A Guide to Project Management

Project Management Framework
• Introduction • Project Management Context • Project Management Process

• What is a Project? • What is Project Management?

What is a Project? “ a temporary endeavor undertaken to create a unique product or service” -temporary: project has an end date -unique: project’s end result is different than the results of other functions of the organisation .

What is Project Management? “ project management is the supervision and control of the work required to complete the project objective” • Competing demands for: • Scope • Time • Cost • Risk • Quality • Stakeholders with differing needs and expectations .

6 Basic Principles to Project Management • • • • • Define the job in detail Get the right people involved Estimate the time and costs Break the job down into steps Establish a change/control procedure • Agree on acceptance criteria .

Progressive Elaboration Project Concept Project research Project Concept refinement Project Concept Clarification Project feasibility study Project scope Project plan .

Relationship to Other Management Disciplines • Functional departments and supporting disciplines • Technical elements • Management specializations • Industry groups .

Relationship to Other Management Disciplines • Functional departments and supporting disciplines • Technical elements • Management specializations • Industry groups .

Project Management Context • Project Phases and the Project Life Cycle • Project Stakeholders • Organizational Influences • Key General Management Skills • Social-Economic-Environmental Influences .

Project Management Phases • • • • • Project Project Project Project Project Initiation Planning Execution Control Closing .

Project Life Cycle Initiating Planning Control Execution Closing .

Project Management Processes • • • • Project Processes Process Groups Process Interaction Mapping of Project Management Processes .

cost budgeting. contract administration. select vendor. scope verification and scope control project management process Project Time Management – activity definition. acquisition . scope. direct project execution. plan. planning. work break down structure. acquire project team. cost control Project Quality Management –quality assurance. monitor and control project work Project Scope Management – define scope. monitoring and control Project Procurement Management – plan purchases. control Project Human Resource Management – HR planning. activity resource estimation & planning. planning. activity sequencing .Project Management Knowledge Areas • • • • • • • • • Project Integration Management – develop charter. project closing . manage project team Project Communications Management – collection and dissemination info Project Risk Management – identifying. schedule development Project Cost Management – cost estimating.

Mapping of Project Management Process Process Group Knowledge Area Project Scope Management Project Scope Management Project Time Management •Initiation Initiating Planning •Project Plan Development •Scope Planning •Scope Definition •Activity Definition •Activity Sequencing •Activity Duration Estimating •Schedule Development •Resource Planning •Cost Estimating •Cost Budgeting •Quality Planning •Organizational Planning •Staff Acquisition •Communications Planning •Quality Assurance •Team Development Executing •Project Plan Execution Controlling •Integrated Change Control •Scope Verification •Scope Change Control •Schedule Control Closing Project Cost Management •Cost Control Project Quality Management Project Human Resource Management Project Communications Management Risk Project Management •Quality Control •Information Distribution •Performance Reporting •Risk Monitoring and Control •Administrative Closure •Risk Management Planning •Risk Identification •Qualitative Risk Analysis •Quantitative Risk Analysis •Risk Response Planning Project Procurement Management •Procurement Planning •Solicitation Planning •Solicitation •Source Selection •Contract Closeout .

Project Management to be taken up as a profession … Open Discussion…… .

Standards & Regulations General Management Knowledge& Skills Understanding The project Environment .Areas of Expertise Needed by the Project Team Project Management Body of Knowledge Interpersonal Skills PMBOK Application Area Knowledge.

3. Project Life Cycle Project Process Groups Project Management Knowledge Areas . 2.Project Management Body of Knowledge 1.

legal. community development and new product development Industry groups such as automotive. agriculture and financial services • • • .. logistics and personnel. Standards & Regulations • Functional Departments and supporting disciplines such as production and inventory management. marketing. software development and some times specific kind of engineering such as water and sanitation engineering or construction engineering Management specializations such as government contracting. chemical.Application Area of Knowledge.etc Technical elements such as engineering.

Org behavior .Understanding the project environment • • • Cultural and Social Environment International and political environment Physical environment General Management Knowledge and Skills • • • • • • • • • • Financial management and accounting Purchasing and procurement Sales and marketing Contracts and commercial law Manufacturing and distribution Logistics and supply chain Strategic planning. Employee benefits and career path Health and safety practices Information Technology . tactic and operational planning Org structure.

Interpersonal Skills • • • • • • Effective Communication Influencing the organization Leadership Motivation Negotiation and Conflict management Problem Solving .

Organizational Structures Chief Executive Project co-ordination Functional Manager Functional Manager Functional Manager Staff Staff Staff Staff Staff Staff Staff Staff Staff Functional Organisation .

Project co-ordination Chief Executive Project Manager Project Manager Project Manager Staff Staff Staff Staff Staff Staff Staff Staff Staff Projectized Organisation .

