Download - 6a - Project Managem
Project Management (Part 1)
ByBob Larson
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Overview
Project management: Critical support discipline Prominent in inception phase Include monitoring and controlling
projects Projects constrained by:
Schedule Resources
Project risks
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What is Project Management?
Project management involves the defining, planning and executing of the tasks that must be completed to reach your goal
The Project Management Institute (PMI) defines project management as:
". . .The art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, cost, time, quality, and participant satisfaction."
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What is a Project?
A one-time set of non-routine tasks performed in a specific sequence leading to a desired outcome
It has a distinct start and finish date It uses a limited set of resources It involves the time of one or many
people to manage and accomplish the objectives
Often includes various phase completion checkpoints and milestone dates prior to project closure
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Why Project Management Needed
Project management is a total quality method that enables a project team to do the right things the right way at the right time to achieve full customer satisfaction in your projects
Customers expectations: Successful results On time completion Finished within budget A product quality that meets their needs
Management expectations: Consistent performance Repeatable results Measurable activities Customer satisfaction
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Project Intensity
Project management intensity has to fit the project
This intensity varies by the project variables of:
Size – large dollars/hours vs. limited Time to accomplish – months/years vs. days/weeks Complexity of effort – many activities/tasks vs. a few Technology complexity – new development vs. off-
the-shelf Risk of failure – new technology vs. like-replacement Visibility of results – strategic project vs.
improvement project, etc. Involvement across organizational or functional
structure – across units/groups/businesses vs. within a unit
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Project Tools
Project management software Like Microsoft Project Speeds up the process and accuracy Only as good as the effort you put into it
Templates for project forms Available on the Internet
Project notebooks Goal is to keep all project info handy in one
place 3-ring binder(s) with tab dividers Can be put on the computer
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Microsoft Project
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How Does MS Project Add Value?
Requiring a disciplined approach Determining a realistic schedule Improving communications Performing a "what if" analysis Maintaining the data
Project Management and UP
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Project Life Cycle
Initiation phase Planning phase Executing phase Controlling phase Closing phase
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Initiation Phase
Defining the major project goals Determine project selection criteria Assigning the project manager Write the project charter Obtain sign-off of the project
charter
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Planning Phase
Determine project deliverables Write and publish the scope
statement Establish a project budget Define project activities and
estimates Develop a schedule Determine any special skills
required
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Executing Phase
Develop and forming the project team
Direct the project team Secure other project resources Conduct status review meetings Communicate project information Manage project progress Implement quality assurance
procedures
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Controlling Phase
Measure performance against the plan
Taking corrective action when tasks slip
Evaluate corrective actions Ensure the project progress
continues according to the plan Review and implement change
requests
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Closing Phase
Obtain acceptance of project deliverables
Document lessons learned Archive project records Formalize the project closure Release project resources
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System Scope vs. Project Scope
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Project Success Factors
Projects tend to be wide ranging Simple Web sites Implementation of real-time business
applications Issues complicating project management
Sophisticated business needs Changing technology Integrating OS, support programs, and new
systems Project success rate very low
28 percent as of 2000
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Project Elements
Project manager Project team Project stakeholders Project charter Project Work breakdown structure Project Schedule
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Role of the Project Manager
Coordinates project development Develops detailed plan at project
inception Activities that must take place The deliverables that must be produced Resources needed
Accountable for success or failure Has both internal and external
responsibilities Many career paths lead to project
management
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Project Manager Required Skills
Strong written and oral communication skills
Organizational skills General management skills
Budgeting skills Team building skills Negotiation skills Problem resolution skills People skills
Skills “mile wide and an inch deep”
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Project Management Knowledge
Project Management Institute (PMI) Promotes project management Provides extensive support material and training Defines specialist’s body of knowledge (BOK)
Organized into nine knowledge areas http://www.pmi.org
Industry Certifications Project Management Professional (PMP®) Certified Associate in Project Management
(CAPM®) CompTIA’s Project+
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Project Mgmt at the Inception Phase
Inception phase five objectives Identify the business need for the project Establish the vision for the solution Identify scope of the new system and the
project Develop preliminary schedules and cost
estimates Develop the business case for the project
Select and develop project team
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Effective Project Team Attributes
Good conflict resolution Enthusiastic commitment to the project Dedicated to project and team members Creative problem solving High job satisfaction Members have a sense of belonging Effective communication Decisions made jointly after open
discussion
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Team Warning Signs
Status meetings evolve into gripe sessions Members lack motivation (apathetic) Members find the project non-satisfying Poor communications Lack of respect for one another Lack of respect for the project manager
Note: Poor attitude is like a cold, it tends to spread. You will want to address it before everyone succumbs.
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Project Stakeholders
People with vested interest in the project Project manager Customer Project team Project sponsor Suppliers and/or contractors
Balancing act Often competition for resources Not all stakeholders may support the project
Requires open communications Try to minimize negative impact on project
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Sample Stakeholder Analysis
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Project Charter
Official kickoff document Gives the PM authority to proceed Acknowledges the project should proceed Commits resources to the project Ensures everyone is on the same page Provides overview of the project and its
goals Typically a document from project sponsor
Project manager may have to produce
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Project Charter Elements
Project description Strategic plan Project overview Project objectives Business justification Resource and cost estimates Roles and responsibilities Sign-offs Attachments
Fin…