and
important role during the different phase of the
project life cycle. This will be beside the
remaining resources required for the production
in all the project phases.

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6- Definition of Management
It is a set of activities
directed at an
organizations resources
with the aim of
achieving organizational
goals in an efficient and
effective manner.
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7- Characteristics of Management
a- Mental activity not a concrete
production.
b- Composed of four functions: -
Planning Organizing Leading and
Controlling.
c- Could be applied for all types of
organizations.
d- Related to teams not to independent.
e- Helps in achieving goals efficiently
and effectively.
f- Related to the efficiency of the used
resources either material or manpower.
g- ..

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8- Definition of PROJECT: -

There are several definitions of
project, all reach the same
meaning: -
A project is a unique set of
coordinated activities, with
defined starting and finishing
points, undertaken by an
individual or an organization to
meet specific objectives within a
defined schedule, cost, and
performance parameters.
From this definition one can
exclude the importance of the
following: -
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(8-1) Coordinated Activities

** The Work Breakdown Structure of the project.
**The System Analysis.
**The Dependency of the activities.

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(8-2) Defined Starting & Finish

** The starting of a project depends upon the pre-
feasibility& feasibility phases. The output of those two
phases & the strategic planning with the stakeholders
analysis will define the possibility of the continuation of
the project in the design phase.
** The finish date of the project is calculated and depends
upon a lot of factors such as:
1- Activity dependencies.
2- Activity durations
3- Available resources.
4- .

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It should be important to note
that some types of projects
have a predefined end dates.
e.g. Schools, Faculties,
Special national projects. In
such cases the project
duration is predefined and
resources allocation must be
done accordingly. This could
be explained in more detailed
way in Time/Resource/Cost
management session.
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(8-3) Individual or Organization
This area of knowledge would be
studied in detail in the social
competences. A detailed new sciences
& studies in Organization Behavior
would be studied.
One of the most important studies in
this concern is the Communication. It
is important to highlight that 70% of
the manager is spent on
communications. This is also a very
wide and deep Ocean to go in.

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(8-4) Meet Specific Objectives

This should be well planned and
studied. Milestones must be clear
during the project progress. In
project management Milestones
means the intermediate main
targets or objectives to monitor,
measure and control the works
during the project duration. The
successful results at milestones will
motivate the management &
project team to continue the
remaining portions of the project.
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(8-5) Schedule, Cost, &
Performance parameters
This would be
included as stated
before within
Time/Resource/Cost
study. Meanwhile a
well-designed system
will guarantee all the
results. i.e. Quality
Assurance System.
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9- Project Characteristics
9-1 Temporary.
9-2 Specific.
9-3 Braving Change /
Newness.
9-4 Uniqueness.
9-5 Time, Cost, Quality
constraints.
9-6 Using different types
of resources during project
life cycle
9-7 Multi disciplinary
activities.
9-8 Complexity and
dependency: -interfered
effect of activities.
9-9 Need of leadership.
9-10 Legal constraints:
Work laws; Taxes; etc
9-11 More Characteristics

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10- what is Project Management?

According to IPMA: - PM is the planning,
organization, monitoring, and control of all
aspects of a project and the motivation of all
involved to achieve the project objectives safely
and within agreed time, cost & performance
criteria. It contains the total amount of
leadership tasks, leadership measures for the
performance of the project.
Or in Less Words:

PM is the application of a collection of Tools &
Techniques to direct the use of diverse resources
towards the accomplishment of a unique,
complex, one time task with time, cost & quality
constraints.

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11-Definition of the Project
Manager
He is this person applying
the four functions of
management: planning,
organizing, leading, and
control of the human
resources, and other type
of resources to achieve
defined results or goals.
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12- Different Names of the
Manager: -

(a) President.
(b) Director.
(c) Administrator.
(d) Supervisor
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13- Project Manager Characteristics: -

13-1 Works with and through others.
13-2 bears responsibilities.
13-3 Define priorities.
13-4 Achieve balance between the
different goals.
13-5 Decision Maker.
13-6 Think in a methodological and
analytical way.
13-7 Take the role of the team
representative.
13-8 Symbol of the organization in
front of the others.
13-9 Take the hard decisions.

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14- Project Phases & Life Cycle


According to IPMA: -
A project phase is defined time
period of the project duration
that is rationally separated
against other periods. They are
timely restricted and include of
consistent activities and
specified results to attain
designated objectives.
Depending on the
industry/branch or project types,
different phase models are
applied.
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14- Project Phases & Life Cycle

The project life cycle is the sequence of phases through which a
project will pass to reach its objectives from its conception to its
completion.

