PROJECT MANAGEMENT SHAHRIAR KHANDAKER DIRECTOR, PARTNERSHIP DEVELOPMENT AND COMMUNICATION, SAYRID ASSOCIATE EDITOR, SAJSS LECTURER, DEPARTMENT OF SOCIAL RELATIONS EAST WEST UNIVERSITY

Session Objectives Understand the concept of projects Understand the concept of projects Project management-best practices Project management-best practices Project life cycles and life histories Project life cycles and life histories Project initiation document (PID) Project initiation document (PID) Project team & Project managers Project team & Project managers Project planning & Risk management Project planning & Risk management Project monitoring & evaluation Project monitoring & evaluation Exercise on project identification & management Exercise on project identification & management

Project Temporary endeavor undertaken to create a unique product, service or result Temporary endeavor undertaken to create a unique product, service or result A project can create: A project can create: -A product that can be either component of another item or an item itself -A service or a capability to perform a service (e.g. business function that supports production or distribution)

Project -An improvement in the existing product or service i.e. Higher Education Quality Enhancement Project (HEQEP); or -A result, such as an outcome or document (e.g. a research project that develops knowledge that can be used to determine whether a trend exists or a new process will benefit society)

Project Attributes A project: A project:  Has a unique purpose  Is temporary  Is developed using progressive elaboration  Requires resources, often from various areas  Should have a primary customer or sponsor  Involves uncertainty

Project Management Project Management is the application of processes, methods, knowledge, skills and experience to achieve the project objectives (APM, 2015) Project Management is the application of processes, methods, knowledge, skills and experience to achieve the project objectives (APM, 2015) Process of organizing the way that changes are implemented efficiently within an organization (Mind Tools, 2015) Process of organizing the way that changes are implemented efficiently within an organization (Mind Tools, 2015)

Project Team The project team includes the project manager and the group of individuals who act together in performing the work of the project to achieve its objectives The project team includes the project manager and the group of individuals who act together in performing the work of the project to achieve its objectives Project team include:  Project Management Staff  Project Staff  Supporting Experts  Business partner members

Project Life Cycles & Life Histories The period between the beginning and end of a project The period between the beginning and end of a project The three key players in the project life cycle are: The three key players in the project life cycle are: 1 The Customer : wants to buy the project and put the end product to use in its own business or sell it on to a third party 2 The Contractor : organization principally responsible to the customer for carrying out the project work 3 The Project Manager : employed by the customer to plan and manage all project activities so that the project is finished on time

The project customer or owner Agree the project specification Plan the work and resources Make detailed design Purchase goods and services Make or build the project Test and handover Phase 1: Project definition Phase 2: Preparation & planning Phase 3: Design Phase 4: Purchasing Phase 5: Fulfillment Phase 6: Completion & Handover

Project Initiation Document: Defining key driver for the project ‘$’ Money ‘Time’ ‘Quality’ What you are going to deliver

Project Managers Project Managers work with a project team, project sponsors, as well as other people involved in a project to meet project goals

Role of the Project Manager (PM) Responsibilities and Competencies of the PM Responsibilities and Competencies of the PM - Knowledge : Refers to what the PM knows about PM - Performance : Refers to what the PM is able to do or accomplish while applying his or her PM knowledge - Personal : How the PM behaves- attitudes, core personality characteristics and leadership

Project Stakeholders Stakeholders are people involved in or affected by project activities Stakeholders are people involved in or affected by project activities  Stakeholders include The project sponsor The project sponsor The project manager The project manager The project team The project team Support staff Support staff Customers Customers Users Users Suppliers Suppliers Opponents to the project Opponents to the project

Stakeholder Engagement Process  Identify Stakeholder(s)  Assess Needs  Define Actions  Establish communication channels  Gather feedback  Monitor & feedback

Key Points in Project Set-up & Definition Create Project Management Plan (PMP) Create Project Management Plan (PMP) Be clear of scope and objectives Be clear of scope and objectives Establish clear statement of what is to be done (Work breakdown structure) Establish clear statement of what is to be done (Work breakdown structure) Establish risks to be managed Establish risks to be managed Establish costs and durations Establish costs and durations Establish resources required Establish resources required

