Introduction to Project Management

Avneet Mathur
Edited by: Essam Shaaban
What is a Project?
 A project is a temporary attempt undertaken to
produce a unique product or service
Building E-government

Temporary Characteristics of Unique

Projects

 Temporary – Definitive beginning and end

 Unique – New undertaking, unfamiliar ground
Characteristics of Successful Projects
Clear objectives
A good project plan
Communication
A controlled scope
Stakeholder support

How many of these characteristics does your project have?

The tools and techniques provided throughout this course are designed to help you
meet these five characteristics.
‫‪Characteristics of Successful Projects‬‬
‫إ‪$‬نشاء أ‪$‬طول ب‪$$‬رج ف‪$$$‬يا‪$$‬لع‪$‬ا‪$$‬لم‪( $‬دبي) ‪CASE Study:‬‬
‫‪Clear objectives‬‬

‫أعلى برج في العالم‬

‫تحفة معمارية في مجال تصميم األبنية الشاهقة‪،‬‬

‫‪Characteristics of Successful Projects‬‬
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‫‪A good project plan‬‬

‫تكلفته اإلجمالية نحو ‪673‬ر‪ 3‬مليار درهم‪،‬‬

‫‪ 900‬يوم (الطابق ‪)50‬‬

‫بداية المشروع يناير ‪2004‬‬

‫نهاية المشروع يناير ‪2008‬‬

‫‪Characteristics of Successful Projects‬‬
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‫‪Communication‬‬

‫االتصال بكل الجهات المعنية‬

‫(رصيف مشاة يبلغ طوله ‪900‬ر‪ 1‬كيلومتر )‬ ‫وزارة التخطيط‬

‫(تامين المكان من التهديدات المتوقعة)‬ ‫وزارة الداخلية‬

‫)حاج ة ال برج م ن الكهرباء ف ي أوقات الذروة ‪ 36‬كيل و‬ ‫وزارة الكهرباء‬

‫فولت أمبير‪ ،‬أي ما يعادل قوة ‪ 360‬ألف مصباح ‪ 100‬واط تعمل جميعها في الوقت‬
‫ذاته(‬
‫‪Characteristics of Successful Projects‬‬
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‫‪Controlled Scope‬‬
‫مساحة ‪ 500‬فدان‬

‫العديد من المشاريع السكنية والتجارية والفنادق ومراكز التسوق‬

‫مساحات خضراء مفتوحة وبحيرات ومسطحات مائية‬

‫سيحيط به “المدينة القديمة” ومركز التسوق “دبي مول” “البوليفارد”‬

‫ومجمع “ذا ريزيدنسز” مطاعم وفنادق‬

‫بحيرة اصطناعية رائعة‬

‫‪Characteristics of Successful Projects‬‬
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‫‪Stockholder support‬‬

‫دعم مادى من اعمار‬

‫دعم من البنوك‬

‫دعم الحكومة االماراتية‬

‫تشجيع من جانب الراغبين في التملك او االيجار‬

Project Success

Customer Requirements Completed within

satisfied/exceeded allocated time frame

Completed within Accepted by the customer

allocated budget
Project Failure

Poor Requirements
Scope Creep‫تساع‬$‫أ‬
Gathering

Unrealistic planning and Lack of resources

scheduling
Characteristics of Successful Projects
Clear objectives
A good project plan
Communication
A controlled scope
Stakeholder support

How many of these characteristics does your project have?

WE NEED PROJECT MANAGEMENT

What is Project Management?
Project Management is the application of skills,
knowledge, tools and techniques to meet the
needs and expectations of stakeholders for a
project.
The purpose of project management is
prediction and prevention, NOT recognition
and reaction
What is Project Management (Cont.)
Project Management Steps
1. Understand the context of the project

2. Identify stakeholders and sponsors

3. Develop an objectives document

4. Planning the project

5. Obtain permission to proceed

6. Implement the project plan

7. Evaluate project
Triple Constraints
Time

Quality

Cost Scope
Triple Contraint
Increased Scope = increased time + increased cost

Tight Time = increased costs + reduced scope

Tight Budget = increased time + reduced scope.

Quality as a constraint
How can you avoid the problems that occur when you
meet scope, time, and cost goals, but lose sight of
quality or customer satisfaction?

The answer is good project management, which

includes more than meeting the triple constraint.
The project plan includes the following elements:

1. A project charter ‫ دستور مشرو ِع‬.1

2. A calendar of activities ِ
‫النشاطات‬ ‫ تقويم‬.2
3. A time schedule ِ ‫ جدول‬.3
‫وقت‬
4. A responsibility matrix ِ
‫مسؤولية‬ ‫ مصفوفة‬.4
5. A project plan budget ِ
‫خطة مشرو ِع‬ ‫ ميزانية‬.5

