Project Management PTM721S Faculty of Computing and Informatics 24 July 2017 Project Management PTM721S Lesson 3 – An introduction to project management process groups

Project management process groups Project initiation Project planning Faculty of Computing and Informatics Lecture content Project management process groups Project initiation Project planning Project executing Project controlling Project closing

Project management process groups Faculty of Computing and Informatics Project management process groups Project management process groups – initiation, planning, executing, controlling and closing activities Initiating processes –Actions to begin and end project or project phases Planning processes – the project plan is about devising and maintain a workable scheme to ensure project addresses the company’s needs

Project management process groups cntd. Faculty of Computing and Informatics Project management process groups cntd. Executing processes – coordinating people and other resources to carry out project plans and produce deliverables Controlling processes – project team meets the project objectives and take corrective action, e.g. performance review of staff Closing processes – formalizing acceptance of project and ending it efficiently, e.g. documenting lessons learnt

Determine the scope, time, and cost constraints for the project Faculty of Computing and Informatics Project initiation Determine the scope, time, and cost constraints for the project Identify the project sponsor Select the project manager Develop a business case for the project Identify key stakeholders Complete the project charter

Project initiation consists of: Project scope management Faculty of Computing and Informatics Project initiation Project initiation consists of: Project scope management Make a business case Complete project charter Assignment of project manager Identify key stakeholders

Project initiation - business case template Faculty of Computing and Informatics Project initiation - business case template Introduction/background Business objective Current situation and problem statement Critical assumptions and constraints Analysis of options and recommendations Preliminary project requirements Budget estimate and financial analysis Schedule estimate Potential risks Exhibits (e.g. project manager assigned, stakeholders identified, project charter , constraints, assumptions

Project initiation – project charter structure Faculty of Computing and Informatics Project initiation – project charter structure Project title Project start date and finish date Budget information Project manager Project objectives Approach Roles and responsibilities

The plan is to guide project execution Faculty of Computing and Informatics Project planning The plan is to guide project execution The project plan consists of the following: The planning documents Planning processes and outputs

Project planning – Planning documents Faculty of Computing and Informatics Project planning – Planning documents The planning documents A team contract A scope statement A work breakdown structure A project schedule in the form of a Gantt chart A list of prioritized risks

Project planning – Planning documents –team contract Faculty of Computing and Informatics Project planning – Planning documents –team contract The team contract Code of conduct Participation Communication Problem solving Meeting guidelines

Project planning – Planning documents –scope statement Faculty of Computing and Informatics Project planning – Planning documents –scope statement The scope statement Project title Date Prepared by Project justification Product characteristics and requirements Summary of project deliverables (project management deliverables, product-related deliverables) Project success criteria

Project planning – Planning documents – Work breakdown structure Faculty of Computing and Informatics Project planning – Planning documents – Work breakdown structure The work breakdown structure Initiating – assign project manager, identify stakeholders, prepare business case, prepare project charter Planning – kickoff meeting, team contract preparation, scope statement preparation, work breakdown structure preparation, prepare schedule and cost, identify risks

Project planning – Planning documents – Work breakdown structure cntd Faculty of Computing and Informatics Project planning – Planning documents – Work breakdown structure cntd The work breakdown structure cntd Executing – survey, design, develop, test, promote, roll-out, project benefits measurements Controlling – status reports Closing – prepare final project report, prepare final project presentation, lessons learned

Project planning – Planning documents – Project schedule-Gantt chart

Project planning – Planning documents – List of risks Faculty of Computing and Informatics Project planning – Planning documents – List of risks The list of potential risks, e.g. Lack of inputs from internal consultants and users Security of new systems Outsourcing of other functionalities of system under development Getting good feedback from other consultants Effectively promoting new system Realising benefits of new system in one year

Project planning – Planning process and outputs Knowledge area Process Outputs Integration Project Plan Development Project plan, Supporting detail Scope Scope planning Scope statement, Supporting details, Scope management plan Scope definition WBS, Scope statement updates Time Activity definition Activity list, Supporting detail, WBS updates Activity sequencing Project network diagram, activity list updates Activity duration estimating Activity duration estimates, basis of estimates Schedule development Project schedule, Schedule management plan, resource requirements update

