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IT Project Management
Tutorial 2: Project Management Process
Objectives: 1. Discuss the project management process groups and knowledge areas 2. Understand the relationship between project management process groups and knowledge areas Students are encouraged to prepare their draft answer before class, as this will help them to discuss the questions and answers during the tutorial session. 1. What is project management? Briefly describe the project management framework.
Ans: Project management is” the application of knowledge, skills, tools and techniques to project activities in order to meet project requirements” The project management framework graphically shows the process of beginning with stakeholders’ needs and expectations, applying the nine project management knowledge areas and various tools and techniques to lead to project success and then enterprise success. 2. The table below lists the 9 project management knowledge areas and some commonly used tools and techniques in project management. Match the tools and techniques to the appropriate project management knowledge area. FYI: Those in bold have been regarded as “super tools” based on the extent of their use and high potential of improving project success in a survey conducted in 2006. KNOWLEDGE AREA A Integration management TOOLS AND TECHNIQUES NPV, ROI, payback analysis, earned value management, project portfolio management, cost estimates, cost management plans, cost baselines Makeor buy analyses, contracts, RFP or
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D Cost management
Human resource management
G Communications management H Risk management
RFQ, source selection, supplier evaluation metrics Quality metrics, checklists, quality control charts, Pareto diagrams, fishbone diagrams, maturity models, statistical methods Project selection methods, project management methodologies, stakeholder analyses, project charters, project management plans, project management software, change requests, change control boards, project review meetings, lessonslearned reports Gantt charts, project network diagrams, critical path analysis, crashing, fast tracking, schedule performance measurements Communications management plans, kickoff meetings, conflict management, communications media selection, status and progress reports, virtual communications, templates, project web sites Risk management plans, risk registers, probability/impact matrices, risk rankings Scope statements, work breakdown structures, statements of work, requirements analyses, scope management plans, scope verification techniques and scope change controls Motivation techniques, empathic listening, responsibility assignment matrices, project organizational charts, resource histograms, team building exercises
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Complete the table below by providing a brief description of the 5 process groups. Match ‘Related activities/tasks’ to the appropriate process groups. On which process should team members spend the most time? Why? Which process group includes information from every single knowledge area? Why?
PROCESS GROUP A Initiating
DESCRIPTION Initiating process include actions to begin projects or phases 1
2 Planning processes include devising and maintaining a workable scheme to ensure that the project meets its scope, time, and cost goals as well as organizational needs. C Executing 3 Executing processes include coordinating people and other resources to carry out the project plans and produce the deliverables of the project or phase. D Monitoring Monitoring and 4 and controlling processes controlling measure progress toward achieving project goals, monitor deviation from plans and take
RELATED ACTIVITIES/TASKS • Measure progress against plans • Report progress • Take corrective actions when necessary • Archive project files • Close contracts • Document lessons learned • Receive formal acceptance for work delivered
• • •
Define business needs Identify someone to sponsor the project Identify someone to manage the project
• • • •
Develop the project team – training, team building Direct and manage the project team Perform quality assurance Distribute information to
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corrective action to match progress with plans and customer expectations. 5 Closing processes include formalizing acceptance of the project or phase and bringing it to an orderly end.
• • • • •
stakeholders Select sellers (for CommercialOffTheShelf project) Develop a plan to define E2 work to be done Develop a list of activities for the work required Develop a schedule of the activities Develop cost estimates Identify what resources to procure to accomplish the work
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