professional diploma in project management
TRANSCRIPT
L E S S O N 2 :
P R O J E C T I N I T I A T I O N P H A S E
PROFESSIONAL DIPLOMA
IN PROJECT MANAGEMENT
MO
DU
LE
1
DID
YOU
KNOW?
…. is one of the worlds
Megaprojects
&
is valued at over
150 Billion Dollars
T h e I n t e r n a t i o n a l
S p a c e St a t i o n
ED
UC
AT
OR
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PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
• A project is a temporary endeavour with a unique
goal
• A Project Sponsor is a person or group who
provides resources and support for the project,
program or portfolio and is accountable for
enabling success
• Project Stakeholders are people who are invested in
the project
• The Project Executive is someone who is monitoring
project performance both internally and externally
RECAPLESSON 1
• How to identify scope
• Determining project goals & objectives
• Understanding deliverables & milestones
• Feasibility studies explained
• Identifying stakeholders, their interest & influence
• Creating a stakeholder register
• Creating a project charter
OBJECTIVESLESSON 2
I N I T I AT I O N
P H A S E
O B J E C T I V E S
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
(Mah
an
& R
aym
on
d, 2017)
First phase within the project
management lifecycle
S C O P E F E A S I B I L I T Y
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
S T A K E H O L D E R S T A K E H O L D E R
R E G I S T E R S
S CO P E
▪ Detailed account of every aspect of the
project that need to be met in order to
reach project goals
▪ Maintaining project is vital for the success
of a project
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
S I X P H A S E S O F D E F I N I N G S CO P E :
(Sm
art
sheet,
2019)
P L A N
S C O P E
C O N T R O L
S C O P E
C O L L E C T
R E Q U I R E M E N T S
D E F I N E
S C O P E
C R E AT E W O R K
B R E A K D O W N
S T R U C T U R E S
( W B S )
VA L I D AT E
S C O P E
1 2 3 4 5 6
P R O J E C T S CO P E C A N B E B R O K E N D O W N I N TO
T I M E L I N E D E L I V E R A B L E S M I L E S TO N E S R E P O R T S
P R O J E C T S CO P E C A N B E B R O K E N D O W N I N TO
T I M E L I N E D E L I V E R A B L E S M I L E S TO N E S R E P O R T S
P R O J E C T S CO P E C A N B E B R O K E N D O W N I N TO
T I M E L I N E D E L I V E R A B L E S M I L E S TO N E S R E P O R T S
P R O J E C T S CO P E C A N B E B R O K E N D O W N I N TO
T I M E L I N E D E L I V E R A B L E S M I L E S TO N E S R E P O R T S
▪ Uncontrolled growth in a project’s scope
▪ Top cause of project failure
▪ Generally occurs when:
▪ Projects are not accurately defined
▪ Documents are inaccurate
▪ Control is lost/ loosely managed
S CO P E C R E E P
I D E N T I F Y I N G P R O J E C T G OA L S
Purpose of undertaking the project
Based on the long term outcomes
• Must exist within project scope
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
S A TM R
S P E C I F I C AT TA I N A B L E T I M E LY
M E A S U R A B L E R E A L I S T I C
S M A RT G OA L S
I D E N T I F Y I N G P R O J E C T O B J E C T I V E S
▪ Project Objectives detail what needs to be
achieved in the process of achieving the
project goal
▪ Five Project Objective categories:
▪ Business Objectives
▪ Financial Objectives
▪ Regulatory Objectives
▪ Effectiveness Objectives
▪ Performance Objectives
I D E N T I F Y I N G P R O J E C T D E L I V E R A B L E S
▪ Product or service created to meet project
goals
▪ Key aspects of deliverables:
▪ Must exist within project scope
▪ Be approved by Stakeholders
▪ Must be strategically planned
▪ Must contribute to the overall success
of the project
I D E N T I F Y I N G M I L E S TO N E S
▪ The sequence in which the project must be
completed
▪ Milestones ensure that vital processes are
accomplished within the allotted time frame
▪ They allow for the progression of the project
to be monitored as it moves through each
phase
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
A F E A S I B I L I T Y S T U D Y D E F I N E S :
W h a t t h e p r o j e c t i s
W h e n w i l l i t b e i m p l e m e n t e d
W h y y o u a r e t a k i n g o n t h e p r o j e c t
H o w y o u p l a n t o a c h i e v e t h e p r o j e c t g o a l s
B e s t p r a c t i c e s t o e n s u r e s u c c e s s
