project management project management kamal sehdev 19 january 2011

Project Management

Project Management

Kamal Sehdev 19 January 2011

Project Management

Content

Project ProcessBusiness caseDefinitionPlanningExecution

Management ToolsCritical path schedulingGantt charts

Project Management

What is a project

An identifiable deliverableA start and finishA specific time frame for completionA one-off finite existenceInvolvement of several peopleLimited set of resourcesSequencing of activities

Project Management

The project process

Businesscase

Definition Project

PlanningProject

execution

Endingthe

project

•Strategy•Cost-Benefit•Feasibility study

•Governance•PM Responsibility•Documentation

•WBS•Dependencies•Critical path•Resource planning

•Communication•Team•Motivation•People

•Testing•Handover•Sign-off•Audit

Project Management

The project process

Businesscase

Definition Project

PlanningProject

execution

Endingthe

project


Project Management

Business case

Strategy

Environmental

Expectations

Capability

Project Management

Businesscase

Definition Project

PlanningProject

execution

Endingthe

project

Definition


Project Management

GovernanceGovernance: The planning, influencing and conducting of the policy and

affairs of a project.

Direct Project (DP)

Start Up (SU)

Initiate Project (IP)

Control Stage (CS)

Manage Stage

Boundaries (SB)

Close Project (CP)

Manage Product Delivery

(PD)

Planning (PL)

Corporate / Programme Management

PRINCE 2: http://www.ogc.gov.uk/methods_prince_2.asp

Project Management

Responsibility

Project BoardCustomers with keen interest in outcomeFinancial stakeholders

Project ManagerRepresents Boards programmeResponsible for delivery

Project TeamIndividuals who accomplish the project

Project Management

Responsibility

Study discuss analysePriority - clarify project & agree definition & scope

Literature review

Knowledge gathering

Project Management

Documentation

AssumptionsConstraintsCostDependenciesDeliverablesMilestonesPerformance

Problem definitionGoalsObjectivesRisksReportingBudgetingTime

Project Management

Project management

Businesscase

Definition Project

PlanningProject

execution

Endingthe

project


Project Management

Planning

Gives the project goals & directionAllows scheduling of resourcesProvides documentation for post reviewAnticipates problemsForces thinking ahead

Successful Project Management, Trevor L. Young, Kogan Page Ltd, ISBN: 074943307830 Minutes to Plan a Project (30 Minutes) by Trevor Young, Kogan Page Ltd, ISBN: 074942365X

Project Management

Why do plans fail?

Over optimisticInsufficient data in insufficient detailNo systematic approach to planningNo milestones includedNobody owns the planNo monitoring of the planNo plan

Project Management

Planning step by step

Brainstorm : Mission Objectives TasksDetermine dependenciesDraw networkAdd time estimatesIdentify critical tasksIdentify calendarConsider resource loading

Project Management

MOT process

Define MISSION Mission

Objectives

identifies goalsachieving mission

Tasks

Specific andmeasurable

Define MISSION

Define OBJECTIVES

Define MISSION

Define OBJECTIVES

Define TASKS

Project Management

Mission

Brainstorm to establish the project mission

Mission statement should be short & sharp, positive, with time

Ensure team agreement

Project Management

Objectives

Brainstorm to generate list of objectives

Objectives specify areas where the team must make an impact

Ensure team agreement

Project Management

Specific measurable and short term : jobs to do

Owned by individuals

Each task recorded

Tasks

Project Management

Gantt chart

A Gantt chart comprises:

A timeline

Tasks (or resource)

A bar for each task

Operations Management, J.G. Monks, McGraw Hill, ISBN 007100579

Project Management

Gantt chart

Positiontree

5

Fill hole

10

Dig hole

20

Complete job

35

Project Management

Gantt chart

Dig Hole

Position Tree

Fetch Compost

Fill Hole

0 5 10 15 20 25 30 35

Project Management

Gantt chartWBS Task Name Duration

1 Work Package 1 Scoping and State of the Art 20 days

2 Work Package 2 Process Analysis 48.5 days

3 Work Package 3 Business Resource Planning Model 40 days

4 Work Package 4 Critical Resource Scheduling Model 90 days

5 Work Package 5 Operational Resource Scheduling Model 120 days

6 Work Package 6 CIBA-CARES Validation 35 days

7 Work Package 7 Dissemination 255 days

8 Project Management 259 days

8.1 Launch Meeting 1 day

8.2 Progress meetings 220 days

8.3 Steering group meetings 199 days

8.4 Milestones 238 days

8.4.1 Milestone 1 0 days






03/04

18/05

29/05

28/08

27/11

01/03

Februa March April May June July August Septem October Novemb Decemb January Februa March

