01 project management framework

Company

LOGO

Project Management

Framework

Waleed El-Naggar, MBA, PMP

Agenda

1. Introduction to Project Management

2. Organizational Structures

3. Project Lifecycle Definition

4. Project Management Processes

2Compiled by: Waleed El-Naggar5/5/2009

5. PMP Certificate

What Is a Project?

Temporary endeavor

• Every project has a definite beginning and a definite end

• Does not mean short duration

Undertaken to create a unique product, service or result

• A product or artifact that is produced, is quantifiable, and can be

either an end item in itself or a component item

• A capability to perform a service, such as business functions

supporting production or distribution

• A result, such as outcomes or documents

A temporary endeavor undertaken to create

a unique product or service


Project, Portfolio and Program


Subproject

A manageable component of a project

May be performed by a separate organization

Could be a project phase

Subprojects are typically referred to as projects and

managed as such


What Is Project Management?

Application of knowledge, skills, tools, & techniques to

project activities to meet project requirements

Project manager must balance the competing project

constrains which are:

• Scope

• Quality

• Schedule

• Budget

• Resources

• Risk


Project Management vs. Operation

Operations are an organizational function performing an

ongoing execution of activities.

Examples: Production, manufacturing, and accounting

operations.

Projects help achieve the organizational goals when they

are aligned with the organization’s strategy.

Projects require project management while operations

require business process management (BPM) or

operations management.


Project Phases & the Project Life Cycle

A project can be divided up into phases

The completion of a phase is marked by a deliverable

Collectively the project phases make up the project life

cycle

Cost and

Staffing

Level

Start

Time

Intermediate Phase

Initial Phase

Final

Phase


Cost & Staffing levels across the

project life cycle


Stakeholders Influence

Stakeholders are individuals or organizations that are

actively involved in the project, or whose interests may be

affected as a result of project execution or project

completion

Start Finish

Low

Project Time

Influence of stakeholders

Cost of changes

High


Standard vs. Regulation

A Standard is :

A document approved by a recognized body

providing a set of rules to achieve an optimum

degree of order in a given context.

There is no penalty for non-compliance.

A regulation is:

A requirement which specifies the characteristics

of a product/service .

Compliance is mandatory.


Project Stakeholders

Key Stakeholders

Project manager Manages the project

Customer Uses the product or service

Performing organization Enterprise that does the project

work

Sponsor Provides financial resources

Individuals and organizations who are actively

involved in the project and whose interests

may be positively or negatively affected by

the project success or failure


Project Stakeholders


Project Phases

Divides the project into phases that

provide better management control and

the appropriate links to the ongoing

operations of the organization

Project Governance Across the Life Cycle

Phase-to-Phase Relationship


Project Groups & Phases


Project Management Skills

General Management knowledge and skills: Planning,

organizing, staffing, executing and controlling.

Interpersonal skills:

Effective Communication.

Influencing the organization: “getting things done”

Leadership: Vision – strategy -Direction.

Motivating people: Energizing people.

Negotiation and conflict management.

Problem solving: Problem definition, alternatives

identification and decision making.


Project Management Office (PMO)

An organizational unit to centralize and

coordinate the management of projects under its

domain.

Involved in the selection, management,

redeployment of shared project personnel.

Provides dedicated training for project managers.

Provides enterprise- wide project management

software.

Centrally monitors all PMO timelines and budgets.

Coordinates overall project quality standards.


What Is a Deliverable?

A tangible, verifiable product, result or

capability to perform a service that must be

produced to complete a process, phase, or

project.

A deliverable often marks the end of a phase

of the project

Phase end = Phase exit, stage gates, or kill

points


Organizational Structures

Functional

Projectized

Weak Matrix

Balanced Matrix

Strong Matrix


Functional Organization

Project

CoordinationChief

Executive

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff Staff

Staff Staff

Staff


Projectized Organization

Project

Manager

Project

Manager

Project

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Staff Staff

Chief

Executive


Weak Matrix Organization

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Staff Staff

Project

Coordination

Chief

Executive


Balanced Matrix Organization

Chief

Executive

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Manager Staff


Strong Matrix Organization

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Staff Staff

Manager of Project

Managers

Project Manager

Project Manager

Project Manager

Chief

Executive


Organizational Structure Influences

Matrix Functional

Weak Matrix Balanced Matrix Strong Matrix

Projectized

Project Manager's Authority

Little or None Limited Low to Moderate Moderate to High High to Almost

Total

Resource Availability Little or None Limited Low to Moderate Moderate to High High to Almost

Total

Who controls the project budget

Functional Manager

Functional Manager

Mixed Project Manager Project Manager

Project Manager's Role Part-time Part-time Full-time Full-time Full-time

Project Management Administrative Staff

Part-time Part-time Part-time Full-time Full-time

Organization

TypeProject

Characteristics


Advantages/Disadvantages of Organizations

I. Functional Organization

Grouped by areas of specialization/ functions.

Power is with the functional leader.

