Project Management

Presented by
Azhar Ullah Ansari and Saira Khurram
Welcome!!
PROJECT PLANNING
“WHAT ARE WE GOING TO DO IN THE PROJECT?”
 Planning
Means organizing project in logical order and identifying and defining
work activities in a manner that help achieve project objectives.

✧ Why one should do planning?

✧ Should project plan be a living document?

“Plans are nothing. But planning is everything.”

Gen. Dwight Eisenhower
Without planning…….
A good plan should answer to:
✧ Why
▪ Vision statement, objectives, ROI
▪ Main features
✧ What
▪ Activities
• WBS
• Estimates
• Risk analysis
✧ When
▪ Schedule, e.g. Gantt chart
✧ Who
▪ Project organization
Questions for Project Managers
✧ What is the scope of our project?
✧ What gets delivered for the available time, people, $?
(And what won't we do?)
✧ What resources do we need?
✧ How do we tell where we are?
✧ Are we on schedule?
✧ Are we on budget?
✧ How do we communicate our plan inside & outside the team?
Issues in Project Management
✧ Before starting the project:
▪ planning, estimation, risk analysis
✧ While doing the project:
▪ monitoring, evaluation, metrics
✧ After the project is done:
▪ assessment and improvement
Phases in Project Management
✧ Different schools of thought
✧ 3 and 5
✧ Determined by the project team and type of project.
✧ Distinct set of activities or tasks that take the project from
conception to conclusion.
Phases in Project Management
✧ The Project Management Institute (PMI) originally developed the
following five phases.
Phases in Project Management
Project Initiation Phase
✧ Project is formally started, named, and defined at a broad level
during this phase.
✧ Project sponsors and other important stakeholders due diligently
decide whether or not to commit to a project. Depending on the
nature of the project, feasibility studies are conducted.
✧ Or, as it may require, in an IT project – requirement gathering and
analysis are performed in this phase.
✧ Project charter is completed in this phase.
 Assignment # 1

You have just get to know about the project charter.

Please refer Blackboard for the assignment.
Phases in Project Management
Project Planning Phase
✧ Project management plan is developed comprehensively of
individual plans for – cost, scope, duration, quality, communication,
risk and resources.
✧ Some of the important activities that mark this phase are making
WBS, development of schedule, GANTT charts, estimating and
reserving resources, planning dates, and modes of communication
with stakeholders based on milestones, deadlines, and important
deliveries.
Phases in Project Management
Project Execution Phase
✧ A project deliverable is developed and completed, adhering to a
mapped-out plan.
✧ A lot of tasks during this phase capture project metrics through
tasks like status meetings and project status updates, other
status reports, human resource needs, and performance reports.
✧ This is an important phase, as it will help you understand whether
your project will be a success or failure.
Phases in Project Management
Project Monitoring & Control Phase
✧ Occurring at the same time as the execution phase.
✧ This one mostly deals with measuring the project performance
and progression in accordance to the project plan.
✧ Scope verification and control occur to check and monitor for
scope creep, and change of control to track and manage
changes to project requirement.
✧ Calculating KPI for cost and time are done to measure the
degree of variation.
Phases in Project Management
Project Closure Phase
✧ A project is formally closed.
✧ Post-mortem analysis is performed.
✧ Includes a series of important tasks such as delivering the
product, relieving resources, rewarding team members, and
formal termination of contractors in case they were employed on
the project.
 Example project
✧ Consider building a garden shed,
which involves designing the shed,
figuring out what materials are
needed, ordering or purchasing the
materials, and putting together the
various parts.
✧ Some of these tasks depend on the
others, some must be scheduled,
some take labor, etc.
 Project Scope Statement
✧ In order to make any decisions about the project, it needs to be
made concrete. This is done by writing a scope statement,
such as:

✧ We will build a garden shed capable of holding 2 bicycles, a lawn

mower and a small workbench.
✧ Planning permission will not be needed.
✧ We will not connect it to electric or water mains.
✧ It cannot cost more than 100K PKR or take longer than 1 month (may
be a constraint rather than scope).

✧ Note that the scope statement includes not only what it will do,
but what will not be included.
Work Breakdown Structure (WBS)
✧ A Work breakdown structure is a diagram showing the major
subtasks of the project.
✧ Break project tasks into successively finer levels:
✧ Program - Project - Task – Work Package - Work Unit
✧ Each work unit:
▪ short time span
▪ specific start & end point
▪ budget able in terms of money, resources
▪ can be assigned an individual responsibility
▪ can be scheduled
WBS of our project
 Network Diagram
✧ Network diagrams can be constructed from the WBS, adding
dependencies and estimated durations.
 Critical Path
✧ The critical path is the longest path through the network diagram.
✧ Any delay to an activity in the critical path will cause delays to
the overall project.
 Slack
✧ Tasks not on the critical path have slack - the duration by
which they can be late without making the project later than
the critical path duration.
 Gantt Chart
✧ A Gantt Chart shows the tasks and their durations graphically, in
calendar form, with one bar per activity.
✧ The bar shows the earliest start date & expected duration.
 Gantt Chart
✧ Gantt charts can also show summary activities (see `Planning' entry),
dependencies (arrows), and milestones (diamonds).
✧ The dependencies make slack clear (see `Install siding' entry).
 Class Activity - 1
✧ Identify and highlight the critical path in the given network.
 Crashing/Fast Tracking
✧ If the critical path is still not fast enough, it is possible to shorten
the duration by changing some assumptions.
✧ For an instance:
1. Crashing
2. Fast Tracking
 Crashing/Fast Tracking
✧ Crashing: Change the duration of some critical task, e.g., if it is possible to
parallelize it by assigning more people to it.
✧ Fast tracking: Allow tasks to be done in parallel by changing the logic in the
network diagram.
✧ Productivity is not proportional to the number of people working on a task
✧ Adding people to a late project makes it later because of communication
overheads
✧ The unexpected always happens. Always allow contingency in planning
If tasks can be parallelized (as in building construction) these allow total
duration to be greatly reduced.
 Class Activity - 2
✧ You are assigned a project to arrange a birthday party of your sibling in your
lawn.
▪ To successfully accomplish this project, you will perform different tasks.
▪ Arrange the tasks(s) in the form of WBS as we have done earlier in this lecture.
 Review Questions
✧ What is WBS? How it may help you?
✧ What is a Critical Path?
✧ How will you define the term ‘slack’?
✧ What is the difference between crashing and fast tracking?
 References
✧ https://www.projecttimes.com/articles/10-steps-to-creating-a-project-plan.html
✧ PMI (2004). A Guide to the Project Management Body of Knowledge (3rd Ed.).
Project Management Institute
✧ https://opentextbc.ca/projectmanagement/chapter/chapter-4-framework-for-projec
t-management-project-management/
✧ https://project-management.com/project-management-phases/
 Web Resources
✧ https://www.youtube.com/watch?v=wEWhnodF6ig
✧ https://www.youtube.com/watch?v=akO2Lf1fHmM
✧ https://www.youtube.com/watch?v=uJD4G9EDH8w
✧ https://www.youtube.com/watch?v=23FheJ7tol4
Thank you