Project planning – Planning process and outputs Knowledge area Process Outputs Cost Resource planning Resource requirements Cost estimating Cost estimates, Cost management plan Cost budgeting Cost baseline Quality Quality planning Quality management plan, operational definitions, checklists, inputs to other processes Human resource Organisational planning Role and responsibility assignments, Staffing management plan, Organisational chart Staff acquisition Project staff assigned, Project team directory Communications Communications planning Communications management plan

Project planning – Planning process and outputs Knowledge area Process Outputs Risk Risk management planning Risk management plan Risk identification Risks, triggers, inputs to other processes Qualitative risk assessment Overall risk ranking for project, list of prioritized risks, Additional risks for analysis and management, Trends in qualitative risk analysis results Quantitative risk analysis List of quantified risks, probabilistic analysis of project, probability of achieving the cost and time objectives, trends in quantitative risk analysis results Risk response planning Risk response plan, residual risks, secondary risks, contractual agreements, contingency reserve amounts needed Procurement Procurement planning Procurement management plan, statement of work Solicitation planning Procurement documents, evaluation criteria, statement of work updates

Project executing consists of the following: Faculty of Computing and Informatics Project Executing Project executing is the necessary actions to ensure project activities are completed Project executing consists of the following: Executing processes and outputs Milestone report

Project Executing – Executing processes and outputs Faculty of Computing and Informatics Project Executing – Executing processes and outputs Knowledge area Project Plan Execution Outputs Integration Work results, Change requests Quality Quality assurance Quality improvement Human resources Team development Performance improvements, Inputs to performance, Appraisals Communications Information distribution Project records, Project reports, Project presentations Procurement Solicitation, Source selection, contract administration Proposals, contracts, Correspondence, Contract changes, Payment requests

Project Executing – Milestone report Faculty of Computing and Informatics Project Executing – Milestone report

Project controlling consists of the following: Faculty of Computing and Informatics Project Controlling Project controlling is the process of measuring progress towards project objectives, monitoring deviation from plan and taking corrective action to match progress with plan Project controlling consists of the following: Controlling processes and outputs Sample weekly status reports

Project Controlling – Sample weekly status reports Faculty of Computing and Informatics Project Controlling – Sample weekly status reports Sample weekly status reports have the following Project name Team member names Work completed this week Work to complete next week What’s going well and why What’s not going well and why Suggestion/issues Project changes

Project Controlling – Controlling processes and outputs Faculty of Computing and Informatics Project Controlling – Controlling processes and outputs Knowledge area Process Outputs Integration Integrated change control Project plan corrective actions, lesson learned Scope Scope verification, Scope change control Formal acceptance, scope changes, corrective actions, lessons learned, adjusted baseline Time Schedule control Schedule updates, corrective actions, lessons learned Cost Cost control Revised cost estimates, budget updates, corrective actins, estimate at completion, project closeout lessons learned Quality Quality control Quality improvement, acceptance decisions, rework, completed checklists, process adjustments Communication Performance reporting Performance reports, change requests Risk Risk monitoring and control Workaround plans, Corrective actions, project change requests, updates to the risk response plan, risk database, updates to risk identification chacklists

Project controlling consists of the following: Faculty of Computing and Informatics Project closing Project closing is gaining stakeholder and customer acceptance of the final product and bringing the project or project phase to an orderly end Project controlling consists of the following: Closing processes and outputs Sample projects summary lessons-learned report Final project report

Project closing –closing processes and outputs Faculty of Computing and Informatics Project closing –closing processes and outputs Knowledge area Process Outputs Communications Administration closure Project archives, Project closure, Lessons learned Procurement Contract close-out Contract file, formal acceptance and closure

Project closing – sample projects summary lessons-learned report Faculty of Computing and Informatics Project closing – sample projects summary lessons-learned report Project name, project sponsor, project manager, project dates Final budget Did the project meet the scope, time, cost goals? What was the success criteria listed in the project scope statement? Did you or not met the project success criteria? In terms of managing the project, what were the main lessons you learnt from the project? Describe one example of what went right on this project Describe one example of what went wrong on this project What will you do differently on the next project based on your experiencing working on this project?

Project closing – final project report Faculty of Computing and Informatics Project closing – final project report Project objectives Summary of project results Original and actual start and end dates Original and actual budget Project assessment Transition plan Annual project benefits measurement approach

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