Lecture 2

1
Project Management
 Project management is “the application of
knowledge, skills, tools and techniques to project
activities to meet project requirements.”*

 Management: it is a procedural approach through

which all the project activities(from the initiation of
project till its delivery to the customer), are completely
controlled.

*Project Management Institute, Inc., A Guide to the Project Management

Body of Knowledge (PMBOK® Guide, Fifth Edition) (2012).

2
What is the mission of Project
Management?
 The mission is to help organizations achieve their
project :

 objectives of scope,

 quality,

 budget,

 and schedule

3
Why Need Project Management?
Complex project needs coordination of:

• Multiple people
• Multiple resources (labs, equipment, etc.)
• Multiple tasks – some must precede others
• Multiple decision points – approvals
• Phased expenditure of funds
• Matching of people/resources to tasks

4
Benefits of Sound Project
Management
 Less overall project cost

 Effective use of resources

 On time project completion

 Higher quality of the final product

5
Project Management Framework

6
Project Management phases
Planning Scheduling
l Objectives l Project activities
l Resources l Start & end times
l Work break-down l Networks
schedule WBS l Pert/ CPM

Controlling
l Monitor, compare, revise, action

3-7
Activities involved in each PM phase

3-8
 Project Planning
 Establishing objectives
 Defining project
 Creating work breakdown
structure
 Determining resources

© 1995 Corel Corp.

3-9
The Role of
the Project Manager
Project Plan
and Schedule

Revisions and
Updates

Project Project
Manager Team
Information
regarding times, Performance
costs, problems, Reports
delays Feedback Loop

Top
Resources
Management

3-10
The Project Manager
The project manager responsibilities:
• Create the project schedule
• Track progress against baseline schedule
• Make proper adjustments
• Keep senior management informed

11
The Project Manager
The project manager should make sure that :

 All necessary activities are finished in proper sequence

and on time
 The project comes in within budget
 The project meets its quality goals
 People assigned to the project receive the information
needed to do their jobs

12
Suggested Skills for Project
Managers
Knowledge of the following:

 All ten project management knowledge areas

 The application area (domain, industry, market, etc.)
 The project environment (politics, culture, etc.)
 General management (financial management, etc.)
 Human relations (leadership, motivation, negotiations,
etc.
( Trust your team, and delegate decisions)

13
Most Significant Characteristics of Effective and
Ineffective Project Managers

EFFECTIVE PROJECT INEFFECTIVE

MANAGERS PROJECT MANAGERS
Lead by example Set bad examples
Are visionaries Are not self-assured
Are technically competent Lack technical expertise

Are decisive Avoid or delay making

decisions (hesitant)
Are good communicators Are poor communicators
Are good motivators Are poor motivators

14
Importance of Leadership Skills
 Effective project managers provide leadership by
example.
 A leader focuses on long-term goals and big-picture
objectives while inspiring people to reach those goals.
 A manager deals with the day-to-day details of
meeting specific goals.
 Project managers often take on the role of both leader
and manager.

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Project Management phases
2- scheduling phase:
At this stage, managers decide on :
 How much time each activity will take,
 How many people and material will be needed,
 The sequence of activities
thus:
 resources are related to specific activities
 activities are related to each other

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 Purpose of Project Scheduling
 Identifying precedence
relationships
 Sequencing activities © 1995 Corel Corp.

 Determining activity times &

costs
 Estimating material &
worker requirements
 Determining critical
activities

3-17
Project Management
schedulingTechniques
 Gantt chart
 Critical Path Method (CPM)
 Program Evaluation & Review
Technique (PERT)

© 1984-1994 T/Maker Co.

3-18
Gantt Chart
Time Period
Activity
J F M A M J J
Design
Build
Test

3-19
Gantt Chart

20
Project Management phases
3- controlling phase:
 is monitoring all the activities of the project to record
any deviation, from the original plan in order to
prevent or delete the reason of deviation
 Monitoring includes resources, costs , quality, and
budgets
 Revising and changing plans
 Shifting resources where they are needed most, to
meet time and cost demands

21
 Outcomes of Project Planning,
Scheduling, and Controlling
Project Planning
Time/cost estimates
1. Setting goals
Budgets
2. Defining the project
Engineering diagrams/shop drawings
3. Tying needs into timed project
Cash flow charts
activities
Material availability details
4. Organizing the team
Project Scheduling
1. Tying resources to specific CPM/PERT
activities Gantt charts
2. Relating activities to each other Milestone charts
3. Updating and revising on a Cash flow schedules
regular basis
Project Controlling
Reports
1. Monitoring resources, costs, quality,
• budgets
and budgets
• delayed activities
2. Revising and changing plans
• slack activities
3. Shifting resources to meet demands

Before Project During Project

3-22
Project Control Reports
 Detailed cost breakdowns for each task
 Total program labor curves
 Cost distribution tables
 Functional cost and hour summaries
 Raw materials and expenditure forecasts
 Variance reports
 Time analysis reports
 Work status reports

3-23
Suggested Steps in Project Management

• Generate a formal definition of the project goals

• Identify project start/end dates, deliverables, etc.

• List constraints – money, equipment availability,

holidays, etc.

24
Project Closeout
The job is not over until the paperwork is done…

Closeout documentation is used to:

Resolve disputes
Train project managers
Facilitate auditing

Closeout documentation includes:

Historical records
Post project analysis
Financial closeout

05-25
Super Tools
 “Tools already extensively used that have been found to
improve project importance include:

 Progress reports
 Meetings
 Gantt charts
 Change requests

26
Super Tools
 “Super tools” are those tools that have high use and
high potential for improving project success, such as:

 Software for task scheduling (such as project

management software)
 Scope statements
 Requirements analyses
 Lessons-learned reports

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