6. Major milestones with target dates ‫المعالم الرئيسية بالمواعيد المحددة‬

َ .6
7. A risk management strategy ‫ إستراتيجية إدار ِة مخاطرة‬.7
Project Life Cycle
Initiation Phase
Define the need (problem definition)
Return on Investment Analysis (ROI)
Make or Buy Decision (Consultation)
Budget Development
Definition Phase
 Determine goals, scope and project constraints
 Identify members and their roles
 Define communication channels, methods,
frequency and content
 Risk management planning
Planning Phase
 Resource Planning
 Work Breakdown Structure
 Project Schedule Development
 Quality Assurance Plan
Work Breakdown Structure
 For defining and organizing
the total scope of a project
 First two levels - define a set
of planned outcomes that
collectively and exclusively
represent 100% of the project
scope.
 Subsequent levels -
represent 100% of the scope of
their parent node
Implementation Phase
Execute project plan and accomplish project goals
Training Plan
Quality Assurance
Deployment Phase
 User Training
 Production Review
 Start Using
Closing Phase
 Contractual Closeout
 Post Production Transition
 Lessons Learned
Project Life Cycle
Key Areas of Project Management
Scope Management
Ensuring all the appropriate work within the project scope is completed
and only the work within scope is being conducted

Issue Management: Schedule Management

Cost Management
How costs are controlled and incurred costs are paid
Quality Management
Quality Assurance Plan – How quality control is measured and satisfied
Key Areas of Project Management
Human Resource Management:
Development of the project team, reporting structure, resource capacity

Communications Management
How project communications will be handled to ensure all project stakeholders are
informed

Risk Management
Risk Management plan to have all project stakeholders in agreement on how project
risks will be handled (aversion, mitigation or assumption)

Change Control Management

Scope Management
 Primarily it is the definition and control of what IS and
IS NOT included in the project.
Issue Management
 Issues are restraints to accomplishing the deliverables of
the project.
 Typically identified throughout the project and logged
and tracked through resolution.

Issue… already impacting the cost, time or quality

Rope not thick

Cost Management
 This process is required to ensure the project is
completed within the approved budget and includes:

Resources Budget
people
equipment
materials
Quantities
Quality Management
 Quality Management is the process that insure the
project will meet the needs

“conformance to requirements” - Crosby

“fitness for use” - Juran

“the totality of characteristics of an

entity that bear on its ability to
satisfy stated and implied need’ - ISO 8402:1994
Communications Management
 This process is necessary to ensure timely and appropriate
generation, collection, dissemination, and storage of
project information
Risk Management
 Risk identification and mitigation strategy
 Risk update and tracking

Risk… POTENTIAL negative impact to project

Tree – location, accessibility, Weather

ownership
Change Control Management
Define how changes to the project scope
will be executed
Scope Change Technical Specification Changes

Schedule changes

All changes require collaboration and buy in via the project sponsor’s signature
prior to implementation of the changes
Project Management Tools
 PERT Chart- designed to
analyze and represent the
tasks involved in completing a
given project

 Gantt Chart - popular type

of bar chart that illustrates a
project schedule
Role of a Project Manager

• Project issues
• Disseminating project information • Implementing standard processes
• Mitigating project risk • Establishing leadership skills
• Quality • Setting expectations
• Managing scope • Team building
• Metrics • Communicator skills
• Managing the overall work plan

Process People
Responsibilities Responsibilities
Gantt Chart
PERT Chart
Scope Management
 Project Scope Management is the process to ensure that
the project is inclusive of all the work required, and only
the work required, for successful completion.
 Primarily it is the definition and control of what IS and
IS NOT included in the project.
Issue Management
 Issues are restraints to accomplishing the deliverables of
the project.
 Issues are typically identified throughout the project and
logged and tracked through resolution.
 In this section of the plan the following processes are
depicted:
 Where issues will be maintained and tracked
 The process for updating issues regularly
 The escalation process
 The vehicle by which team members can access documented
issues
Cost Management
 This process is required to ensure the project is
completed within the approved budget and includes:
 Resource Planning - The physical resources required
(people, equipment, materials) and what quantities are
necessary for the project
 Budget
 Budget estimates
 Baseline estimates
 Project Actuals
Quality Management
 Quality Management is the process that insure the
project will meet the needs via:
 Quality Planning, Quality Assurance, and Quality
Control
 ClearlyDefined Quality Performance Standards
 How those Quality and Performance Standards are

measured and satisfied

 How Testing and Quality Assurance Processes will ensure

standards are satisfied

 Continuous ongoing quality control
Communications Management
 This process is necessary to ensure timely and appropriate
generation, collection, dissemination, and storage of
project information using:
 Communications planning
 Information Distribution
 Performance Reporting

 Define the schedule for the Project Meetings (Team, OSC,

ESC), Status Meetings and Issues Meetings to be
implemented
Risk Management
 Risk identification and mitigation strategy
 When\if new risks arise
 Risk update and tracking
Change Control Management
Define how changes to the project scope
will be executed
 Formal change control is required for all of the following

1. Scope Change
2. Schedule changes
3. Technical Specification Changes
4. Training Changes
 All changes require collaboration and buy in via the
project sponsor’s signature prior to implementation of the
changes