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PMP Training - 01 introduction to framework PMP Training - 01 introduction to framework Presentation Transcript

  • Created by ejlp12@gmail.com, June 2010
    1-2-3 – Introduction
    Project Management Training
  • PMI & PMP
    The Project Management Institute (PMI) is project management professional association with over 500,000 member. Established in 1969 and located in US.
    Project Management Professional (PMP) credential recognizes demonstrated knowledge and skill in leading and directing project teams and in delivering project results within the constraints of schedule, budget and resources.
    PMI, PMBOK, PMP are registered marks of Project Management Institute, Inc.
  • The Project Management Framework
    Chapter 1 –Introduction
    Chapter 2 –Project Life Cycle and Organization
    Chapter 3 – Project Management Process for a Project
  • References for PMP Study
    This course is using following resources as references:
    A Guide to The Project Management Body of Knowledge (PMBOK Guide)Fourth Edition© 2008 PMI
    PMP Exam Prep, Rita’s Course in a Book for passing the PMP ExamSixth Edition© 2009 Rita Mulcahy, PMP
  • 1 – INTRODUCTION
  • PMBOK Guide
    Is a standard (formal document that describes established norms, methods, processes and practices)
    Guidelines for managing individual projects
    A good practices which are applicable to most project most of the time
    A common vocabulary within project management profession
    A foundational project management reference
    PMI Code of Ethics and Professional Conduct is also requirement for PMP certification
  • Advantages of Using Formal Project Management
    Better control of financial, physical, and human resources
    Improved customer relations  Improved customer relations
    Shorter development times
    Lower costs
    Higher quality and increased reliability
    Higher profit margins
    Improved productivity
    Improved productivity
    Better internal coordination
    Higher worker morale (less stress)
  • What is Project?
    A Project is a temporary endeavor undertaken to create a unique, product, service, or result.
    Temporary = a definite beginning and end.
    Repetitive elements may be present but has fundamental uniqueness
    Is progressively elaborated.
    Distinguishing characteristics of each unique project will be progressively detailed as the project is better understood.
  • Project Attributes
    A project:
    Has a unique purpose
    Is temporary
    Is developed using progressive elaboration
    Requires resources, often from various areas
    Should have a primary customer or sponsor
    The project sponsor usually provides the direction and funding for the project
    Involves uncertainty
  • Project vs. Operational Work
  • What is Project Management?
    The application of knowledge, skills, tools and technique to project activities to meet project requirements
    Project Management is accomplished through the application and integration of the processes which are grouped in the 5 process groups:
    Initiating
    Planning
    Executing
    Monitoring and Controlling
    Closing
    Due to the nature of change, managing project is iterative and goes through progressive elaboration throughout the project’s lifecycle
  • Managing Project
    The Project Manager is the person responsible for accomplishing the project objectives.
    Managing a project includes:
    Identifying requirements.
    Establishing clear and achievable objectives.
    Balancing the competing demands of quality, scope, time and cost.
    Adapting the specifications, plans, and approach to the different concerns and expectations of the various stakeholders.
    Progressive Elaboration -- definitionContinuously improving and detailing a plan as more detailed and specific information and more accurate estimates become available as the project progresses, and thereby producing more accurate and complete plans that result from the successive iterations of the planning process.
  • Project Constraints
    Every project is constrained in different ways by its:
    Scope
    Schedule/Time
    Cost/Budget
    Quality
    Resources
    Risk
    If any one factor changes, at least one other factor is likely to be affected.
    It is the project manager’s duty to balance these competing constraints.
    COST/RESOURCES
    SCHEDULE/TIME
    The Triple Constraint
    or
    The Trade-off Triangle
    SCOPE/QUALITY
  • Projects and Strategic Planning
    Projects are means of
    Achieving organization’s strategic plan.
    Organizing activities that cannot be addressed within the organizations normal operational limits.
    Projects are typically authorized as a result of one or more of the following strategic considerations:
    • Market demand
    • Strategic opportunity/business need
    • Customer request
    • Technological advancement
    • Legal requirements
    • Ecological Impacts
    • Social need
  • Project Management Framework
  • Project Management Knowledge Areas
    Four core knowledge areas lead to specific project objectives.
    Project scope management involves defining and managing all the work required to complete the project successfully.
    Project time management includes estimating how long it will take to complete the work, developing an acceptable project schedule, and ensuring timely completion of the project.
    Project cost management consists of preparing and managing the budget for the project.
