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Project ManagementBy : Loay Qabaha
AN-Najah National University
civil engineering department
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Learning Objectives
• Defining project management
• The importance of project management
• The role of the project manager
• Keys to successful projects
• Managing the Contractor
• Managing the Project
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Professional and conscientious project management is critical
to a successful outcome!
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Learning Objectives
Defining project management
• The importance of project management
• The role of the project manager
• Keys to a successful project
• Managing the Contractor
• Managing the Project
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What is a Project?
A temporary and one-time endeavor
undertaken to create a unique product or
service, which brings about beneficial
change or added value
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Project Management 101
The very first thing you learn in project
management is..
that the focus of a Project Manager is
always…
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PM Triple Constraints
• Time
• Cost
• Scope
Manage these or they will
manage you!
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Defining Project
Management
• The application of knowledge, skills, tools
and techniques to project activities to
meet project requirements
• Organizing and managing resources so
the project is completed within defined
scope, quality, time and cost constraints
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Learning Objectives
Defining project management?
The importance of project management
• The role of the project manager
• Keys to a successful project
• Managing the Contractor
• Managing the Project
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Why IT Projects Fail
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Why IT Projects Fail
• Weak business case
• Lack of senior management commitment
• Inadequate project planning(budget, schedule, scope, etc.)
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Why IT Projects Fail (cont’d)
• Absence of user involvement
• New or unfamiliar technology
• Lack of defined, clear,
or concise requirements
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Why IT Projects Succeed
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Why IT Projects Succeed
1. Sound project management processes
2. Project tied to the organization’s business goals
3. Senior management commitment
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Why IT Projects Succeed
4. Good change management
5. Detailed requirements
6. Realistic schedule
7. Good stakeholder relationships
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Why IT Projects Succeed
8. Empowered project manager
9. Skilled and appropriate team members with defined roles and responsibilities
10. Availability of funding
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What makes this all work?
A good, solid professional project
manager
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Learning Objectives
Defining project management
The importance of project management
The role of the project manager
• Keys to successful projects
• Managing the Contractor
• Managing the Project
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EMPOWERMENT
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Project Management Skills
• Program area knowledge, standards,
and regulations
• Understand the project environment
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Project Management Skills
• General management skills
(budgeting, scheduling)
• Communication skills
• Interpersonal skills
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The project manager makes
things happen!
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Learning Objectives
Defining project management?
The importance of project management
The role of the project manager
Keys to successful projects
• Managing the Contractor
• Managing the Project
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Keys to Successful
Projects
or
…Duh?!?
Things you already
know but let’s review
anyway
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PLAN
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• Identify all stakeholders up front!
• Develop the project plan beforestarting the project
•Establish communications protocols
PLAN
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•Define your requirements in detail
•Establish a speedy conflict resolution
process
•Make contingency plans
•Plan a reasonable roll-out schedule
PLAN
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LEAD
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•Ensure strong, committed managementsupport
•Connect the business goals to the ITproject
•Assign an experienced project manager
LEAD
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•Establish clearly defined directions
•Be proactive
•Give IT and program a seat at the table
LEAD
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•Set clear performance expectations
•Ask for technical assistance
•Do not start roll-out until pilot is complete!
LEAD
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COMMUNICATE
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•Communicate objectives frequently
•Recognize different perspectives
•Check assumptions frequently
Communicate
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•Manage expectations
•Share success and broadcast achievements
•Invite feedback
Communicate
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MANAGE
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•Ensure the system design reflects sound planning
•Hold the reins on irrational exuberance!
(Ensure the system design reflects the system you need and can afford at this pointin time)
Manage
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•Train all staff in a timely fashion
•Make extensive testing a priority!
•Make the most of pilot testing!
Manage
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A good project team can
be the key to a successful
project!
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Think Big, Think Fast, Think Ahead
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Learning Objectives
Defining project management
The importance of project management
Defining the role of the project manager
Keys to a successful project
Managing the Contractor
• Managing the Project
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Manage the Contractor
Enforce the terms of the contract and meet the
requirements of the RFP
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Manage the Contractor
• Don’t “marry” the contractor
• Trust but question
• Their bottom line is the bottom line
• Your bottom line is a working system
• Nothing is ever free
• The end product is only as good as your requirements
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Provide Performance
Feedback
• Build performance reviews into the
contract
• Be clear and specific
• Be timely
• The State is ultimately accountable for the
project
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Learning Objectives
What is project management?
Why is it important?
The role of the project manager
Keys to success projects
Keys to a successful projects
Managing the Contractor
Managing the Project
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Manage the Project
Successful project
management is delivering a
quality product that meets the
customer’s requirements within
time, scope, and budget.
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PM Triple Constraints
• Time
• Cost
• ScopeManage these or they will
manage you!
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Project Management Potholes
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Project Management
Potholes
Giving away the farm
Giving the contractor or developer too
much control, responsibility, or
authority
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Project Management
Potholes
Being a Sugar Daddy
Not managing scope creep
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Beware of scope creep
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But what is it?
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• Gradual, progressive increase in the
project’s scope that is not noticed
immediately
• Occurs when additional requirements result
in scope change and can cause cost and
schedule overruns
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Ask these questions!
• Is it a must?
• Can the customer/user do the job without it?
• Does it contribute to the viability of the
system?
• Does it add value as a feature/function to the
system?
• Is it worth the additional cost?
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Keeping Control of the Budget
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Budget/Cost Management
• Monitor project spending
• When a variance occurs,
determine the cause
• Change the execution of the
project, reduce scope, or
submit an APDU
• Prevent unapproved
changes to the project
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Project Management
Potholes
Buying a car without
checking under the hood
Focusing on the system front-end
processes
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Focus on the entire project
Report?
What report?
What is a report?
Documentation….duh…
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Project Management
Reporting
• Establish reporting requirements upfront
• Include the good, the bad, and the ugly
• Be brief but accurate
• Management really does want to know!
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Project Management
Potholes
You snooze, you lose
Not obtaining prior approval
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Not Obtaining Federal Prior Approval
May cost the State funding that may have been approved if
submitted in advance!
Retroactive
Approvals
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Submit APDUs Timely!
• Annuals are due within 90 days of the
anniversary of the approval date
• As Needed are due as soon as the trigger
condition (time, budget, scope) becomes
known to the State
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Summary
Defined project management
Importance of project management
Role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
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Project Management Resources
• Project Management Institute – home of the Project Management Body of Knowledge (PMBOK)http://www.pmi.org/Pages/default.aspx
• NYS Project Management Guidebook Release 2http://www.oft.state.ny.us/pmmp/guidebook2/index.htm
• FNS Handbook 901, Chapter 5http://www.fns.usda.gov/apd/Handbook_901/V_1-2/Chapter_5.pdf
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An engraved invitation from FNS Handbook 901