Organizational Matrix Chief Executive Functional Manager Functional Manager Functional Manager Staff Staff Staff Project co-ordination Staff Staff Staff Staff Staff Staff Weak Matrix Organisation .

Organizational Matrix Chief Executive Functional Manager Functional Manager Functional Manager Staff Staff Project Manager Staff Staff Staff Staff Staff Staff Project co-ordination Balanced Matrix Organisation .

Organizational Matrix Chief Executive Functional Manager Functional Manager Program Manager Staff Staff Staff Project co-ordination Staff Staff Staff Project Manager Project Manager Project Manager Strong Matrix Organisation .

Identifying the Project Management Process Groups Initiating : The project is authorized. Planning : Project Objectives are determined. Controlling : Project performance is monitored and measured to ensure the project plan is being implemented to design specifications and requirements. Closing : The project and its various phases are brought to a formal end. as well as how to reach those objectives with the given constraints Executing : The project is executed utilizing acquired resources. .

which in turn completes the project.Project Management Process : These processes are the activities that are universal to all projects. The processes within a project are unique to each project. . In other words the product oriented processes within a project complete phases. These activities comprise the bulk of project management body of knowledge. Recall that the projects life cycle is comprised of the completion of the phases. These processes are common to all projects from construction to technology Product Oriented Process : These processes are the activities that complete a projects phase and life cycle.

Within each process there are three common components Inputs -> Documented conditions. creating a new service. deploying a technology solution. The five processes done necessarily allow the work to progress – they serve more as a controlling mechanism to identify and Oversee the flow of actions within the project.How Process Groups Interact Imagine any projects: building a new house. values and expectations that start the given process. Within any of these projects there will be a logical approach from start to finish. The activities guide the project work from concept to completion. as we have seen already in this chapter. Tools & Techniques-> actions to evaluate and act upon the inputs to create the output Outputs -> documented results of a process that may serve as an input to another process . but each of these activities contributes and coincides with the project work. Each process has unique activities.

Executing Planning Controlling Closing initiating .

Identifying the Initiating Process Identifying Needs Creating a feasibility Study Identifying the business Need Creating a Product Description Creating a Project Charter Selecting the Project Manager Identifying the Planning Process Creating the Project Schedule Creating a scope statement Recruiting the Project Team Completing the Project Budget Completing Risk Assessment Completing Risk Response Creating the work Break down Structure Planning Completing the Initial Risk Assessment Quality Management Plan Creating the network Diagram Completing Stakeholder Completing Estimates Analysis Discovering the Critical Path Creating Change control Plan Creating an Organisational .

Executing Process Authorizing the Project Work Beginning Vendor Solicitation Determining Vendor Source Administering Contracts Mapping Quality to Insurance Dispersing Project Information Controlling Process Ensuring Quality Control Providing Scope Verification Implementing Scope Change Control Leading Configuration Management Overseeing change Control Managing Cost Control Enforcing Schedule Control Monitoring Risk Response .

Identifying the Closing Process Auditing Procured Documents Completing Scope Verification Closing Vendor Contracts Closing Administrative Duties Submitting Final reports Archiving Project Records Reassigning the Project Team Members Celebrating .

Some examples of Needs •Reducing Costs •Increasing Revenues •Eliminating Waste •Increasing Productivity and efficiency •Solving a business or functional Problem •Taking advantage of market opportunities . The needs of the current state are then answered by the deliverables of the proposed project.Identifying Needs (Project Initiation ) A project is generally called upon to provide a solution to a problem or to take advantage of an opportunity.

Identifying Planning Process The planning process are iterative in nature: a project manager does not complete the planning process and then move on to to other activities within the project. it is a simultaneous activity •Creating Scope Statement •Increasing Revenues •Eliminating Waste •Increasing Productivity and efficiency •Solving a business or functional Problem •Taking advantage of market opportunities .

Create WBS : Subdividing the major project deliverables and project work into smaller more manageable components Scope Verification : Formalizing acceptance of the completed project deliverables .Project SCOPE Management Is primarily concerned with defining and controlling what is and is not included in the project. controlled and how the work break down structure (WBS) will be created and defined.. Scope Definition : Developing a detailed project scope statement as the basis for future project decisions. verified. Scope Planning : Creating a project scope management plan that documents how the project scope will be defined. to complete the project successfully.

A product scope on the other hand is the attributes and characteristics of the deliverables the project is creating.Defining SCOPE management PROJECT Scope PRODUCT Scope Project Scope and Product scope A project scope deals with the required work to create work deliverables. The end result of the project is measured against the requirement for the product. . The product scope constitutes the characteristics and features of the product that the project creates.

Initiating the Project • Market Place Opportunity • Business Need • Customers • Advancement in Technology • Legal • Social Project Selection Criteria • ROI • Realized opportunities • Market Share • Customer Perception • Demand for the product • Social Needs • Increased Revenues • Reduced Costs .

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