    Project quality management ensures that the project will satisfy the stated or implied needs for which it was undertaken.
  • Project Management Knowledge Areas
    Four facilitating knowledge areas are the means through which the project objectives are achieved.
    Project human resource management is concerned with making effective use of the people involved with the project.
    Project communications management involves generating, collecting, disseminating, and storing project information.
    Project risk management includes identifying, analyzing, and responding to risks related to the project.
    Project procurement management involves acquiring or procuring goods and services for a project from outside the performing organization.
    • One knowledge area (project integration management) affects and is affected by all of the other knowledge areas.
  • Project Management Tools and Techniques
    Project management tools and techniques assist project managers and their teams in various aspects of project management.
    Note that a tool or technique is more than just a software package.
    Specific tools and techniques include:
    Project charters, scope statements, and WBS (scope)
    Gantt charts, network diagrams, critical path analyses (time)
    Net present value, cost estimates, and earned value management (cost)
  • Project Success
    There are different ways to define project success:
    The project met scope, time, and cost goals.
    The project satisfied the customer/sponsor.
    The project produced the desired results.
  • Relationships Among Project Management, Program Management and Portfolio Management
    Project Management
    Program Management
    Portfolio Management
    Project Management Office
    PMO
  • What is a Program?
    A program is:
    “a group of related projects managed in a coordinated way to obtain benefits and control not available from managing them individually.”
    A program manager provides leadership and direction for the project managers heading the projects within the program.
    ADVANTAGES
    Decreased risk
    Economies of Scale
  • Portfolios and Portfolio Management
    A portfolio is a collection of projects or programs and other work that are grouped together to facilitate effective management of that work to meet strategic business objectives.
    Portfolio managers help their organizations
    make wise investment decisions
    by helping to select and analyze projects from a strategic perspective
  • Comparative Overview
  • Project Management Compared to Project Portfolio Management
  • Projects and Strategic Planning
    Projects are means of organizing activities that cannot be addressed within the organizations normal operational limits.
    Projects are typically authorized as a result of one or more of the following strategic considerations:
    A Market Demand & Organizational Need
    A Customer Request
    A Technological Advancement
    A Legal Requirement
  • Subprojects
    Projects are frequently divided into more manageable components or subprojects.
    Subproject are often contracted to an external enterprise or to another functional unit in the performing organization.
    Subprojects can be referred to as projects and managed as such
  • PMO
    A department that centralizes the management of projects. A PMO usually takes one of three roles:
    Project Support: Provide project management guidance to project managers in business units.
    Project Management Process/Methodology: Develop and implement a consistent and standardized process.
    Training: Conduct training programs or collect requirements for an outside company
  • Primary Function of PMO
    A Primary function of PMO is to support project managers in a variety of ways which may include, but are not limited to:
    Managing shared resources across all the projects administered by the PMO
    Identifying and developing project management methodology, practices & standards
    Coaching, mentoring , training and oversight
    Monitoring compliance with project management standard policies, procedures , and templates via project audits .
    Developing and managing project policies, procedures, templates, and other shared documentation ( organizational process assets); and
    Co coordinating communication across projects
  • Project Management Office (PMO) – Cont’d
    Home for project managers: Maintain a centralized office from which project managers are loaned out to work on projects.
    Internal consulting and mentoring: Advise employees about best practices.
    Project management software tools: Select and maintain project management tools for use by employees.
    Portfolio management: Establish a staff of program managers who can manage multiple projects that are related, such as infrastructure technologies, desktop applications and so on, and allocate resources accordingly.
  • Role of a Project Manager
    The Project Manager is the person responsible for accomplishing the project objectives.
    Project managers strive to meet the triple constraint by balancing project scope, time, and cost goals
    Depending on the organization structure , a project manager may report to functional manager.
    In other cases project manager may be one of the several project managers who report to a portfolio or program manager that is ultimately responsible for enterprise wide projects . In this type of structure, the project manager works closely with the portfolio or program manager to achieve the project objectives
  • Project Expediter and Coordinator
    Project manager’s role can very limited
    Project Expediter
    acts primarily as a staff assistant
    as communications coordinator.
    cannot personally make or enforce decisions.
    Project Coordinator
    has some power to make decisions
    Has some authority
    reports to a higher-level manager
  • Stakeholders
    Stakeholders are persons or organizations who are actively involved in the project or whose interests may positively or negatively affected by the performance or completion of the project.