Lead Investigators

Project Manager

Postgraduate Researchers

Project Management

Network diagram

A network diagram comprises:

Tasks (or events)

Task durations

Earliest and latest event times

An implied sequence of events

Project Management and Project Planning by James Gordon and Keith Lockyer, Prentice Hall, ISBN: 0273693786

Project Management

Network diagram

Task name

Duration

Event number

Event number

Earliest start time

Latest start time

Project Management

Network diagram

Positiontree

5

Fill hole

10

Dig hole

20

Complete job

35

Project Management

Network diagram

Dig hole

20

210 0 20 20

Positiontree

5

325 25

Fill hole

104

35 35

Project Management

Network diagram

Dig Hole

20

10 0

FetchCompost

520 15

32020 5

Position Tree 4

25 25

Earliest start time Latest start time

Fill hole

105

35 35

Project Management

Network chart

Organise case A1 2Data mapping A

4 9

Determine hardware requirements

46 8

Determine software

requirementsConfigure systems

12

12 10

5

Organise case B

3

Data Mapping B

(Main)

Data Mapping B

(secondary)

1320

5

7

Correlate results A and

B

Validate A and

B

1

3

Project Management

Network chart

0 4 33

13

12

34

24 37

Organise case A

Organise case B


1 2

3

4

5

6

7

8

Data mapping A

Data Mapping B

(Main)

Data Mapping B

(secondary)


B

Determine software


Validate A and

B

4

12

13

9

20

5

1

12 10

3

Project Management

Network chart

37

34

33

13

27

24

15

0

Organise case A

Organise case B


1 2

3

4

5

6

7

8

Data mapping A

Data Mapping B

(Main)

Data Mapping B

(secondary)


B

Determine software


Validate A and

B

4

12

13

9

20

5

1

12 10

3

0 4 33

13

12

34

24 37

Project Management

Network chart

Organise case A

Organise case B


1 2

3

4

5

6

7

8

Data mapping A

Data Mapping B

(Main)

Data Mapping B

(secondary)


B

Determine software


Validate A and

B

4

12

13

9

20

5

1

12 10

3

0 4 33

13

12

34

24 37 37

34

33

13

27

24

15

0

Project Management

Gantt chart

Organise A

Software

Data map B (sec)

Configure

0 5 10 15 20 25 30 35

Data map A

Organise B

Data map B (main)

Correlate A+B

Validate A+B

Hardware

Project Management

PERTProgramme Evaluation and Review Technique

Probabilistic Uses three time estimatesFollows beta distribution

Te = To + 4Tm + Tp

6

Te TimeTpTmTo

Provides suggested completion dates

Project Management

Critical Path MethodBased on cost trade-off

Uses deterministic time estimatesEach activity has associated costTime reduction has increase in costs

Crash time and Crash costCrash

Crash

Time

Costs

Normal

Normal

Project Management

Project management

Businesscase

Definition Project

PlanningProject

execution

Endingthe

project


Project Management

Communication – MS Project

Project Management

The Following material in this lecture is referenced from the Microsoft Project Tutorial contained within the Microsoft Project 2000 software and MS Project documentation

Reference

MS Project

Project Management

- Microsoft Project • Project Plan• Views• Tracking the project• Communicate• Collaborate• Create a plan

- Microsoft Project Demonstration

Structure

MS Project

Project Management

• Stores project details in a database• Calculates and maintains project

schedule and costs• Displays results of calculations

immediately (like spreadsheet)

MS Project

Project Management

• Tasks• Duration• Task dependencies• Resources• Costs

MS Project Plan

Project Management

Tasks

Four Types:• Summary Tasks• Subtasks• Recurring tasks• Milestones

MS Project Plan

Project Management

Outlining Tasks

• Identify major project phases• Hierarchical structure subtasks Summary

Tasks• Simplify view - collapse and expand summary

tasks• Display project using a work breakdown

structure• Edit groups of tasks

MS Project Plan

Project Management

Task dependencies

Finish-start (FS) – Task B cannot start until task A finishes

Start-Start (SS) – Task B cannot start until task A starts

Finish-Finish (FF) – Task B cannot finish until task A finishes

Start-Finish (SF) – Task B cannot finish until task A starts

MS Project Plan

Project Management

Task Constraints

Used to control the start or finish dates of important tasks

• Set only when necessary• Can help create more accurate schedules• But limit schedule’s flexibility

