Project Management

Project Management
Introduction

Chander Mohan Saini

Consultant – Project Management Practice

QGS Infotech Pvt Ltd

cmsaini@qgsinfotech.com
www.qgsinfotech.com
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Agenda 1. Project, 2. Operations 4. What is

Programs & Project
Portfolio Management

5. Project Life 6. Process 7. Introduction

Cycle Groups to Knowledge
Areas
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Project, Programs and Portfolio

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Project Definition

Projects are
A temporary Creates a unique Definite beginning Progressively Divided into several undertaken
endeavor product or service and ending elaborated phases for better typically for:-
or result [proceeding in management and -Bringing about
steps] control change such as
restructuring,
outsourcing, new
policies,
technology
-Relocating offices,
- implementing
QMS like ISO 9001-
2000 standards
-Developing a new
product.
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Projects, Programs and Portfolios

Time

Program
A group of related projects
managed in a coordinated way

Project
Quality
Cost
(Specifications)

Portfolio
Projects, Programs, other Portfolios, and
Operations managed as a group to achieve
strategic objectives
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Projects, Programs and Portfolios

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Operations
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Operations

Operations are Ongoing Activities

that produce long-term,
repetitive outputs,
such as manufacturing products
or supplying services

Production, Manufacturing, and Accounting are examples of operations

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What is
Project Management
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What is Project Management?

PROJECT ACCOMPLISHED ESTABLISHING CLEAR BALANCING THE MANAGE

MANAGEMENT IS THE THROUGH THE PROJECT COMPETING UNCERTAIN EVENTS.
APPLICATION OF APPLICATION AND OBJECTIVITIES AND DEMANDS OF
KNOWLEDGE, SKILLS, INTEGRATION OF PM REQUIREMENTS SCOPE, TIME COST
TOOLS AND PROCESSES- AND QUALITY.
TECHNIQUES TO INITIATING,
PROJECT ACTIVITIES PLANNING,
TO MEET THE EXECUTING,
PROJECT MONITORING AND
REQUIREMENTS CONTROLLING AND
CLOSING
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What is Project Management?

Time
• Schedule Time

Cost / Resources
• Man PM
• Machine
• Material Cost Quality Quality
• Specifications

Managing Time, Cost & Quality

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Project Lifecycle
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Project Lifecycle

FEASIBILITY ENGINEERING -> PROCUREMENT -> CONSTRUCTION / ERECTION TESTING & COMMISSIONING

CLOSE / OPERATION
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Process Groups
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Project Management Process Groups Perform

Prepare

Concept of PLAN-DO-CHECK-ACT

Evaluate
Determine what processes within the process groups are applicable Adjust / React

The process groups are not project phases

The result of one process becomes
input to another
INITIATING process group authorizes the project
PLANNING process group uses the resources to plan the project
tasks
EXECUTING process group performs the work defined in the
Project Management Plan
MONITORING process group measures progress to identify
variances
CLOSING process group formalized product acceptance and
closure
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Project Management Process Groups

BUSINESS CASE APPROVED

PROJECT CHARTER APPROVED

PROJECT PLAN APPROVED

LESSONS LEARNED &

TRANSITION COMPLETE
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Project Management Process Groups

Interaction
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1. Initiating Process Group

 Conduct cost-benefits analysis
 Determine and define the business needs and the project scope
 Know the project boundaries and constraints
 Identify high level risks
 Understand the required project organization structure
 Estimate budget and resource requirements
 Assign a project manager
 Obtain the project charter approval
 Formally authorize to start a new project or phase
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2. Planning Process Group

 Determine how you will plan and develop the project
 Develop the project requirements in detail and agree the final scope
 Determine the required Project activities and their sequencing
 Develop schedule using estimated resources and costs
 Agree what quality standards will be met by the project and how
 Define how project staffing will be done
 Establish the communication requirements and how it will be fulfilled
 Identify what can go wrong and the plans to deal with them
 Document what products or services will be acquired from outside the project
 Gain formal approval and buy-in from everybody involved in the project
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3. Executing Process Group

