1. Planning - goal setting, defining the project, team organization

2. Scheduling - relate people, money, and supplies to specific activities and activities to each other

3. Controlling - monitor resources, costs, quality, and budgets; revise plans and shift resources to meet time and cost demands

A task involving an end goal requiring:

What does the term PROJECT mean to you? What are some types of possible projects?

Name some other types of projects?

What are some possible challenges of a project?

Individual – decorating your bedroom Group – organising a wedding Organisation – construction company,

building the Millennium bridge in London Project Organisation – creation of a

separate independent organisation specifically for accomplishing a particular project, e.g. the Olympic games committee

Multinational – design construction of Concorde

1. Planning - goal setting, defining the project, team organization

2. Scheduling - relate people, money, and supplies to specific activities and activities to each other

3. Controlling - monitor resources, costs, quality, and budgets; revise plans and shift resources to meet time and cost demands

A task involving an end goal requiring:

“An activity with a fixed start and end point, managed with finite resources, involving change and often achieved by the collective effort of a team of people” – IPM

“the application of knowledge, skills, tools and techniques to project activities in order to meet (or exceed?) stakeholder needs and expectations from the project”

“A project is a sequence of unique, complex, and connected activities. Having one goal or purpose that must be completed by a specific time, within budget, and according to specification” (Artto, 2002)

A start and a finish Is a unique activity with a visible output May involve uncertainty and risk Involves a team coming together specifically for

the project A budget Non repetitive tasks, sequential order Use of resources (including human resources) A single point of ultimate responsibility Clearly defined team roles Clear aims, objectives, goals

Process – a series of steps needed to perform a routine activity (e.g. purchasing). A project may contain many processes.

Programme – work performed towards achieving a long term goal (e.g. a health awareness programme). Programmes may never achieve all their goals, and may comprise a series of projects.

Highly visibleResponsible for making sure that:

1. All necessary activities are finished in order and on time

2. The project comes in within budget

3. The project meets quality goals

4. The people assigned to the project receive motivation, direction, and information

Highly visibleResponsible for making sure that:

1. All necessary activities are finished in order and on time

2. The project comes in within budget

3. The project meets quality goals

4. The people assigned to the project receive motivation, direction, and information

Project managers should be:

► Good coaches

► Good communicators

► Able to organize activities from a variety of disciplines

1. Offers of gifts from contractors

2. Pressure to alter status reports to mask delays

3. False reports for charges of time and expenses

4. Pressure to compromise quality to meet schedules

► Project managers face many ethical decisions on a daily basis

► The Project Management Institute has established an ethical code to deal with problems such as:

You can have any two of three things in a project:◦ You can get it done on time◦ You can get it done within budgeted cost◦ You can get it done properly/well

 If you are willing to wait, you can get the job done right, within cost.

 If you are willing to spend the money, you can get the job done on time.

Or you can get the job done on time and within budget; only it might not do what it was supposed to do.

Stages in the Development of a project:

◦ Define/Initiate/ Analysis (Conception/ Idea) – Phase I

◦ Planning/Development (The Plan outlined) – Phase II

◦ Organize/Execution (Develop the process/ team) – Phase III

◦ Monitoring/Control (is it correct?) – Phase IV

◦ Close out (The Wrap Up) – Phase V

5-Phase Project Management

Key Components of a Project

► Planning

► Objectives

► Resources

► Work break-down structure

► Organization

► Scheduling

► Project activities

► Start & end times

► Network

► Controlling

► Monitor, compare, revise, action

Essentially - What are we going to do? For small projects an informal discussion

might adequate For larger projects, a more formal review

and discussion processes required. Key questions to answer should be: Should you do it? What is the benefit

and do the benefits outweigh the costs? Can you do it? Is it technically feasible

and are there enough resources?

Ensure that people only work on activities which are needed, and do them correctly the first time, not waste time doing unnecessary activities.

Anticipate potential problems and take preventative action to deal with them before they happen.

Do things in the right order at the right time, which should prevent things going wrong later.

Assign people to project roles, ensure they are available when needed. Negotiation may be necessary.

Give and explain all tasks to team members. Set up systems and accounts to track

personnel information and financial expenditure.

Announce the project’s start, what it will produce. When it will start when it will finish

Doing the tasks as laid out in your plan Regularly comparing the actual

performance with the plan, knowing and anticipating when things are not going according to schedule

Fixing problems that arise. Keeping everyone informed

Get the customer’s approval of final results. There may be formal project hand over to

the client Complete any paperwork. Hold a post project evaluation to recognise

achievements and discuss lessons learned

1. Work can be defined with a specific goal and deadline

2. The job is unique or somewhat unfamiliar to the existing organization

3. The work contains complex interrelated tasks requiring specialized skills

4. The project is temporary but critical to the organization

5. The project cuts across organizational lines

Get the customer’s approval of final results. There may be formal project hand over to

the client Complete any paperwork. Hold a post project evaluation to recognise

achievements and discuss lessons learned

One of the the benefits of project management techniques is the opportunity to clarify roles.