MS Project Plan

Project Management

Resources

Resources are of two types:

• Work resources – complete tasks by expending time on them – people and equipment

• Material resources – supplies and stock needed to complete a project

MS Project Plan

Project Management

Costs

Costs can be assigned to tasks and resources

• Assign wages or rates to resources• Account for costs of materials• Control how costs are accrued

MS Project Plan

Project Management

Views

Views are used to examine a project from different angles depending on the information required at a given time.

Views are categorised into two types:

• Task Views• Resource Views

MS Project Plan

Project Management

Views

Task Views

Calendar – Monthly calendar showing tasks and durations

Gantt Chart – Bar chart showing tasks & durations over time

Network Diagram – Showing all tasks and task relationships

Tracking Gantt – Shows planned and schedules bars for each task

MS Project Plan

Project Management

Views

Resource Views

Resource Graph – A graph showing resource allocation, cost or work over time

Resource Sheet – Used to enter & edit resource information in a spreadsheet-like format

Resource Usage – Used to show cost or work allocation information for each resource over time

MS Project Plan

Project Management

Tracking the Project

Projects need to be managed and tracked. Changes need to be made to keep the project on schedule. Tracking is a three step process:

Create a base-line plan Periodically update schedule Compare with base-line plan

MS Project Plan

Project Management

• Identify and solve problems as they occur• Produce status reports• Maintain historical data to help plan future projects

Tracking the Project - Benefits

MS Project Plan

Project Management

Communicate the plan

To stakeholders or to people assigned to do the work. The following features are used to achieve this:

• Printing and reporting• Publishing to HTML or saving plan to web server• Microsoft Project Server or an e-mail system

MS Project Plan

Project Management

Team Collaboration

Features are provided in Microsoft project for online team collaboration. The plan can be kept up to date using these features.

• E-Mail • Microsoft Project Server

MS Project Plan

Project Management

Team Collaboration

Microsoft Project Server & Microsoft Project Web Access

For in-depth online collaboration Team members can

view their own task listview entire projectcreate new tasksdelegate tasks

Project managers canreceive task updatesreceive status reports

MS Project Plan

Project Management

Create a Project Plan

After defining the project goals and the major phases of the project the plan can be created. The steps are outlined below:

1. Start new project 2. Enter and organise list of tasks to be completed3. Enter duration for each task4. Enter task dependencies5. Add people, equipment and materials and their costs6. Assign resources to tasks7. Verify schedule and adjust as required

MS Project Plan

Project Management

Microsoft Project Demonstration

Project Management

Tasks Duration Resources

Discuss Project 2d John + Fred + Arthur

Assign Topics 0.5d John + Fred + Arthur

Start Research

Background Reading

1w John + Arthur

Collect Data 2w Fred

Analyse Data 1w Fred + Arthur

Constructing Thesis

Writing 2 John + Arthur

Proof reading 1 Fred

Final editing 1 Arthur

Copy production

Printing 3d Print Shop

Binding 2d Print Shop

Circulate Thesis 0

Create a Project Plan Example – Writing Group Project Thesis

Project Management

Resources

John Smith

Fred Jones

Arthur Clarke

Print Shop

Recurring task – Weekly progress meetings

Create a Project Plan Example – Writing Group Project Thesis

Project Management

Project management

Businesscase

Definition Project

PlanningProject

execution

Endingthe

project


Project Management

Ending the project

Handover of ownership of project

ProductProject documentationPost-implementation audit

Project Management

Achievement of the project's objectives, summarising whether the project was successful or not

Performance against the planned target time and cost

The effect on the original project plan and business case of any changes that were approved

Final analysis on change issues received during the project

The total impact of approved changes

Post-Project Review date and plan

Project Documentation

Project Management

Updated Project Plan

Project Initiation Document / Project Brief

Lessons learned report

Post implementation audit

Project Management

Conclusion

Businesscase

Definition Project

PlanningProject

execution

Endingthe

project






project management project management kamal sehdev 19 january 2011

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