Advantages: Access to specialists; members

reporting to only one supervisor, clearly defined

career paths

Disadvantages: less focus on project deliverables,

no career path on Project Management, PM has

no authority


Organization is by projects. Personnel report to

PM/has total power.

Advantages: Efficient project organization -

Loyalty to the project - effective communications.

Disadvantages: No “home” after the project is

completed - duplication of facilities.

II. Projectized Organization



Power varies between Project & Functional managers according to its type (strong, balanced or weak)

Advantages:

Maximum utilization of scarce resources

Efficient horizontal and vertical dissemination of information

Retention of home after project closure.

Disadvantages:

Different priorities between PM & FM (Conflicts)

Dual reporting

Complex to monitor and control

Duplication of effort

III. Matrix Organization



Balance of Power in an Organization

Pure

Functional

Weak

Matrix

Balanced

Matrix

Strong

Matrix

Pure

Projectized

Functional Influence in Decision Making

Project Influence in Decision Making


Quiz

What type of organization is BEST for

managing complex projects involving cross

disciplinary efforts?

A. Projectized

B. Functional

C. Line

D. Matrix

5/5/2009 Compiled by: Waleed El-Naggar 30

The answer is: D

Types of Life Cycles

Product Life Cycle

A Project is undertaken to present only one aspect

of the Product life cycle.

The product life cycle may be composed of several

projects.

Project Management Life Cycle vs. Project Life

Cycle:

Project life cycle is customizable for each project;

example; e.g. Plan – design – implement – test: in

IT projects.

Each step of the Project Life Cycle may contain the

whole project management life cycle.

5/5/2009 31Compiled by: Waleed El-Naggar

Project Management Process Groups

Initiating

Processes

Planning

Processes

Executing

Processes

Closing

Processes

Monitoring &

Controlling Processes


Project Management Process Groups

Initiating Process Group Defines and authorizes the project or a project phase

Planning Process Group Defines and refines objectives, and plans the course of action

required to attain the objectives and scope that the project was undertaken to address

Executing Process Group Integrates people and other resources to carry out the project

management plan for the project

Monitoring and Controlling Process Group Regularly measures and monitors progress to identify variances

from the project management plan so that corrective action can be taken when necessary to meet project objectives

Closing Process Group Formalizes acceptance of the product, services or result and

brings the project or a project phase to an orderly end


Project Process Group Overlaps


Project

Management

Process Groups

and Knowledge

Areas Mapping


Quiz

The project life cycle is comprised of which

of the following?

A. Phases

B. Milestones

C. Estimates

D. Activities


The answer is: A

Quiz

Of the following, which is the logical order of the project

management processes?

A. Initiating, planning, controlling, executing, closing

B. Planning, initiating, controlling, executing, closing

C. Initiating, planning, executing, controlling, closing

D. Planning, initiating, executing, closing


The answer is: C

Project Management Institute

Founded in 1969, the Project Management

Institute (PMI) has grown to be the organization

of choice for project management professionals

world wide.

200,000 members representing 125 countries

Establishes project management standards,

provide seminars, educational programs and

professional certification.

http://www.pmi.org


http://www.pmi.org/

Project Management Professional (PMP)

The PMP certification is the most widely recognized and

respected certification in the field of project

management. The purpose and goal of this certification

program is the development, maintenance, evaluation,

promotion, and administration of a rigorous,

examination-based, professional certification program of

the highest caliber.

Worldwide there are over 50,000 PMPs who provide

project management services in 26 countries.


Certification Test Eligibility Requirements

Category 1• Baccalaureate/equivalent degree

• Minimum of 4,500 hours of project

management experience within the five

process groups (Initiation, Planning,

Execution, Control, Closing)

• 3 years of project management

experience within the last 6 years (36

months of non-overlapping months of

PM experience).

• 35 contact hours of project management

education.

Category 2• High School diploma/equivalent degree

• Minimum of 7,500 hours of project

management experience within the five

process groups (Initiation, Planning,

Execution, Control, Closing)

• 5 years of project management

experience within the last 8 years (60

months of non-overlapping months of

PM experience).

• 35 contact hours of project management

education.


After Passing Examination

Each PMP must satisfy the PMI Continuing

Certification Requirements Program (formerly

called Professional Development Program) in

order to maintain the PMP certification.

Attain no less than 60 Professional

Development Units (PDUs) within a three-year

cycle.

Agree to continue to adhere to PMI’s

Professional Code of Conduct.


PMP Areas

Scope Management 14%

Time Management 7%

Cost Management 7%

Quality Management 8%

Procurement Management 7%

Risk Management 7%

HR Management 12%

Communications Management 12%

Integration Management 12%

Professional Responsibility 14%

Compiled by: Waleed El-Naggar 425/5/2009

PMP Resources

Project Management Body of Knowledge

(PMBOK) Guide, 4th Edition

PMP Exam Prep, 5th Edition by Rita Mulcahy

Project Management Professional Study

Guide, 5th Edition, Kim Heldman


Thank You


01 project management framework

Documents

project phases

project activities

project customer

competing project

project management2

project management processes

result of project execution

project life cycle9compiled