 Execute activities in the project plan
 Procure required project resources
 Complete work packages
 Document lessons learnt
 Implement approved changes, corrective and preventive actions
 Ensure processes are followed
 Hold team building activities and boost morale and efficiency
 Manage resource allocation and utilization
 Hold progress review meetings and distribute progress reports
 Keep everyone focused on the project goals
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4. Monitoring & Control Process Group

 Measure project performance using the documented technique in the plan
 Identify variances and recommend corrective actions to get back on track
 Approve changes, defect repair, corrective and preventive actions
 Resolve conflicts and issues
 Manages changes to scope, time and cost
 Perform impact analysis to approve or reject changes
 Obtain formal acceptance or deliverables from the customer
 Monitor the status of risk and identify new risks have emerged
 Measure team member performance
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5. Closing Process Group

 Confirm all project requirement are met
 Obtain formal acceptance of product from the customer
 Hand over the completed deliverables to the operations team
 Compile lessons learnt
 Archive project data and information for future reference
 Release resources
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Knowledge Areas
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Project Management Knowledge Areas

 Groups processes by the subject

matter such as scope, time, cost
and so on…
 Processes within a knowledge
area falls in one of the 5 process
groups
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1. Project Integration Management

 Processes that integrate the different elements of project management
 Coordinates the project work is done correctly and in the right order
 Ensures changes are properly controlled and managed
 Comprises of the following processes:
 Develop Project Charter
 Develop Project Management Plan
 Direct and Manage Project Execution
 Monitor and Control Project Work
 Perform Integrated Change Control
 Close
Project or
Phase
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2. Project Scope Management

 Ensure project includes all of the work and only the work required
 Identify, defines and controls the project work
 Verifies that the deliverables meet the specified criteria
 Comprises of the following five processes:-
 Collect requirements
 Define Scope
 Create WBS
 Verify Scope
 Control Scope
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3. Project Time Management

 Processes concerning with the timely completion of the project
 Determines the time and the order in which project work will be done
 Controlling to ensure everything gets done on time
 Comprises of the following seven processes:-
 Plan schedule management
 Define activities
 Sequence activities
 Estimate activity resources
 Estimate activity durations
 Develop schedule
 Control schedule
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5. Project Time Management

Time Control Tools
 Gantt Chart
 PERT / Network Diagram
 S-Curve: Progress - Planned Vs Actual
 Histogram: Progress - Planned Vs Actual
 Pie Chart: Progress Distribution
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3. Project Time Management

PERT & CPM – Critical Path

Program Evaluation & Review Technique

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4. Project Cost Management

 Processes to ensure the project stays within the budget
 Determines the project budget
 Controls the changes to the project budget
 Comprises of the following processes:
 Estimate Costs
 Determine Budget
 Control Costs
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5. Project Quality Management

 Processes that ensure the project will satisfy the agreed quality standards
 Identifies the relevant standards and how they will be met
 Assurance activities to ensure the agreed processes are followed
 Monitoring project results to determine compliance
 Comprises of the following processes:
 Plan Quality
 Perform Quality Assurance
 Perform Quality Control
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5. Project Quality Management

Quality Control Tools
 Cause and effect Diagram
 Run charts
 Control Charts
 Flowcharts
 Histograms
 Pareto charts
 Scatter diagrams
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6. Project Human Resource Management

 Processes that organize and manage the project team
 Identifies the required roles on the project
 Obtains the human resources needed to complete the work
 Enhance competencies and performance
 Comprises of the following processes:
 Develop Human Resource Plan
 Acquire Project Team Executing

 Develop Project Team

 Manage Project Team
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6. Project Human Resource Management

Project Team
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6. Project Human Resource Management

Resolve a Conflict !
Method Style Example/Description
Confronting Integrative “if we work on this together, we can find the
best solution”
Forcing Win-lose “I’m the boss, you’ll do a I say, or leave the
project.”
Compromising Compromising We just each need a little give and take here
Smoothing Yield-lose Let’s not worry about this too much, I know you
feel your complaints are valid, but when you
look at it you both have a lot of common
ground.
Withdrawal Lose-leave Do whatever you like; I really don’t care as long
as it gets done.
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7. Project Communication Management

