recap from last week understand organizations, including the four frames, organizational structures....

Recap from last week

• Understand organizations, including the four frames, organizational structures.

• Explain why stakeholder management and top management commitment are critical for a project’s success.

• Learn the concept of a project phase and project lifecycle.

Information Technology Project Management, Fifth Edition, Copyright 2007

Project Management process groups

Milzam MorsidiRoom [email protected]

Learning Objectives• Describe the 5 process groups of PM• Understand how the PM process groups relate

to the PM Knowledge Areas• Review a case study of an organization

applying the PM process groups to manage an IT project.

• Understand how PM process groups is being used effectively to make a successful project


PM process groups• A process is a series of actions directed

toward a particular result.• PM can be viewed as a number of interlinked

processes


PM process groups• The PM process groups include:– Initiating processes–Planning processes– Executing processes–Monitoring and controlling processes–Closing processes


PM process groups

• Initiating – The actions required to start a new project, such as defining business needs, identifying sponsors and stakeholders, assigning project manager and project team and analyzing the costs and benefits of a project


PM process groups

• Planning – Devising and maintaining a workable scheme to ensure that a project meets its scope, time and cost goals as well as organizational needs.


PM process groups

• Executing – Coordinating people and resources to carry out what has been planned and produce the deliverables of a project or phase.


PM process groups

• Monitoring and controlling – Measure progress in achieving project goals, monitor deviations from plans, take corrective actions to match progress with plans and customers’ expectations.


PM process groups

• Closing processes – Handing over all deliverables to stakeholders and sponsors and bringing projects or phases to an orderly end.


DeliverablesEach project has its own deliverables. Deliverable is an object produced during project phases intended to be delivered to stakeholders. It can be a report, documents, a server upgrade or any other building block of an overall project.

• Initiating–Business case and project charter


Deliverables• Planning–WBS, scope statement, project schedule,

project cost estimate• Executing–Actual work

• Monitoring & Controlling–performance reports, requested changes,

and updates to various plans.


Deliverables

• Close-Out– Formal acceptance of work, final project

report, lessons learnt report


Project phases vs pm process groups

• PM process is not to be confused with project phases although both have an almost similar structures.

• In simple terms, project life cycle describes how the work will be done and PM process groups are the activities that are performed within a project phase.


Project phases vs pm process groups

• Hence, project phases only happen once while PM process groups can appear more than once during a project.


Level of Activity and Overlap of Process Groups Over Time


Mapping the process groups into knowledge areas

• The activities of each PM process groups can be mapped into the 10 PM Knowledge Areas.

• There are always activities from each knowledge areas under the planning and monitoring and controlling processes.


Mapping the process groups into knowledge areas

• Initiating activities only occurs in project integration management


Relationships Among Process Groups and Knowledge Areas

Taken from PMBOK 5th edition, p423


A case study: JWD’s consulting project management intranet site

• This case study provides a review of managing a project.

• Shows examples what is involved during initiating, planning, executing, monitoring & controlling and closing.


A case study: JWD’s consulting project management intranet site

• Taken from http://www.monroecollege.edu/AcademicResources/ebooks/1111221758_lores_p01_ch03.pdf see website for more details.


http://www.monroecollege.edu/AcademicResources/ebooks/1111221758_lores_p01_ch03.pdf



Project initiation• Initiating project involves recognizing and

starting a new project or a phase• Goal: to formally select and start off projects


Project initiation• Key outputs:–Assigning project manager– Identifying key stakeholders–Completing a business case–Completing a project charter– and get people to sign it


Project initiation (cont.)

