Introduce Project Management


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Intro to PM

Project Planning

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Introduce Project Management

  1. 1. PROJECT MANAGEMENT <ul><li>Prepare by: M.Ganesh Murugan </li></ul>
  2. 2. Project Management <ul><li>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 </li></ul>
  3. 3. Some of the characteristics of Projects <ul><li>Projects are different from ordinary work. They are intended to change things </li></ul><ul><li>Projects have a timeframe with a beginning and an end </li></ul><ul><li>Projects have to be planned </li></ul><ul><li>Projects use resources and need a budget </li></ul><ul><li>Projects require evaluation – the criteria for evaluation need to be established from the beginning </li></ul><ul><li>Projects have an outcome, which is not necessarily known at the outset (beginning) </li></ul><ul><li>Projects involve people </li></ul><ul><li>Project is always developed in steps and continuing by increments – Progressive Elaboration </li></ul><ul><li>A project creates unique deliverables </li></ul><ul><li>Project management reduces risk and increases the chance of success </li></ul>
  4. 4. Project management - The Triple Constraint <ul><li>The three most important factors </li></ul><ul><ul><li>Time </li></ul></ul><ul><ul><li>Cost </li></ul></ul><ul><ul><li>Scope </li></ul></ul><ul><ul><li>These form the vertices with quality as a central theme. </li></ul></ul><ul><li>Projects must be delivered on time. </li></ul><ul><li>Projects must be within cost. </li></ul><ul><li>Projects must be within scope. </li></ul><ul><li>Projects must meet customer quality requirements </li></ul>
  5. 5. <ul><li>The Four most important factors </li></ul><ul><ul><li>Time </li></ul></ul><ul><ul><li>Cost </li></ul></ul><ul><ul><li>Scope. </li></ul></ul><ul><ul><li>Quality </li></ul></ul><ul><ul><li>These form the vertices with Customer Expectations as a central </li></ul></ul><ul><ul><li>theme. </li></ul></ul>Project management - Diamond
  6. 6. Essential qualities of project manager <ul><li>(a) Strong leadership ability </li></ul><ul><li>(b) Ability to develop people </li></ul><ul><li>(c) Excellent communication skills </li></ul><ul><li>(d) Ability to handle stress </li></ul><ul><li>(e) Good interpersonal skills </li></ul><ul><li>(f) Problem-solving skills </li></ul><ul><li>(g) People management (customers, suppliers, functional managers and project team) </li></ul><ul><li>(h) Creative thinking </li></ul><ul><li>(i) Time Management </li></ul>
  7. 7. Project Management lifecycle <ul><ul><li>The Project Management lifecycle consists of five phases called </li></ul></ul><ul><ul><li>Project Management Process Groups </li></ul></ul><ul><ul><li>Project Initiation </li></ul></ul><ul><ul><ul><li>Everything that is needed to set-up the project before work can start </li></ul></ul></ul><ul><ul><li>Project Planning </li></ul></ul><ul><ul><ul><li>Detailed plans of how the work will be carried out including time, cost and resource estimates. </li></ul></ul></ul><ul><ul><li>Project Execution </li></ul></ul><ul><ul><ul><li>Doing the work to deliver the product, service or desired outcome. </li></ul></ul></ul><ul><ul><li>Project Monitoring and Control </li></ul></ul><ul><ul><ul><li>Ensuring that a project stays on track and taking corrective action to ensure it does. </li></ul></ul></ul><ul><ul><li>Project Closeout </li></ul></ul><ul><ul><ul><li>Formal acceptance of the deliverables and disbanding of all the elements that were required to run the project. </li></ul></ul></ul>
  8. 8. Project Management Process - Knowledge Areas <ul><li>Integration management </li></ul><ul><li>Scope management </li></ul><ul><li>Time management </li></ul><ul><li>Cost management </li></ul><ul><li>Quality management </li></ul><ul><li>Human resource management </li></ul><ul><li>Communications management </li></ul><ul><li>Risk management </li></ul><ul><li>Procurement management. </li></ul>
  9. 9. Project management activities <ul><li>Analysis and design of objectives and events </li></ul><ul><li>Planning the work according to the objectives </li></ul><ul><li>Assessing and controlling risk (or Risk Management) </li></ul><ul><li>Estimating resources </li></ul><ul><li>Allocation of resources </li></ul><ul><li>Organizing the work </li></ul><ul><li>Acquiring human and material resources </li></ul><ul><li>Assigning tasks </li></ul><ul><li>Directing activities </li></ul><ul><li>Controlling project execution </li></ul><ul><li>Tracking and reporting progress (Management information system) </li></ul><ul><li>Analyzing the results based on the facts achieved </li></ul><ul><li>Defining the products of the project </li></ul><ul><li>Forecasting future trends in the project </li></ul><ul><li>Quality Management </li></ul><ul><li>Issues management </li></ul><ul><li>Issue solving </li></ul><ul><li>Defect prevention </li></ul><ul><li>Identifying, managing & controlling changes </li></ul><ul><li>Project closure (and project debrief) </li></ul><ul><li>Communicating to stakeholders </li></ul>