 Processes to ensure timely distribution of project information
 Determines the information needs of the project stakeholders
 Makes the information available in timely manner
 Collecting and distributing project performance information
 Comprises of the following processes:
 Identify Stakeholders
 Plan Communications
 Distribute Information
 Manager Stakeholders Expectations
 Report Performance

Preferred Way Notes &

Stakeholder Deliverable Frequency Owner Priority
to Deliver Attachments
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8. Project Risk Management

 Processes to deal with the unexpected when it does happen
 Identifying events that might affect the project
 Developing plan and actions to deal with those event
 Comprises of the following processes:
 Plan Risk Management
 Identify Risks
 Perform Qualitative Risk Analysis
 Perform Quantitative Risk Analysis
 Plan Risk Responses
 Monitor and Control Risks
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9. Project Procurement Management

 Processes to purchase or acquire the products and services
 Selecting who will supply the required product and services
 Planning and administering the contracts.
 Comprises of the following processes:
 Plan Procurements
 Conduct Procurements
 Administer Procurements
 Close Procurements
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9. Project Procurement Management

Procurement Processes
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10. Project Stakeholders Management

• Individuals and organizations involved in the project
• Those who will be directly or indirectly impacted
• Stakeholders should be identified throughout the project
• They may have a positive or negative influence on the outcomes
• Stakeholder influence goes down as the project progresses
• Key stakeholders include:
• Project Manager
• Customer/User
• Performing organization
• Project Team Member
• Project Management Team
• Sponsor, PMO
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10. Project Stakeholder Management

Examples of Stakeholders
Process Groups And Knowledge Areas Mapping Project Management

Knowledge Project Management Process Groups

Monitoring and
Areas Initiating Planning Executing
Controlling
Closing

[1] Project 1.3 Direct and Manage 1.5 Monitor and Control 1.7 Close
1.1 Develop 1.2 Develop Project
Project Work Project Work Project or
Integration Project Charter Management Plan
1.4 Manage Project 1.6 Perform Integrated Phase
Management Knowledge Change Control

2.1 Plan Scope Management

2.5 Validate Scope
[2] Project Scope 2.2 Collect Requirements
2.6 Control Scope
Management 2.3 Define Scope
2.4 Create WBS

3.1 Plan Schedule

Management
[3] 3.2 Define Activities
3.6 Control Schedule
Project Schedule 3.3 Sequence Activities
Management 3.4 Estimate Activity
Durations
3.5 Develop Schedule

4.1 Plan Cost Management

[4] Project Cost 4.4 Control Costs
4.2 Estimate Costs
Management 4.3 Determine Budget

[5] Project Quality

5.1 Plan Quality Management 5.2 Manage Quality 5.3 Control Quality
Management
Process Groups And Knowledge Areas Mapping Project Management

Knowledge Project Management Process Groups

Monitoring and
Areas Initiating Planning Executing Closing
Controlling

[6] 6.3 Acquired

6.1 Plan Resource Management
Resources 6.6 Control Resources
Project Resource 6.2 Estimate Activity Resources
6.4 Develop Team
Management 6.5 Manage Team
[7] Project
7.1 Plan Communications 7.2 Manage 7.3 Monitor
Communications Management Communications Communications
Management
8.1 Plan Risk Management
8.6 Implement Risk
8.2 Identify Risks
Responses
8.3 Perform Qualitative 8.7 Monitor
[8] Project Risk
Risk Analysis Risks
Management 8.4 Perform Quantitative Risk
Analysis
8.5 Plan Risk Responses

[9] Project
9.1 Plan Procurement 9.2 Conduct 9.3 Control
Procurement Management Procurements Procurements
Management
[10] Project 10.3 Manage 10.4 Monitor
10.1 Identify 10.2 Plan
Stakeholder Stakeholders Stakeholder Engagement
Stakeholder Stakeholder
Management Engagement Engagement
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