F e a s i b i l i t y r e p o r t
PROFESSIONAL DIPLOMA IN PRJOECT MANAGEMENT
F E A S I B I L I T Y
T Y P E S :T E C H N I C A L
E CO N O M I C
L E G A L
O P E R AT I O N A L
S C H E D U L I N G
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
T E C H N I C A L F E A S I B I L I T Y :
Technology
Labour
Transport / Shipping
Physical Location
Materials
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
E CO N O M I C F E A S I B I L I T Y :
Target Market
Competitors
Predicted Costs
Demand forecasts & projections
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
L E G A L F E A S I B I L I T Y :
Confirm legal requirements & restrictions
Copyrights
Permits
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
O P E R AT I O N A L F E A S I B I L I T Y :
Compatibility with business operations
Environment
Ease of operation
Fit for purpose
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
S C H E D U L I N G F E A S I B I L I T Y :
Project timeline
Milestones
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
R E D, A M B E R & G R E E N R E V I E W ( R A G )
Funds, resources & time
unavailable
Funds, resources & time
restricted
Funds, resources & time available
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
R E D, A M B E R & G R E E N R E V I E W ( R A G )
Problems are arising that may
jeopardise the success of the project
Potential problems have appeared &
intervention may be necessary as the project
progresses
Project is proceeding as planned & on schedule
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
G O / N O - G O R E V I E W :
Technical Review
Economic Review
Legal Review
Operational Review
Scheduling Review
P RO J E C T S TA K E H O L D E R S
According to the PMI
(Project Management Institute)
the term refers to “an individual, group or
organization that is actively involved
in the project, anyone who may affect,
be affected by, or perceive itself to be affected
by a decision, activity, product or any type of
outcome of the project”.
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
(Mah
an
& R
aym
on
d, 2017)
Who is affected positively or
negatively by the project?
I D E N T I F Y I N G
S TA K E H O L D E R S :
Who has the power to make it
succeed or fail?
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
Who has influence over
other stakeholders?
Who makes the
decisions about money?
Who has the potential
to solve problems
with the project?
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
Who has specialist skills which
are crucial to the project?
Who is the
end user?
Who is in charge of
assigning or procuring
resources or facilities?
R E S O U R C I N G D I R E C TO R S
T O P M A N A G E M E N T
A C C O U N T I N G D E PA R T M E N T
(Mah
an
& R
aym
on
d, 2017)
I N T E R N A L
S TA K E H O L D E R S
OT H E R S
PROFESSIONAL DIPLOMA IN NUTRITION
E X PA N D E D
S TA K E H O L D E R S
▪ Employees
▪ Vendors
▪ Customers
▪ Manufacturers
▪ Environmental & other
community activities
M A I N TA I N I N G S T R O N G ,
C O N S I S T E N T
C O M M U N I C AT I O N S
W I T H A L L T Y P E S O F
S TA K E H O L D E R S E N S U R E S
A S M O OT H P R O J E C T
W I T H M U C H M O R E B U Y -
I N A N D B E T T E R P U B L I C
R E L AT I O N S .
M A P P I N G T H E P O W E R I N T E R E S T M AT R I X
(MacD
oln
ald
, 2019)
L E V E L O F I N T E R E S T
PO
WE
R
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
K E E P
S A T I S F I E DK E Y
P L A Y E R S
K E E P
I N F O R M E D
M I N I M A L
E F F O R T
H I G H P O W E R & H I G H I N T E R E S T
(MacD
oln
ald
, 2019)
L E V E L O F I N T E R E S T
PO
WE
R
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
K E E P
S A T I S F I E DK E Y
P L A Y E R S
K E E P
I N F O R M E D
M I N I M A L
E F F O R T
▪ Need to be engaged regularly
and managed closely
▪ Key players
▪ This group will require the most
effort to keep satisfied
(MacD
oln
ald
, 2019)
L E V E L O F I N T E R E S T
PO
WE
R
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
K E E P
S A T I S F I E DK E Y
P L A Y E R S
K E E P
I N F O R M E D
M I N I M A L
E F F O R T
▪ Keep these stakeholders satisfied
by striking a careful balance
between keeping them informed,
but not overloading them with
too much information.