    Stakeholders have varying levels of responsibility and authority and can change over the project life cycle
    Project management team must continuously identify both external and internal stakeholders
    Project manager must manage the influence of various stakeholders in relation to the requirements and balance stakeholders’ interest
  • Stakeholders
    Some examples of project stakeholders
  • Enterprise Environmental Factors
    Refer to both internal & external environmental factors that surround or influence a project’s success
    As an input in almost all project management process
    May enhance or constrain project management options
    May have positive or negative influence on the outcome
    Examples:
    • Organizational culture, structure, and processes
    • Government or industry standards
    • Infrastructure
    • Existing human resources
    • Personnel administration
    • Company work authorization systems
    • Marketplace conditions
    • Stakeholder risk tolerances
    • Political climate
    • Organization’s established communications channels
    • Commercial databases
    • Project management information
  • 2 – Project Life Cycle and organization
  • The Project Life Cycle
    The project life cycle is the agglomeration of all phases in the project
    All projects are divided into phases, and all projects, large or small, have a similar life cycle structure.: Starting the project , organizing and preparing , carrying out the project work and closing the project
    At a minimum, project will have a beginning or initiation phase, an intermediate phase or phases, and an ending phase.
    Each phase has a defined endpoint
  • Characteristics of Project Life Cycle
    • Cost and staffing levels are low at the start, peak as the work is carried out, and drop rapidly as the project draws to a close.
    • Stakeholder influences, risk, and uncertainty, are greatest at the start of the project. These factors decrease over the life of the project.
    • Ability to influence the final characteristics of the project’s product, without significantly impacting cost, is highest at the start of the project and decreases as the project progresses towards completion. …or…The cost of changes and correcting errors typically increases substantially as the project approaches completion.
  • Project Phases and the Project Life Cycle
    A project life cycle is a collection of project phases that defines:
    What work will be performed in each phase
    What deliverables will be produced and when
    Who is involved in each phase
    How management will control and approve work produced in each phase
    A deliverable is a product or service produced or provided as part of a project
  • Handoffs
    Project phases evolve through the life cycle in a series of phases sequences called handoffs, or technical transfers. The end of one phase sequence typically marks the beginning of the next.
  • Phase-to-Phase Relationships
    There are three basic types of phase–to–phase relationships :
    A Sequential relationship : where a phase can only start once the previous phase is complete
    An Overlapping relationship : where the phase starts prior to completion of the previous one (Fast tracking). Overlapping phase may increase risk and can result in rework .
    An Iterative relationship : where only one phase is planned at any given time and the planning for the next is carried out as work progresses on the current phase and deliverables
  • Organizational Influences
    Some organizational aspects that influence how project are performed:
    Culture and style (Cultural norms)
    Organizational structure
    Degree of project management maturity
    Project management systems
  • Types of Organizational Structures (1)
    Functional
    Organization is grouped by areas of specialization
    Project generally occur within a single department
    Projectized
    Entire company is organized by projects
    Personnel are assigned and report to a project manager
  • Types of Organizational Structures (2)
    Weak Matrix
    Power rest with the functional manager
    Power of project manager = coordinator or expediter
    Balanced Matrix
    Power is shared between the project manager and the functional manager
  • Types of Organizational Structures (3)
    Strong Matrix
    Power rest with the project manager
    Composite
  • Organizational Structure
    Influences of organizational structure on projects
  • Organizational Structure
  • Organizational Process Assets
    Processes & Procedures
    Organizational standard processes such as standards, policies
    Standardized guidelines, work instruction, proposal evaluation criteria, and performance measurement criteria
    Templates
    Financial control procedures
    Procedures for prioritizing, approving, and issuing work authorization
    Etc.
    Corporate Knowledge Base
    Process measurement databases
    Project files
    Historical information & lesson learned knowledge bases
    Issue and defect management databases
    Configuration management knowledge bases
    Financial databases
    Etc.
  • 3 – Project Management Process
  • Project Management Process
    Monitoring &
    Controlling Processes
    Two categories of project process:
    Product-oriented process  should be considered in project but not explained in PMBOK
    Project management process
    Planning
    Processes
    Enter phase/
    Start project
    Exit phase/
    End project
    Initiating
    Processes
    Closing
    Processes
    Executing
    Processes
    Project
    Boundaries
  • Process Interaction
    Project management processes are represented as discrete elements with well-defined interface
    In practice, they overlap and interact
    I
    P
    E
    C
    M&C
  • Process Groups & Knowledge Areas Mapping
  • Next topic: Project Integration Management
    Thank You