The Best Practices of Project

Management
Highlights of MTCP Course held at MMC, Kuala Lumpur,
Malaysia between 11 May - 29 May, 2015 by Muhammad Jiya
Outline
Introduction

Introduction to Project Management

Scope Management, Scheduling & Cost Control

Procurement Contract Management

Human Resources Management in Projects

Stakeholder, Quality, Risk & Communication Mgt

Qualities of a Project Manager & Project Leadership

Introduction – About MTCP
 The MTCP is a programme that forms part of
the commitment of the Malaysian Government
towards the promotion of technical cooperation
among developing countries, strengthening of
regional and sub regional cooperation, as well as
nurturing collective self reliance among
developing countries.
 The term and conditions of scholarship awards
under MTCP include provision of Transportation
Fares, Accommodation and Courses Fees for the
successful participants.
 Those who are interested can visit
https://mtcpcoms.kln.gov.my/mtcpcoms/online/list_course
Introduction – About MMC, MMU & TM

Multimedia Multimedia Telekom

College University Malaysia
Introduction – About the Participants
Introduction to Project Management
 Project Management is application of knowledge, skills, &
tools to meet the project requirement.

Project Program Portfolio

Introduction to Project Management
Introduction to Project Management
 Project Management Process

 Project Objectives (SMART)

 S - specific ( understands what needs to be delivered)
 M - measurable ( how success is measured)
 A - agreed upon (agreed by the parties involved)
 R - realistic (can be achieved, given the time, resources & skills)
 T - time constrained (timeframe to complete the work)
Scope Management, Scheduling & Cost Control
Scope Management
 To be effective at scope management,
you must learn to control what is and
what is not in the scope of the project.
 Below are some of the best practices for
successful scope management:
 Collect Project Requirements.
 Define the Scope.
 Create a Work Breakdown Structure
(WBS).
 Verify the Scope and Get Feedback.
 Monitor and Control the Scope.
Scope Management, Scheduling & Cost Control
Scope Management, Scheduling & Cost Control
 Project Scheduling refers to when the
activity can be accomplished and must be
finished so as to be completed timely.
 Schedule is the time sequence of activities and
events that represent an operating timetable
 Why Schedule?
Scope Management, Scheduling & Cost Control
Scope Management, Scheduling & Cost Control
Cost Control
 Estimate Costs
 The process of developing and approximation of
the monetary resources needed to complete
project activities
 Cost Baseline
 Time-phased budget that is used as basis against
which to measure, monitor and control overall
cost performance on the project
 Cost baseline is develop by summing estimated
costs by period
 Component of project management plan
Procurement Contract Management
 Procurement is the ACQUISITION of goods,
services or works from an external source. It is
favourable that the goods, services or works are
appropriate and that they are procured at the BEST
POSSIBLE COST to meet the NEEDS of the
acquirer in terms of quality and quantity, time and
location.
 Project Procurement Management (PPM) includes
the processes necessary to purchase or acquire
products, services, or results needed from outside the
project team. The organization can be either the buyer
or seller of the products, services or results of a project.
 Contract Management is a process of planning,
forming, and administering agreement(s) to buy or sell
goods and services from or to another party
Human Resources Management in Projects
Human Resources Management in Projects
Stakeholder ,Quality, Risk & Communication Mgt
Project Stakeholder
 A project stakeholder is anyone (individual or organization) that is ..
 Involved in the project
 Impacted by the project positively or negatively
 Influence over the project
Stakeholder ,Quality, Risk & Communication Mgt

Quality Management
 Quality is the total characteristics of
an entity or item that affect its ability
to satisfy stated or implied needs or
conformance to requirements or
specifications.
 Quality management is the planning,
organizing, staffing, and directing
management activities with the
objective of achieving the required
quality.
Stakeholder, Quality, Risk & Communication Mgt

Risk Management
 Risk Event is a Discrete Occurrence that may affect a
project positively or negatively
 Positive risks are also known as opportunities
 Negative risks are known as threats
Stakeholder, Quality, Risk & Communication Mgt
Communications Management
 Communication management as “the processes that are
required to ensure timely and appropriate planning, collection,
creation, distribution, storage, retrieval, management, control,
monitoring, and ultimate disposition of project information.
 Communication Dimension
 Written and oral
 Verbal (voice inflection) and non-verbal (body language;
various sources)
 Internal (within the project) and external (customer, public,
other projects)
 Formal (briefings, reports) and informal (emails and ad hoc
conversations)
 Vertical (bosses and subordinates) and horizontal (with
peers)
 Official (published reports) and unofficial (off the record)
Qualities of a Project Manager & Project Leadership
 Project Manager is responsible and
accountable for the successful coordination and
execution of a project to meet the needs and
requirements of project stakeholders on time
and on budget.
 Project Manger’s key Roles & Responsibilities:
 Define the scope and clarify the requirements
 Select, build and lead a project team
 Identify the key stakeholders
 Develop project plan, schedule and budget
 Manage and control project risk
 Manage all project changes
 Manage stakeholder needs and expectations
 Monitor and report the project progress
 Manage and resolve issues
Qualities of a Project Manager & Project Leadership
 Project Manager’s Skills…
Qualities of a Project Manager & Project Leadership
Project Leadership
 Leadership is a function of knowing yourself, having a vision that is
well communicated, building trust among colleagues, and taking
effective action to realize your own leadership potential.
 Why Project Needs Leaders
 To facilitate communication and an exchange of information
among customers, suppliers, and team members in project
settings
 To increase autonomy and participation of team members in
project planning, decision making, problem solving and team
management
 To establish new standards and norms for excellence in
performance and productivity
 To promote team culture that is consistent with restructured
organizational
 To promote an atmosphere of trust
 To advance and use technology to increase productivity and
performance
Qualities of a Project Manager & Project Leadership
DIFFERENCES between Managers & Leaders..
“Managers are people who do things right, while Leaders are people who do the
right things” By Bennis