H I G H P O W E R & LO W I N T E R E S T
(MacD
oln
ald
, 2019)
L E V E L O F I N T E R E S T
PO
WE
R
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
K E E P
S A T I S F I E DK E Y
P L A Y E R S
K E E P
I N F O R M E D
M I N I M A L
E F F O R T
• You should keep these stakeholders
adequately informed and consult with
them regarding their area of interest,
and make sure they don’t have any
major issues with the project.
• These stakeholders can often help with
the detail of the project
LO W P O W E R & H I G H I N T E R E S T
(MacD
oln
ald
, 2019)
L E V E L O F I N T E R E S T
PO
WE
R
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
K E E P
S A T I S F I E DK E Y
P L A Y E R S
K E E P
I N F O R M E D
M I N I M A L
E F F O R T
• Inform these stakeholders with general
information
• Don’t overload them with excessive
communication, but you should monitor
them, because they may become more
powerful to the project and have a higher
interest in it
LO W P O W E R & LO W I N T E R E S T
M I N I M A L I S T
R E G I S T E R
N A M E T I T L E I N T E R E S T P O W E R R E Q U I R E M E N T S E X P E C T A T I O N S
PROFESSIONAL DIPLOMA IN NUTRITION
S TA K E H O L D E R
R E G I S T E R
NAMEINTERNAL/
EXTERNALPOSITION INTEREST INFLUENCE CONTRIBUTION CONCERNS CONTACT
John doe Internal CEO High HighFinancial expertise
Budget [email protected]
Susan sunshine
External Client High HighApproves deliverables
Project timeline
PROFESSIONAL DIPLOMA IN NUTRITION
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
A P R O J E C T C H A RT E R
D E F I N E S :
Re a s o n f o r t h e p ro j e c t
T h e m a i n s t a ke h o l d e r s
B e n e f i t s o f t h e p ro j e c t
O b j e c t i v e s a n d c o n s t r a i n t s
R i s k s i d e n t i f i e d
G e n e r a l o v e r v i e w o f t h e b u d g e t
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
P R O J E C T P L A N N I N G
LESSON 3 :
▪ What happens during the project planning phase?
▪ What is a project plan?
▪ Work breakdown structures (WBS)
▪ Work packages
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
S U M M A RY
• Project scope is…
• A detailed account of every aspect of the project
that needs to be achieved to reach the project
goals
• Scope comprises of…
• Timeline
• Deliverables
• Milestones
• Reports
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
S U M M A RY
• A feasibility study defines….
• What the project is
• How it will be implemented
• Why the project is undertaken
• Plan to achieve the project goal
• Feasibility report
• Define the project stakeholders and develop the
register acknowledging the power and interest the
different stakeholders wield.
THANK YOUFOR AT TENDING
LESSON 2 :
MODULE 1:
MODULE 3:
MODULE 2:
MODULE 4:
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
SEE YOU SOON FOR LESSON 3 :
MODULE 1:
MODULE 3:
MODULE 2:
MODULE 4:
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
R E F E R E N C E S
PROFESSIONAL DIPLOMA IN PROJECT MANAGEMENT
• IBM. (2019, November 28). Project Executive Role. Retrieved from IBM Knowledge
Center:
https://www.ibm.com/support/knowledgecenter/SSFCZ3_10.5.3/com.ibm.tri.doc/wpm_
roles_portals/r_project_executive.html
• Wrike. (2019, 11 28). Wrike. Retrieved from What is a Stakeholder in Project
Management?: https://www.wrike.com/project-management-guide/faq/what-is-a-
stakeholder-in-project-management/
• Project Management Institute. (2019, November 11). Project Management
Institute. Retrieved from What is Project Management?:
https://www.pmi.org/about/learn-about-pmi/what-is-project-management
• Santos, J. M. (2020, January 17). Top 10 Best Project Management Software & Tools in
2020. Retrieved from Project-Management.com: https://project-
management.com/top-10-project-management-software/