Defining project management

This is why we need Project Management!

Professional and conscientious project management is critical to a successful outcome! It’s a balancing act – you’ve got a lot of things to keep going - and going well – all at once!

Learning Objectives Defining project management The importance of project management The role of the project manager Keys to a successful project Managing the Contractor Managing the Project

What is a Project? A temporary and one-time endeavor undertaken to create a unique product or service, which brings about beneficial change or added value. In order to define project management, we need to understand what a project is. A project is a temporary and one-time endeavor undertaken to create a unique product or service, which brings about beneficial change or added value. Projects have end dates!

Project A project is an endeavor to accomplish a specific objective through a unique set of interrelated tasks and the effective utilization of resources. It has a well-defined objective stated in terms of scope, schedule, and costs. Project s are “born” when a need is identified by the customer – the people or organization willing to provide funds to have the need satisfied. 7 7 5 7 5 5 5 5 5

Project It is the people (project manager and project team), not the procedures and techniques, that are critical to accomplishing the project objective. Procedures and techniques are merely tools to help the people do their jobs. 7 7 5 7 5 5 5 5 5

There is a “need” Project is “born” Project life cycle (4 phases) 5 5

The Project Lifecycle A project is a unique endeavor to produce a set of deliverables within clearly specified constraints of time, cost and quality. Projects are different from business Operations, in terms of uniqueness, timescale, budget, resources, risk and change. Uniqueness. Every project is different from the last, whereas operational activities typically involve repetitive (if not identical) processes. Timescale. A project has clearly specified start and end dates within which deliverables are produced to meet the customer’s requirements.

The Project Lifecycle Budget. A project has a maximum limit to the expenditure within which the deliverables must be produced, to meet the customer’s requirement. Resources. A project is allocated a specified amount of labor, equipment and materials at the start. Risk. A project entails uncertainty and therefore carries business risk. Change. The purpose of a project is typically to improve an organization through the implementation of business change.

Identify a need by customer – customer requesting proposal from individuals , team or organization. RFP (request for proposal) – ask contractor to submit proposals: cost and schedule Develop a proposed solution - submission of a proposal – contract is sign. Perform the project – implementation of the proposed solution. Terminate: Confirmation: deliverables provided Payments collected Invoices paid Evaluate performance feedback

Phases of the Project Life Cycle 1 The first phase involves the identification of a need, problem, or opportunity. The need and requirements are usually written by the customer into a document called a request for proposal (RFP). 17 17 11 17 11 11 11 11 11

Phases of the Project Life Cycle 2 The second phase is the development of a proposed solution to the need or problem. This phase results in the submission of a proposal. The customer and the winning contractor negotiate and sign a contract (agreement). 18 18 12 18 12 12 12 12 12

Phases of the Project Life Cycle 3 The third phase is performing the project. Different types of resources are utilized Results in the accomplishment of the project objective 19 19 13 19 13 13 13 13 13

Phases of the Project Life Cycle 4 The final phase is terminating the project. Perform close-out activities Evaluate performance Invite customer feedback Break… 20 20 14 20 14 14 14 14 14

Examples of Projects Planning a wedding Designing and implementing a computer system Hosting a holiday party Designing and producing a brochure Performing a series of surgeries on an accident victim 10 10 7 10 7 7 7 7 7

PgMPSM Certification Requirements Who is the Project Manager?

Project Management’s THREE elements Cost Resources Time 10 10 7 10 7 7 7 7 7

Constraint of Project Management Successful project management means meeting all three goals (scope, time, and cost) – and satisfying the project’s sponsor!

OVERVIEW OF PROJECT MANAGEMENT TIME COST PERFORMANCE/TECHNOLOGY RESOURCES Within good customer relations

Project Stakeholders Stakeholders are the people involved in or affected by project activities. Stakeholders include: Project sponsor Project manager Project team

Project Stakeholders Support staff Customers Users Suppliers

Project Management Success Factor On time delivery Within budget delivery High quality delivery 21 21 15 21 15 15 15 15 15

Project Management – 4 Ps People The most important element of a successful project Product The software to be built Process The set of framework activities and software engineering tasks to get the job done Project All work required to make the product a reality

Project Management Management is using tools and techniques Leadership is inspiring people to do the right thing Leadership with poor management practices can be successful, management with poor leadership will fail.

Project Management The very first thing you learn in project management is that the focus of a Project Manager is always…

Manage these or they will manage you! PM Triple Constraints Quality Time Cost Scope The PM Triple constraints are the keys to quality and success! These three are interdependent and create quite a balancing act for Project Managers. The time constraint is the amount of time available to complete a project. All projects have deadlines or end dates. This may be the most difficult constraint to manage. The cost constraint is the budgeted amount available for the project. Remember that cost also translates to resources – people, equipment, and materials. Manage these or they will manage you!

PM Triple Constraints The scope constraint is what must be done to produce the project's end result – the system you need – meeting your requirements! These three constraints are often competing constraints: increased scope typically means increased time and increased cost, a tight time constraint could mean increased costs and reduced scope, a tight budget could mean increased time and reduced scope, or managing the project over a longer period of time to take advantage of various funding opportunities without a loss of continuity! The discipline of project management is about providing the tools and techniques that enable the project team (not just the project manager) to organize their work to meet these constraints.