Project sponsor – person who’s paying for it

Project champion - person who wants to see it happen

Project manager – will ensure it happens Project team – will make it happen Stakeholders – those affected by it and

with an interest in it, but not necessarily part of it.

Audience – we’ll consider them later!

Group exercise What you think are the attributes/qualities

required to be an effective project manager?

Excellent time management skills ‘Can do’ proactive attitude Adaptable, flexible. Fair – respecting different people’s

viewpoints Committed to the team and the project’s

goals Decisive and realistic Excellent communication skills Leadership Assertiveness

Be prepared to ‘roll up their sleeves and get their hands dirty’

Foresight Planning skills Knowledge of the subject / area of work Be prepared to walk, if necessary i.e. leave! A sense of humour ?

TechnicianProject No. 2

ProjectManager

ElectricalEngineer

Computer Engineer

TestEngineer

MechanicalEngineer

Project No. 1

ProjectManager Technician

Marketing FinanceHumanResources Design Quality

Mgt Production

President

Figure 3.2

3 - 31© 2014 Pearson Education, Inc.

Marketing Operations Engineering Finance

Project 1

Project 2

Project 3

Project 4

3 - 32© 2014 Pearson Education, Inc.

► Close monitoring of resources, costs, quality, budgets

► Feedback enables revising the project plan and shift resources

► Computerized tools produce extensive reports

Level

1. Project

2. Major tasks in the project

3. Subtasks in the major tasks

4. Activities (or “work packages”)to be completed

Level 4 Compatible with Windows 7

Compatible with Windows Vista

Compatible with Windows XP 1.1.2.3

1.1.2.2

1.1.2.1

(Work packages)

Level 3 Develop GUIs

Design Cost Tracking Reports

Module Testing

Ensure Compatibility with Earlier Versions

Develop Cost/Schedule

Interface

Defect Testing

1.1.1

1.2.2 1.3.2

1.3.11.2.1

1.1.2

Figure 3.3

Level 2 Software Design

Cost Management Plan

System Testing1.1 1.2 1.3

Level 1 Develop Windows 8 Operating System 1.0

► Gantt chart► Critical Path Method

(CPM)► Program Evaluation and

Review Technique (PERT)

- A Gantt chart is a horizontal bar chart developed as a production control tool in 1917

- Typically created in Microsoft Project, Excel- Provides a graphical illustration of a

schedule that helps to:- plan- coordinate- track specific tasks in a project

TimeJ F M A M J J A S

Design

Prototype

Test

Revise

Production

Figure 3.4

Passengers

Baggage

Fueling

Cargo and mail

Galley servicing

Lavatory servicingDrinking water

Cabin cleaning

Cargo and mail

Flight services

Operating crewBaggagePassengers

DeplaningBaggage claimContainer offloadPumpingEngine injection waterContainer offloadMain cabin doorAft cabin doorAft, center, forwardLoadingFirst-class sectionEconomy sectionContainer/bulk loadingGalley/cabin checkReceive passengersAircraft checkLoadingBoarding

0 10 20 30 40Time, Minutes

► Detailed cost breakdowns for each task► Total program labor curves► Cost distribution tables► Functional cost and hour summaries► Raw materials and expenditure forecasts► Variance reports► Time analysis reports► Work status reports

Perform a Critical Path Analysis

► The critical path is the longest path through the network

► The critical path is the shortest time in which the project can be completed

► Any delay in critical path activities delays the project

► Critical path activities have no slack time

Methods for identifying Critical Path

1. Identify every path through the network and the time to complete each path. Critical path is the longest path.

2. Identify the sequence of activities with zero slack time. Path with zero slack time is Critical path.

Slack time is the amount of delay that could be tolerated in the starting time or completion time of an activity without causing a delay in the completion of the project

It is not uncommon to face the following situations:

► The project is behind schedule► The completion time has been

moved forward

Shortening the duration of the project is called project crashing

► The amount by which an activity is crashed is, in fact, permissible

► Taken together, the shortened activity durations will enable us to finish the project by the due date

► The total cost of crashing is as small as possible

3. If there is only one critical path, then select the activity on this critical path that (a) can still be crashed, and (b) has the smallest crash cost per period. If there is more than one critical path, then select one activity from each critical path such that (a) each selected activity can still be crashed, and (b) the total crash cost of all selected activities is the smallest. Note that the same activity may be common to more than one critical path.

► There are several popular packages for managing projects

► Primavera ► MacProject► MindView► HP Project► Fast Track► Microsoft Project

Program 3.1

Program 3.2

Program 3.3

Pollution Project Percentage Completed on

Aug. 12

ACTIVITY COMPLETED

A 100

B 100

C 100

D 10

E 20

F 20

G 0

H 0

ANY QUESTIONS?