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Project Management
Level 2
Prepared by: RHR First Prepared on: September 10, 2006 Last Modified on:
Quality checked by: MOH
Copyright 2004 Asia Pacific Institute of Information Technology
Professional & Enterprise
DevelopmentCE00315-2
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Structure of the lesson
Project managers personal skills
Project Management techniques
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Learning Outcomes
Describe common features of projects
List the main tasks involved in project management
Describe the range of skills required for successfulproject management
Explain the need for structured project management
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Key Terms you must be able to use
If you have mastered this topic, you should be able to use
the following terms correctly in your assignments and
exams:
Project Management
Team work
Technology
Customer
Team
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What is a project
Any task which has a beginning and an end
Analogy : Getting married is a project - staying marriedisnt !
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What is a project (contd)
Examples of non-IT projects :
1. Organising a holiday
2. Bidding for the 2006 World Cup
3. Building the new National Museum
Examples of IT projects :
1. Design and installation of HUKM Ambulance call out
system
2. Design and installation Tescos electronic POS machines
3. Design and implement the Taxation Office payments
system
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Why do IT projects need to be managed?
In the past IT projects have been criticised for being:
LATE !
OVER - BUDGET !
NOTWHATWASWANTED !
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Why do projects fail?
Users dont know what they want?
Complexity of task?
Number of people involved? Difficulty of task?
New technology untried, untested?
Bad planning?
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The aim of successful project management
DO THE RIGHT THING
y DO IT ON TIME
y WITHIN BUDGET
y TO QUALITY
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Skills of a Project Manager
The project Manager has to deal with all aspects of a
project:
Technology
Customer Team
What major skills would a PM need for each circle?
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Prioritise these skills
Programming skills
Motivating other people
Selling
Record keeping andadministrative skills
Organisational skills
Ruthlessness
Previous experience of
similar projects
Problem Solving skills
Patience
Confidence Communication skills
Intelligence
Qualifications
Diplomacy
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The Project Management triangle
All projects have 3 elements that need controlling: Time , Quality & Cost
These three are often shown as the ProjectManagement triangle :
Different projects have different priorities. From the
triangle above, decide on the priorities for thefollowing projects :
1. Providing food for famine relief
2. A drug administering system for a hospital
3. A school buying new computers for a classroom
Q C
T
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Question
Do you need the same project manager for all projects?
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All projects share certain CHARACTERISTICS :
GOAL(S) - What the project hopes to achieve
OBJECTIVES- Specific outcomes or deliverables
LEADER -The manager, planner, monitor, controller
TEAM - A group of people with allocated tasks
DEADLINE-A date by which the project should be completed
BUDGET - An amount of money available to finance the project
PROBLEMS - Unforeseen circumstances that require action to solve orovercome problems.
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What is involved in Project Management?
1.PLANNING
2.ESTIMATING
3.RESOURCE ALLOCATION4.SCHEDULING
5.MONITORING PROGRESS
6.TAKING CORRECTIVE ACTION
7.REPORTING TO PROJECT OWNERS
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1. PLANNING
A major part of any project. Plans include deciding what
the project is going to do, how it will be done, who will
be involved, how much will the project cost, and when it
must be completed.
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2. ESTIMATING
Estimates must be made oftime and cost for each
stage of the project.
Estimating is not easy!
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3. RESOURCE ALLOCATION
Resources include people, equipment, money,
accommodation etc. These must be booked for each
stage of the project.
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4. SCHEDULING
Tasks must be carried out in a logical sequence. Some
tasks cannot begin until another task has been
completed. These are called critical tasks.
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5. MONITORING PROGRESS
A good project managermeasures performance
throughout the project. This helps to identify problems
early.
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6. TAKING CORRECTIVE ACTIONS
Every problem requires a different solution.
Sometimes this might be changing the tasks allocated to
people, getting extra resources, or changing equipment.
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7. REPORTING TO PROJECT OWNERS
Customers paying for a new system will want regular
feedback on project progress and milestones.
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Exercise
Define a project (2 marks)
Identify the 3 important elements that need controlling in
a project (3 marks) Do you need the same project manager for all projects?
Explain. (3 marks)
Users dont know what they want is seen as one of the
reasons why a project would fail. As project manager
how can you avoid this? (5 marks)
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Project Risk Assessment
Projects DO FAIL
Lots of research into reasons
Allows us to assess RISKS
PMs need to plan to minimise known risks.
One well known author is Barry Boehm books include:
Software Risk Management, IEEE Computer Society
Press, 1989.
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Boehm Top 10 Risk Factors
1. Personnel shortfalls
2. Unrealistic Schedules and Budgets
3. Developing Wrong Functions
4. DevelopingW
rong User Interface5. Gold Plating
6. Continuing Requirement changes
7. External components
8. Externally performed tasks
9. Performance shortfalls10. Straining computer science capabilities
Ask yourself is emphasis on people or technology?
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Three common strand
Government Issues
Accountability
Publicity
Politics Technology Issues
Complexity
Technology
Oversight Project Issues
Project Management
Suppliers
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Project planning
Once the objectives are clear, the project manager can
carry on with the next tasks:
Analyse the logical SEQUENCE of tasks to bedone (SCHEDULING)
ESTIMATE the time effort and cost involved in eachstage
Examine the RISKS and make allowances to cover
uncertainties CALCULATE the total time and cost for the project
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Project Scheduling
Path Analysis
Is all about putting tasks into a common sensesequence, and identifying task dependencies
Two common techniques used are Gantt charts andNetwork Diagrams
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Example 1 - Task list
Task Duration Depends onA 4 DAYS NOTHING
B 2 DAYS NOTHING
C 5 DAYS Task A
D 3 days Task BE 5 days Tasks C,D
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Gantt Chart
A
B
C
D
E
2 4 86 10 12 14
A
B
C
D
E
2 4 86 10 12 14
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How does this help?
Shortest route
Alternatives
Can add more detail resources etc.
Alternative.
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A
B
C
D
E
2 4 86 10 12 14
A
B
C
D
E
2 4 86 10 12 14
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How does project scheduling help?
Easy way to see project as whole
Determines Critical Path
Allows PM to examine alternatives
Helps set milestones Identifies Float time
Helps to identify slippage
NOTE ! Need to be re-visited corrective action etc.
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Project Brewing Up
Add milk / sugar
Put teabag in pot
Boil kettle
Wash pot Wash cup
Pour water into pot
Allow tea to brew
Pour tea into cup
1. First - sequence
2. Ensure dependencies
identified
3. Estimate time andresources required
4. Evaluate alternatives
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Task Description Time Dependant on
A Boil kettle 250 -
B Wash cup 30 -
C Wash pot 30 -
D Teabag in pot 5 C
E water into pot 10 A + D
F Leave to Brew 60 E
G Pour into cup 5 B + FH Add Milk/sugar 5 G
I Stir 10 H
Drink!
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Killer Robot Chapters 1 and 2
Review for information
Project Managers
Project Management Issues
Prepare for next tutorial
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Q & A
Question and Answer Session
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P f i l & E t i D l t
Topic and Structure of next session
Next Session
Professional Issues