Project Management Plan (PMP) Master document for Project which includes: Master document for Project which includes:  Project Objectives, Scope  Stakeholders (Internal & External)  Work to be done (Work Breakdown Structure)  Project Organisation and Resources (Organizational Breakdown Structure)

Project Management Plan (PMP)  Project Schedule  Project Costing (Cost Breakdown Structure)  Procurement/Contract Strategy  Risk Management  Quality management  Change Management

Change management is the tracking and administering of changes during the development of a product or a service and is a key part of project management

Project Planning Adequate Planning: Correct Completion of Work Inadequate Planning: Leads to frustration & poor project performance

Work Breakdown Structure (WBS) Project Management Body of Knowledge (PMBOK, 2015) defines WBS as “key project deliverable that organizes the teams work into manageable sections.” Project Management Body of Knowledge (PMBOK, 2015) defines WBS as “key project deliverable that organizes the teams work into manageable sections.” WBS is the foundation for effective project planning, costing and management WBS is the foundation for effective project planning, costing and management It is the most important aspect in setting-up a project It is the most important aspect in setting-up a project It is the foundation on which everything builds It is the foundation on which everything builds

Sample Work Break Down Structure Sample Work Break Down Structure

Project Risk- Definition Project Management Body of Knowledge (2013) defines project risk as “an uncertain event or condition, that if it occurs, has a positive or negative effect on one or more project objectives” Project Management Body of Knowledge (2013) defines project risk as “an uncertain event or condition, that if it occurs, has a positive or negative effect on one or more project objectives”

Risk Management Process Identify risks Identify risks Assess likelihood and impact Assess likelihood and impact Rank risks and promises Rank risks and promises Define risk management approach and actions Define risk management approach and actions Implement actions Implement actions Monitor and review Monitor and review

Project Monitoring  Regular reviews of progress against schedule using WBS as basis (Plan against Baseline)  Regular review of resource loading  Regular progress meetings with project team  Regular meetings with contractors  Production of periodic progress reports  Risk reviews  Inspections/ audits

Project Success There are several ways to define project success: There are several ways to define project success: The project met scope, time, and cost goals The project met scope, time, and cost goals The project satisfied the customer/sponsor The project satisfied the customer/sponsor The result of the project met its main objective, such as successfully tracking the frequency of time use pattern of university students using social media in higher education The result of the project met its main objective, such as successfully tracking the frequency of time use pattern of university students using social media in higher education

Project Management: Best Practice Robert Buttrick (2003) best practice for project success include: Robert Buttrick (2003) best practice for project success include: ① Projects to be driven by strategy (Porter, 1980): Demonstrate how each project you undertake fits your business strategy   Cost leadership : Organizations pursuing a cost leadership strategy seek to gain competitive advantage   Differentiation : Organizations pursuing a differentiation strategy seek to position themselves in the marketplace with a distinct identity   Best-cost : Combination of strategies may be the best way of creating a sustainable competitive advantage

Project Management: Best Practice ② Engage your stakeholders:  Ignoring stakeholders often leads to project failures  Be sure to engage stakeholders at all stages of a project, and encourage teamwork and commitment at all times

Ethics in Project Management Principles that guide our decision making based on personal values of what is “right” and “wrong” Principles that guide our decision making based on personal values of what is “right” and “wrong” Project managers often face ethical dilemmas Project managers often face ethical dilemmas e.g. Discussing with your colleagues confidential data that you are reviewing for a journal e.g. Discussing with your colleagues confidential data that you are reviewing for a journal In order to earn PMP certification, applicants must agree to PMI’s Code of Ethics and Professional Conduct In order to earn PMP certification, applicants must agree to PMI’s Code of Ethics and Professional Conduct

Final thoughts Project management should be dynamic, but have regular, fixed reviews of progress Project management should be dynamic, but have regular, fixed reviews of progress It can help with communication and to check on common understanding –between you and your supervisor/sponsor/colleagues It can help with communication and to check on common understanding –between you and your supervisor/sponsor/colleagues Project managers play a key role in helping projects and organizations succeed Project managers play a key role in helping projects and organizations succeed