PROJECT MANAGEMENT

Prepare by: M.Ganesh Murugan

Project Management• Project Management can be described as the Planning, Scheduling, Directing,

and controlling of company resources for a project which has been established for the completion of specific goals and objectives

Some of the characteristics of Projects

• Projects are different from ordinary work. They are intended to change things

• Projects have a timeframe with a beginning and an end• Projects have to be planned• Projects use resources and need a budget• Projects require evaluation – the criteria for evaluation need to be

established from the beginning• Projects have an outcome, which is not necessarily known at the outset

(beginning)• Projects involve people• Project is always developed in steps and continuing by increments –

Progressive Elaboration• A project creates unique deliverables• Project management reduces risk and increases the chance of success

Project management - The Triple Constraint

The three most important factors Time Cost Scope

These form the vertices with quality as a central theme.• Projects must be delivered on time. • Projects must be within cost. • Projects must be within scope.

Projects must meet customer quality requirements

The Four most important factors Time Cost Scope. Quality

These form the vertices with Customer Expectations as a central theme.

Project management - Diamond

Essential qualities of project manager

(a) Strong leadership ability(b) Ability to develop people(c) Excellent communication skills(d) Ability to handle stress(e) Good interpersonal skills(f) Problem-solving skills(g) People management (customers, suppliers, functional managers and

project team)(h) Creative thinking (i) Time Management

Project Management lifecycleThe Project Management lifecycle consists of five phases called Project Management Process Groups Project Initiation

Everything that is needed to set-up the project before work can start

Project Planning Detailed plans of how the work will be carried out including time, cost and resource

estimates.

Project Execution Doing the work to deliver the product, service or desired outcome.

Project Monitoring and Control Ensuring that a project stays on track and taking corrective action to ensure it does.

Project Closeout Formal acceptance of the deliverables and disbanding of all the elements that were

required to run the project.

Project Management Process - Knowledge Areas

• Integration management• Scope management• Time management• Cost management• Quality management• Human resource management• Communications management• Risk management• Procurement management.

Project management activitiesI. Analysis and design of objectives and events II. Planning the work according to the objectives III. Assessing and controlling risk (or Risk Management) IV. Estimating resources V. Allocation of resources VI. Organizing the work VII. Acquiring human and material resources VIII. Assigning tasks IX. Directing activities X. Controlling project execution XI. Tracking and reporting progress (Management information system) XII. Analyzing the results based on the facts achieved XIII. Defining the products of the project XIV. Forecasting future trends in the project XV. Quality Management XVI. Issues management XVII. Issue solving XVIII. Defect prevention XIX. Identifying, managing & controlling changes XX. Project closure (and project debrief) XXI. Communicating to stakeholders

Project Planninga) Project GoalsA project is successful when the needs of the stakeholders have been met. (directly or indirectly).1. Identify the stakeholders of a projectExamples of stakeholders are:• The project sponsor • The customer who receives the deliverables • The users of the project outputs • The project manager and project team2. Establish their needsConducting stakeholder interviews – Consists of• Create real benefits• Don't deliver benefits• Aren't relevant 3. List of needs is to prioritize• High priority• low priority4. Create a set of goals• S - Specific, significant, stretching• M - Measurable, meaningful, motivational• A - Attainable, agreed upon, achievable, acceptable, action-oriented• R - Relevant, realistic, reasonable, rewarding, results-oriented• T - Time-based, timely, tangible, trackable

Project Planningb) Project Deliverables• Create a list of things the project needs to deliver in order to meet those goals. • Specify when and how each item must be delivered.• Add the deliverables to the project plan with an estimated delivery date. • More accurate delivery dates will be established during the scheduling phase, which is

next.

Stage Deliverable Name

Description

Acceptance

Criteria

Assigned to (Team Member Name)

In Progress

(Date)

Quality Reviewed

(Date)

Delivered(Date)

Accepted(Date)

Initiation

Planning

Requirements Analysis

Business Analysis

Design

Implementation

Rollout

Close

Deliverables ListDeliverables List

Project Planningc) Project Schedulea) Create a list of tasks that need to be carried out for each deliverableEach task identify the following:• The amount of effort (hours or days) required to complete the task

– Effort required for each deliverable and an accurate delivery date. Update it.• The resource who will carryout the task b) create the project schedule by using software package such as Microsoft Project, templates,

etc.,• A common problem discovered at this point is when a project has an imposed delivery

deadline from the sponsor that is not realistic based on your estimates.• In this case contact the sponsor immediately. The options you have in this situation are:• Renegotiate the deadline (project delay) • Employ additional resources (increased cost) • Reduce the scope of the project (less delivered)

Is the project on schedule - Variance Table and Tracking Gantt

Project Planningd) Supporting Plansa) Human Resource Plan• Identify by name the individuals and organizations with a leading role in the project. • Describe their roles and responsibilities on the project.• Describe the number and type of people needed to carryout the project. • For each resource detail start dates, estimated duration and the method you will use for

obtaining them.b) Communications Plan• A document showing who needs to be kept informed about the project• How they will receive the information. Example

Weekly/monthly progress report, Describing how the project is performing, milestones achieved and work planned for the next period.

Project Requirements Checklist

Item QuantityWhenRequired?

AvailabilitySecured?

For How Long?Comments/Action

Human Resources

Core Team Members

Part-time Team Members

Technical Specialists

Business Experts

Physical Resources

Project Workspace & Supplies:

Office Space

Software:

Word Processor

Project Management Tool

Graphics Tool

Presentation Tool

Internet Access

Phones

Project Planningc) Risk Management PlanRisk management is an important part of project management. It is important to identify as many risks to your project as possible and be prepared if something bad happens.Here are some examples of common project risks:• Time and cost estimates too optimistic • Customer review and feedback cycle too slow • Unexpected budget cuts • Unclear roles and responsibilities • Stakeholder input is not sought or their needs are not properly understood • Stakeholders changing requirements after the project has started • Stakeholders adding new requirements after the project has started • Poor communication resulting in misunderstandings, quality problems and rework • Lack of resource commitment Risks can be tracked using a simple risk log. Add each risk you have identified to your risk log

and write down what you will do in the event it occurs and what you will do to prevent it from occurring.

Review your risk log on a regular basis adding new risks as they occur during the life of the project.

RISK LOG FORM [029]Ref:Version:

Programme: Project: PRINCE2RISK IDENTIFIER:[0001]

Description: Risk Category:[e.g. commercial, legal, technical]

Probability:[estimate of likelihood]

Impact:[effect on project/programme/organisation if risk were to occur]

Proximity:[how close in time is risk likely to occur]

Countermeasures:[what actions have been taken/will be taken to counter this risk]

Owner:[person appointed to monitor this risk]

Author:[who submitted this risk]

Date Identified: Date of Last Update: Current Status:[e.g. reducing, dead, increasing,]

RISK IDENTIFIER:[0002]

Description: Risk Category:

Probability: Impact: Proximity:Countermeasures:Owner: Author: Date Identified: Date of Last Update: Current Status: