Project Management

What is project management? Work that is performed by an organization one time to product a unique outcome. Difinite beginning: definite end Unique: work result is different from anything that the organization has produced before

Managing Projects Applying both science and art to : planning, organizing, implementing, leading and controlling the work of a project To meet the goals and objectives of an organization The process of : Defining a project, Executing a plan, Monitoring the process, Removing obstacles, Managing risks, Taking corrective actions

What is project management? Project Management Institute (PMI) defined 5 groups: Initiating, Planning, Executing, Controlling and Closing. 9 knowledge areas: integration, scope, time, cost, quality, HR, communition, risk, and procurement.

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 Effective Management of the Triple Constraints Requirements – Needs Identified or Unidentified Expectations Cost/Resources – People, Money, Tools Schedule/Time

Key areas of Project Management Scope Management Issue Management Cost Management Quality Management Communications Management Risk Management Change Control Management

Scope Management: Issue Management: Cost 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. Cost Management: This process is required to ensure the project is completed within the approved budget and includes resources, people, equipment, materials, quantities and budget. Quality Management : Quality Management is the process that insure the project will meet the needs

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 Change Control Management : Define how changes to the project scope will be executed

Five Phases of Project Management Scoping the Project Scoping the Project Developing the Plan Launching the Plan Deployment of the Project Closing Out the Project

Scoping The Project State the Problem/ Opportunity Establish the Project Goal Define the Project Objectives Identify the Success Criteria List Assumptions, Risks, Obstacles

Developing The Plan Identify Project Tasks (WBS) Estimate Task Duration Determine Resource Requirements Construct/Analyze Project Network Prepare the Project Proposal

Launching The Plan Execute project plan Training Plan System Build Quality Assurance

Deployment Of the Plan User Training Production Review Start Using Identify the Success Criteria

Closing out the project Scoping the Project Contractual Closeout Post Production Transition Lessons Learned Monitoring & Controlling

Project Management Tools Work Breakdown Structure (WBS) A WBS is the functional decomposition of a system Breaks the project into chunks of work at a level of detail that meets planning and scheduling needs

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

Description of project management process PROCESS GROUP DESCRIPTION COMMON TERMS Initiating Authorizing the project or phase Preliminary planning Kicking off Planning Defining ans refining objectives of the project and selecting the best course of action to attain those objectives Defining Developing the plan Executing Coordinating the people and ressources to implement the plan Making it happen Getting it done Coordinating Controlling Ensuring project objectives are met by monitoring and measuring progress Tracking progress Closing Formalizing acceptance of project and bringing to an orderly end Client acceptance closeout

Project manager roles Planner Organizer Point man Quartermaster Facilitator Persuader Problem solver

The project manager skills Project management fundamentals Business management fundamentals Technical knowledge Communication skills Leadership skills

Trends in Project Management Managing vendors Risk management Quality management Managing virtual, multi-cultural teams…

Common reasons for troubled project Project not aligned Lack of management support (ressources, fundings…) Lack of stakeholder « buy in » : purpose and goals not clear Lack of clarity on roles and responsabilities Poor communication Ressouce conflicts Inadequate planning Inadequate progress tracking

Essential elements for any successful project Delivered as promised Completed on time Completed within the budget Delivered quality Achieved original purpose Met all stakeholders expectations Maintains win-win relationships

Project management tools Project chart Project definition document Project schedule Milestone chart Responsability matrix Communication plan Quality management plan Risk response plan Project plan Deliverable summary Project notebook