An example of this sequence is:
14-1 Pre-feasibility (preliminary validation of concept options)
14-2 Feasibility (detailed investigation of concept viability)
14-3 Design.
14-4 Procurement (contract).
14-5 Construction ( Implementation)
14-6 Commissioning & putting into operation.
14-7 Hand-over, project close out and post evaluation.

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15- Project Structures: -

Work breakdown is a
structuring of the project into
work element.
The work breakdown structure
(WBS) is its graphical
representation. The different
WBS levels may be structured
product/object, function,
responsibility geographically
oriented or any other way (i.e.
combination of previous). It
ends in areas of work or work
package.
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16- Areas of knowledge required for
the success of the project manager:

In the British System
Five areas of knowledge for a
project manager: -
a- Project management.
b- Project environment.
c- Organization & Human
resource.
d- Processes and procedures.
e- General administration
knowledge.

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In the American System: PMI Project Management
Institute
Ten areas of knowledge referred
to the PMBOK: Project
Management Body Of
Knowledge: -
a- Integration Management.
b- Scope Management.
c- Time Management.
d- Cost Management.
e- Quality Management.
f- H. Resource Management.
g- Communication.
h- Risk Management.
i- Procurement Management.
K- Stakeholders management

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In the European System IPMA: International Project
Management Association.

According to IPMA an
International Competences
Baseline (IBC) is created.
In this system # 28 core elements
of knowledge and experience are
required. Additional #14 elements
are also required.

The personal attitude of the project
manager is also considered in the
assessment of the project manager.
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The Egyptian System (Example of
National Systems related to IPMA).

The Egyptian Competence Baselines are
related and derived from the ICB: four
groups of Competences are described:
1- BASIC Competence
2- SOCIAL Competence
3- METHODOLOGICAL Competence
4- ORGANIZATIONAL Competence

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1- BASIC Competence
1-1 Management.
1-2 Projects and Project Management
1-3 Project Context and Stakeholders.
1-4 Project Organization.
1-5 Project Management Implementation.
1-6 Project Objectives & Strategies.
1-7 Project Success & Failure criteria.
1-8 Project Phases.
1-9 Standards and Regulations.
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2- SOCIAL Competence.

2-1 Social Perception.
2-2 Communication.
2-3 Motivation.
2-4 Team building & Teamwork.
2-5 Learning System
2-6 Self-Management.
2-7 Leadership.
2-8 Conflicts & Crisis Management.
2-9 Special Situations of the Project
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3-METHODOLOGICAL Competence
3-1 Project Structures.
3-2 Time Schedule.
3-3 Resource Management.
3-4 Cost Management
3-5 Finance and Accounting.
3-6 Performance Measurement.
3-7 Integrated Control System.
3-8 Multi- Projects Management.
3-9 Problem Solving And Creativity
Techniques
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4- ORGANIZATIONAL Competence
4-1 Company and Project Organization.
4-2 Quality Management.
4-3 Procurement & Contract Management.
4-4 Configuration Management.
4-5 Document Management.
4-6 Project Start-up.
4-7 Risk Management.
4-8 Information & Reporting Systems.
4-9 EDP Electronic Data Processing.
4-10 Project Close out & Post Evaluation.
4-11 Personnel Development.
4-12 Management of Changes.

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CONCLUSION
WHAT WE CAN CONCLUDE FROM THIS MEETING ?
A comment will arise. We
are working since long
time and finalized a lot of
projects, and successful
projects without this PM
knowledge. We feel that
we dont need this project
management knowledge
Some of the answers will
be: -
1- How many projects
have we already estimated
its duration correctly &
finished it on time?
2- How many projects
have we estimated its cost
and compare it with the
actual one and found it
good?

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WHAT WE CAN CONCLUDE FROM THIS MEETING ?
We gained a lot
of money this
could be the
reply
But who can
strictly say that
this gain
couldnt be
much more if
cost was best
managed?

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WHAT WE CAN CONCLUDE FROM THIS MEETING ?
1- How many
meetings have we
already attended
and we felt that this
was a waste of
time?

Managing
meeting is very
important.

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WHAT WE CAN CONCLUDE FROM THIS MEETING ?
1- How many problems have arisen between us
with our bosses or our colleagues or person
working under us? And we thought later that we
could avoid such problems if we used to behave in
another way by studying communication &
organization behavior.
2- And so much
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WHAT WE CAN CONCLUDE FROM THIS MEETING
?
The fact that project
could be managed
lacking some of the
previous 39 items, but
it will be like a sick or
handicapped person:
both are living, but not
in the required way.
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THANK YOU VERY MUCH AND I HOPE THAT THIS
MEETING WOULD OPEN NEW HORIZONS FOR
EACH OF US TO IMPROVE HIS MANAGEMENT
KNOWLEDGE FOR SELF-CONTINUAL
IMPROVEMENT.

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