1-1

Introduction: Why Project Management?

Lecturer: Dr. Mohd Sabri Che JamilEmail: mesabrijamil@eng.usm.my

Ext: 6368Room: 3.16

Lecturer: Dr. Mohd Sabri Che JamilEmail: mesabrijamil@eng.usm.my

Ext: 6368Room: 3.16

1-2

Reference books recommended:

Project management: achieving competitive advantage, by Jeffrey K. Pinto, Pearson Education, 2007

Project management-a system approach to planning, scheduling and controlling, by Harold Kerzner, John Wiley & Sons, Inc. 2003.

Operations Management , by Heizer & Render ,10th edition , Pearson Education. 2010

Coursework Quiz (10%)Assignment 1 (15%), Assignment 2 (15%)

Final Exam (60%)

1-3

Project managementOver the course we will look at: Projects and their features.

The project Life Cycle, Project Planning and the Project Managers role.

Different tools and techniques for effective project management.

1-4

Why do we need project management tools & techniques? Because we live in a world of limited

resources and not enough time. There will always be more to do than time

and resources will allow. Project Management tool & techniques, if

used regularly & appropriately, help us make more effective use of our time.

1-5

1-6

What is a Project?Project

Take place outside the process world

Unique and separate from normal organization work

Process Ongoing, day-to-day

activities Use existing systems,

properties, and capabilities

What can go wrong !

1-8

Definition of project An activity with a fixed start and end point,

managed with finite resources, involving change and often achieved by the collective effort of the team of people

1-9

..an endeavour in which the human (or machine), material and financial resources

organised in a novel way, to undertake a unique scope of work, of given specification, within constraints of cost and time,so as to deliver

beneficial change defined by quantitative and qualitative objectives (R.Turner 1995)

Another definition of a project

1-10

A project is a sequence of unique, complex, and connected activities. Having one goal or purpose that must be completed by a specific time, within budget, and according to specification (Artto, 2002)

Yet another definition of project

1-11

Examples of types of project and their size

Individual decorating your bedroom Group organising a wedding Organisation construction company,

building the Penang second bridge Project Organisation creation of a separate

independent organisation specifically for accomplishing a particular project, e.g. the Olympic games committee

Multinational design construction of Airbus A380

1-12

Project characteristics Temporary Unique Products, Services, or Results Progressive Elaboration

What is the character of Project?

1-13

Project Characteristics: Temporary Temporary means that every projects has a definite

beginning and a definite end The end is reached when the projects objectives have

been achieved, or it becomes clear that the project objectives will not or cannot be met, or the need for the project no longer exists and the project is terminated

Temporary does not necessarily mean short in duration, many projects last for several years

In every case, however, the duration of a project is finite. Projects are not ongoing efforts (repetitive)

1-14

Project Characteristics: Unique A project creates unique deliverables, which are

products, services, or results Project can create:

A product or artifact that is produced, is quantifiable, and can be either an end item in itself or a component item

A capability to perform a service, such as business functions supporting production or distribution

A result, such as outcomes or documents. For e.g., a research project develops knowledge that can be used to determine whether or not a trend is present or a new process will benefit society

1-15

Project Characteristics: Unique Uniqueness is an important characteristic of a project

deliverables For e.g., many thousands of office building have been

developed, but each individual facility is unique different owner, different design, different location, different contractors, and so on

The presence of repetitive elements does not change the fundamental uniqueness of the project work

1-16

Project Characteristics: Progressive Elaboration

Progressive elaboration of a projects specifications needs to be carefully coordinated with proper project scope definition, particularly if the project is performed under the contract

When properly defined, the scope of the project the work to be done should be controlled as the project and product specifications are progressively elaborated

1-17

Project Characteristics: Progressive Elaboration Example, initial objective: Improve the quality of life of the

lowest income residents of community X. As the project proceeds, the product may be described

more specifically as for example: Provide access to food and water to 500 low-income residents in community X.

The next round of progressive elaboration might focus exclusively on increasing agriculture production and marketing, with provision of water deemed to be a secondary priority to be initiated once the agricultural component is well under way

1-18

What Is Project Management?