1. Assigning project manager–CEO Fleming assign Erica Bell as PM

2. Identifying key stakeholders–CEO and PM list out all stakeholders–PM documents the list



3. Completing a business case– A business case is a report made by the PM

which contains the following:• Intro/background• Business objective• Current situation and problem/opportunity

statement• Critical assumptions and constraints



• Analysis of Options and recommendations Preliminary project requirements

• Budget Estimate and Financial analysis

• Schedule Estimate• Potential risk• Exhibits


Project initiation (cont)

4. Completing project charter and get signatures– PM draft project charter, ask team to

review;review with sponsors and get all team members to sign


Project initiation (cont)

– Project charter is a document containing:• Project Title• Project Start Date• Projected Finish Date• Budget Information• Project Manager Information


Project Planning• To guide execution• Every knowledge area involves project

planning (see slide 10-11)


Project Planning• Key outputs:– Team contract–Project scope statement–Work breakdown structure (WBS)–Project schedule (Gantt Chart)–Prioritized risks list


Team Contract• Project Name:• Project Team Members Name and Sign-Off:

• Code of Conduct, As a project team, we will:

• Participation: We will:

• Communication: We will:

• Problem Solving: We will:

• Meeting Guidelines: We will:

Name Sign-off Team Contract


Scope StatementProject Title:Date: Prepared by:Project Justification:

Product Characteristics and requirements1. 2.

Summary of Project Deliverables:Project Management related deliverables: business case, charter, team contract, scope statement, WBS, cost baseline, status report, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project

Product related deliverables: research reports, design documents, software code, hardware, etc1. 2.

Project Success Criteria:


Work Breakdown structure• The most important document as it forms the

basis for deciding how to do the work.• The basis for how to create the project

schedule• More details about this in next lecture


Work Breakdown structure


Project schedule• Project schedule is developed based on the WBS

structure• Enter the duration estimates; how long? How

much? (keep workload and cost estimates in mind when working on this)

• Enter the dependencies. Determine which task has to be completed before starting the next task.

• Enter the resources. Who is assigned to the task


Gantt Chart


List of prioritized risks• As project progresses this list will be keep

updating and expanding to include info on root causes of risks, warning signs that potential risks might occur, and response strategies for the risks.

• Review the risks mentioned in the business case• Hold meetings and discuss potential risks with

team members


List of prioritized risks• Post all the potential risks on a probability/matrix

and then regroup some of the ideas.• Discuss the high probability/impact risk, the

medium and the low. Discuss the possibility of not listing down the low impact or to list?

• Develop the list from here


List of prioritized risks


Project executing

• This process uses the most resources and takes the most time to perform

• PM’s leadership is important during this process as there will be a lot of challenges


Project executing

• Table (slide 29) lists the executing processes and outputs. Many project sponsors and customers focus on deliverables related to providing the products, services, or results desired from the project.

• A milestone report can help focus on completing major milestones


Executing processes in knowledge area and the output


Milestone report

• This milestone report will serve as progress report which will be produced regularly to show the completion status of the activities in the project plan.(i.e the deliverables)


Milestone report

• In this case studies a word processing software is used to produce the milestones report due to the small nature of project.

• Reports are often created using MS Project . This serves as a more pragmatic approach.


Milestone report sample

Milestone Date Status Responsible Issues/Comments

Initiating

Project manager assigned 5/2/05 Completed Joe

…

Planning

….

Executing

….

Monitoring and Controlling

….

Closing

….

Milestone Report for Project NamePrepared by: Date:


Project monitoring and controlling

• Involves measuring progress toward project objectives, monitoring deviation from the plan and taking corrective actions.

• Affects other process groups and appear during all phases of project life cycle

• Outputs: performance reports, requested changes and updates to various plans


Project closing

• Involves gaining stakeholder and customer acceptance of the final products and services

• Even if projects are not completed, they should be closed out to learn from the past

• Outputs include project archives and lessons learnt, part of organizational process assets


Project closing

• Plan for and execute a smooth transition of the project into the normal operations of the company

• Most projects also include a final report and presentation to the sponsor/management


summary

• The five project management process groups and their activities can be mapped into the nine knowledge areas.

• Different organizations develop their own information technology project management methodologies.


recap from last week understand organizations, including the four frames, organizational structures....

Documents

project groups

pm process project management

project lifecycle

pm process groupsa process

project phase5pm process

phases of project phase

process groups of pmunderstand

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