this presentation is a reading and briefing of Ch.4 showing The process of Managing Project from Project management book By\Helen Cooke & Karen Tate

1. CHAPTER 4
The process of Managing Project

3. 
starting
Project
Unmet needs Opportunities
Problems need
to be resolved
Discussions
How do Project Starts

4. 
 With the business approach we need to find and choose
the best existing method of operation process.
 When it become clear that resolution cannot be achieved
using an existing operation process and the project is
required then its time to hire a Project Manager .
Business approach

5. 
Project manager brought in to help
shape the project
Project manager develop necessary
parameters for management
After developing the parameters the
project manager will call the decision
to go a head with the project
Project manager

6. 
 project concept is usually created by project sponsor.
 Then it’s the project manager and key experts part to
use their professional judgment and experience to
validate, refine, alter the concept into a plane capable
to delivering the intended result.
 Then the project sponsor and the senior managers
will approve the plan to execution when its fully
developed.
Project Concept

7. 
Concept
Project
life
cycle
Construction
buildinstall
Design
Test
verifysta
rtuplaunc
h
Operate
and
maintain
Retire
Operate
and
maintain
Project life cycle stages

8. 
Project
phases
4.
Closeout
1. Initiation
2.
Planning
3.
Execution
Project phases

9. 
 The term project selection implies that the
management has chosen the project based on its
benefits.
 some project are selected for execution based on
profitability or benefits promised over time.
 Other projects are selected based on how they
contribute other type of benefits to the organization,
such as : improve infrastructure or better market
visibility.
Project selection

10. 
 In some projects they get ( NO-GO) decision, which dose
not necessarily carry negative implication.
 Some projects are considered worthwhile but discretionary
delayed reasons stop the project such as :
• Until some future time if resources are scarce .
• Based on increased cost of the martials in the market place.
• Legal issue .
• Competitive timing.
• Changes in the technology.
• High-level management decision based on the organization
political view .
Project selection- (No-go)
decision

11. 
 Many organizations have standard process in place
for creating , reviewing and tracking the project
within portfolio-groups for similar projects managed
the same enterprise.
 In the large organizations the person how oversees
these groups of projects is called: portfolio manager or
program manage or director.
Project organization

13. 
 Project initiation begins with a business need and a
discussions on how to meet that need .
 Once the need for the project has been defined,
project management methods and process should be
used to start planning the project.
How projects get started

14. 
 Making promises to project deliverables ,budget and
time line to the public is to early before the enough is
known , that is one of the risks that need to be
managed from the project earliest stage .
 If the project sponsors make commitment based on
unrealistic estimation when the accurate or numbers
cannot even be known yet, there may be a problem
meeting the expected date and the project may even
be doomed to failure.
Managing Early Risks

15. 
 Estimates usually are proposed early in the process
of project initiation to judge the projects potential
magnitude and length and determine whether the
project is worth doing !
 as the project progress , estimates become more
accurate .
 Initial estimates are usually not accurate.
Initial Estimations for the
project

16. 
Project progresses estimates

17. 
Project Risk

18. 
Cost Influence

19. 
 Technical approach are used to creating deliverables,
and it proposed by the project team members .
 the technical approach allows help to gain support
from the groups who they are involved for going
ahead with the project .
 The technical approach proposed during the
initiation of the project should be considered
tentative.
Proposed technical approach

20. 
Careful
analysis
of the
problems
Desired
result by
knowable
experts
The Best
technical
approach
technical approach

21. 
 Technical specialists and project management
professionals will validate or refine the proposed
approach based on:
• there definition of the current status .
• Examination of the existing process.
• Changing on Specific functions to meet business needs.
technical approach

22.  Project initiation defined business needs and sets the
purpose and direction of the project.
 The initiation phase of the project clarifies the boundaries
around the solution of business need:
• What is to be accomplished ? And what is out of bounds?
• What is feasible with in the time frames and resources limits,
and what is not?
• What is critical to business successes and what is discretionary?
Defining Business Need

23. 
1. You cannot manage what you cannot
control
2.You cannot control what you have not
planned
3.And you cannot plan what you have
not define.
that’s why we need to define
business needs
Why do we need to define
business needs ?

24.  If clear articulation of a particular need to be addressed was
not yet explored fully in pre-project discussions, then project
initiation is the place to define and document those concepts.
 In projects we should defined some needs:
• In some technical projects we need to define specific requirements.
• In a governmental projects we need to examine the resource and
technical implication of contract specifications.
• In service organization we need to define costumer needs and
document expectations.
What is the needs that
we should defined?

25. 
 The project charter it what makes the project official.
 It’s the document that buts the managements limits as well as
the expectations on paper.
 The charter capture in writing :
• all the key assumptions.
• critical successes factors .
• understanding that the project manager and the team will be
authorized to work within during the planning .
the charter

26. 
 The charter also document all the agreements
discussed during project initiation.
 As well as the approach and approximate time
frames assumed during initiation for use in high-
level planning .
the charter

27. 
charter
documents
list the
names of the
project
stakeholders
Resources
required for
completion
business
reasons for
the project
Estimate
acceptable
range for the
project
budget and
time frame
record
project
main goals
specify the
customers
and their
needs
name the
final
deliverable
clarify what
the customers
wants the
final
deliverable to
do
the charter document

28. 
 A number of organizations that preform projects
under contracting to generate revenue enter their
project through process of contracting.
 A pre-award document prepared to explain the
understanding of what the project boundaries and
assumption are.
Contracting to preform
project

29. 
 A request for proposal (RfP) is a solicitation, often made
through a bidding process, by an agency or company
interested in procurement of a commodity, service or
valuable asset, to potential suppliers to submit business
proposals. It is submitted early in the procurement cycle,
either at the preliminary study, or procurement stage.
Request for proposal-(RFP)

30. 
How
should
respond
the for
RFP
Vehicle
construction
subcontractors Management
consulting
firms
Consulting
engineering
Firms who
have interest
in the project
Original
equipment
manufacturers
Quasi-
government
organization
(RFP) respond

31. 
 the response of the RFP will allow the bidding firms
to understand :
• What the business need really is
• The deliverables.
• The scope of work.
• The project boundaries.
• Critical successes factor.
(RFP) respond

32. 
 The signature of the contractual document signal the
approval of the sponsoring organization that those
understanding are acceptable enough to proceed
with the development of the plan.
 this formal initiation document is an important part
of project initiation phase .
Contract signature

33. 
o prepared by: Eng. Hamad Yousef
Civil Engineer
e-mail: H-aloqayli@hotmail.com