Project Management might be defined as the application of knowledge, skills, tools and techniques to project activities in order to meet (or exceed?) stakeholder needs and expectations from the project

1-19

1-20

Project Life Cycle(At its Simplest)

PLAN DO REVIEW

Plaaaaaaaaan-Do

Plan-Do-Plan-Do-Plan-Do

Or Plan-Do, Re-plan, Re-do

Project Life Cycle

Evaluation Phase (The Wrap-up)DO

PLAN

REVIEW

Conception Phase (The Idea) Definition Phase (The Plan) Initiation Phase (The Team)

Implementation Phase (The Work)

The Conception phase the idea

Essentially - What are we going to do? For small projects an informal discussion might

adequate For larger projects, a more formal review and

discussion processes required. Key questions to answer should be: Should you do it? What is the benefit and do

the benefits outweigh the costs? Can you do it? Is it technically feasible and are

there enough resources?

SoLets get started That temptation at this point is to get started

(after minimal planning). It gives the appearance of immediate activity

and progress. We are busy doing. But it leads to mistakes and waste. We end up with Plan-Do, Do-Re-Do, Re- plan,

Re-Do, RE-Do, Re-Plan etc

Project Life Cycle Consequently

Projects over runs Cost too much Dont achieve desired result

So we... Hunt for the guilty Persecute the innocent Promote the uninvolved

But I am too busy to spend time planning!Planning allows you to:

Ensure that people only work on activities which are needed, and do them correctly the first time, not waste time doing unnecessary activities.

Anticipate potential problems and take preventative action to deal with them before they happen.

Do things in the right order at the right time, which should prevent things going wrong later.

1-27

1-28

Why do so many projects fail to meet expectations?

Group work: List examples of fail project and discuss the

causes for this.

Why do so many projects fail to meet expectations?

A study by Hughes (1986) identified three main reasons for projects failing.

lack of understanding of project management tools and an over reliance on project management software

communication problems failure to adequately adjust to changes that

occur during the course of the project

Remember

If you fail to plan, you fail to do.

Proper Planning Prevents Poor performance

So we will use a Project Life Cycle like this

Evaluation Phase (The Wrap-up)DO

PLAN

REVIEW

Conception Phase (The Idea) Definition Phase (The Plan) Initiation Phase (The Team)

Implementation Phase (The Work)

The Definition phase the plan

Review the reasons for the project. Describing detail what results are to be

produced. Create a list of all the work to be performed. Produce a detailed project schedule. Calculate budgets. Describe how risk is to be managed. Identify any assumptions about the project. Identify and define the roles of the projects team

members.

The Initiation phase start up Assign people to project roles, ensure they are

available when needed. Negotiation may be necessary.

Give and explain all tasks to team members. Set up systems and accounts to track personnel

information and financial expenditure. Announce the projects start, what it will

produce. When it will start when it will finish

Implementation phase the do

Doing the tasks as laid out in your plan Regularly comparing the actual performance

with the plan, knowing and anticipating when things are not going according to schedule

Fixing problems that arise. Keeping everyone informed

The Evaluation phase the wrap up or review

Get the customers approval of final results. There may be formal project hand over to the

client Complete any paperwork. Hold a post project evaluation to recognise

achievements and discuss lessons learned

Roles in projects who is responsible for what?

One of the the benefits of project management techniques is the opportunity to clarify roles.

Project sponsor person whos paying for it Project champion - person who wants to see it

happen Project manager will ensure it happens Project team will make it happen Stakeholders those affected by it and with an

interest in it, but not necessarily part of it.

1-37

Project Life CyclesMan Hours

Conceptualization Planning Execution Termination

1-38

Project Life Cycles and Their Effects

Conceptualization Planning Execution Termination

Uncertainty

Client Interest

Project Stake

Creativity

Resources

1-39

Determinants of Project Success

Success

BudgetClientAcceptance

Schedule Performance

Websites www.pmi.org http://www.mim.org.my/

1-40