  10. 10. Project Planning <ul><li>a) Project Goals </li></ul><ul><li>A project is successful when the needs of the stakeholders have been met. (directly or indirectly). </li></ul><ul><li>1. Identify the stakeholders of a project </li></ul><ul><li>Examples of stakeholders are: </li></ul><ul><li>The project sponsor </li></ul><ul><li>The customer who receives the deliverables </li></ul><ul><li>The users of the project outputs </li></ul><ul><li>The project manager and project team </li></ul><ul><li>2. Establish their needs </li></ul><ul><li>Conducting stakeholder interviews – Consists of </li></ul><ul><li>Create real benefits </li></ul><ul><li>Don't deliver benefits </li></ul><ul><li>Aren't relevant </li></ul><ul><li>3. List of needs is to prioritize </li></ul><ul><li>High priority </li></ul><ul><li>low priority </li></ul><ul><li>4. Create a set of goals </li></ul><ul><li>S - Specific, significant, stretching </li></ul><ul><li>M - Measurable, meaningful, motivational </li></ul><ul><li>A - Attainable, agreed upon, achievable, acceptable, action-oriented </li></ul><ul><li>R - Relevant, realistic, reasonable, rewarding, results-oriented </li></ul><ul><li>T - Time-based, timely, tangible, trackable </li></ul>
  11. 11. Project Planning <ul><li>b) Project Deliverables </li></ul><ul><li>Create a list of things the project needs to deliver in order to meet those goals. </li></ul><ul><li>Specify when and how each item must be delivered. </li></ul><ul><li>Add the deliverables to the project plan with an estimated delivery date. </li></ul><ul><li>More accurate delivery dates will be established during the scheduling phase, which is next. </li></ul>
  12. 12. Deliverables List 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
  13. 13. Project Planning <ul><li>c) Project Schedule </li></ul><ul><li>a) Create a list of tasks that need to be carried out for each deliverable </li></ul><ul><li>Each task identify the following: </li></ul><ul><li>The amount of effort (hours or days) required to complete the task </li></ul><ul><ul><li>Effort required for each deliverable and an accurate delivery date. Update it. </li></ul></ul><ul><li>The resource who will carryout the task </li></ul><ul><li>b) create the project schedule by using software package such as Microsoft Project, templates, etc., </li></ul><ul><li>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. </li></ul><ul><li>In this case contact the sponsor immediately. The options you have in this situation are: </li></ul><ul><li>Renegotiate the deadline (project delay) </li></ul><ul><li>Employ additional resources (increased cost) </li></ul><ul><li>Reduce the scope of the project (less delivered) </li></ul>
  14. 14. Is the project on schedule - Variance Table and Tracking Gantt
  15. 15. Project Planning <ul><li>d) Supporting Plans </li></ul><ul><li>a) Human Resource Plan </li></ul><ul><li>Identify by name the individuals and organizations with a leading role in the project. </li></ul><ul><li>Describe their roles and responsibilities on the project. </li></ul><ul><li>Describe the number and type of people needed to carryout the project. </li></ul><ul><li>For each resource detail start dates, estimated duration and the method you will use for obtaining them. </li></ul><ul><li>b) Communications Plan </li></ul><ul><li>A document showing who needs to be kept informed about the project </li></ul><ul><li>How they will receive the information. </li></ul><ul><li>Example </li></ul><ul><li>Weekly/monthly progress report, </li></ul><ul><li>Describing how the project is performing, milestones achieved and work planned for the next period. </li></ul>
  16. 16. Project Requirements Checklist Item Quantity When Required? Availability Secured? For How Long? Comments/ Action Human Resources Core Team Members Part-time Team Members Technical Specialists Business Experts Physical Resources Project Workspace & Supplies: <ul><li>Office Space </li></ul>Software: <ul><li>Word Processor </li></ul><ul><li>Project Management Tool </li></ul><ul><li>Graphics Tool </li></ul><ul><li>Presentation Tool </li></ul><ul><li>Internet Access </li></ul><ul><li>Phones </li></ul>
  17. 17. Project Planning <ul><li>c) Risk Management Plan </li></ul><ul><li>Risk management is an important part of project management. </li></ul><ul><li>It is important to identify as many risks to your project as possible and be prepared if </li></ul><ul><li>something bad happens. </li></ul><ul><li>Here are some examples of common project risks: </li></ul><ul><li>Time and cost estimates too optimistic </li></ul><ul><li>Customer review and feedback cycle too slow </li></ul><ul><li>Unexpected budget cuts </li></ul><ul><li>Unclear roles and responsibilities </li></ul><ul><li>Stakeholder input is not sought or their needs are not properly understood </li></ul><ul><li>Stakeholders changing requirements after the project has started </li></ul><ul><li>Stakeholders adding new requirements after the project has started </li></ul><ul><li>Poor communication resulting in misunderstandings, quality problems and rework </li></ul><ul><li>Lack of resource commitment </li></ul><ul><li>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. </li></ul><ul><li>Review your risk log on a regular basis adding new risks as they occur during the life of the project. </li></ul>
  18. 18. RISK LOG FORM [029] Ref: Version: Programme: Project: PRINCE2 RISK 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: