25/06/2012

Overview of
Project
Management
Presenter:

Content
• What is a PROJECT?
• Why Project Management????
• Project Management Knowledge Areas
• Project Management Process Groups
• What Do We Manage ?
• Why are some projects more successful than
others?

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What is a PROJECT?

• a set of interrelated activities to achieve a

specific goal …
• in a specific timeframe ...
• to create a unique product or service

A project is a temporary endeavor which has a

definite beginning and a definite end

PROJECT – characteristics :

 unique service or product

 temporary endeavour
 definite start & end

 project ends when objectives are met / not met

 no two projects are the same
 divided into phases
 pieces of work are called deliverables

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Project can be divided into phases for better

management control
Phases are generally sequential
Phases are connected from the beginning of a
project to its end
Phases are concluded with acceptance of
deliverables
Not uncommon to have overlapping phases

Initiating Planning Executing Closing

Generic

Planning Design Procurement Construction Hand Over

JKR

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Why Project Management????

The need to shift from individual heroes

to processes which enable:
 better and more predictable outcomes
 more effective use of limited resources
 Lessons learned to contribute to
improving processes

Project Management
• An application of knowledge, skills, tools
& techniques to project activities to meet
project requirements

Project Management System

• A set of tools, techniques, methodologies,
resources and procedures used to manage
project

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9 project management knowledge areas

Knowledge areas describe the key competencies that
project managers must develop:
4 core knowledge areas
(scope, time, cost, and quality)
4 facilitating knowledge areas
(human resources, communication, risk, and
procurement management)
1 consolidating knowledge area
(integration management)
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Project Management Process Groups

Monitoring & Controlling Process

Planning Process

Closing
Initiating
Process
Process
Initiating
Process

Executing Process

Source PMBOK Guide

Project Management Institute

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What Do We Manage ?

Scope
Communications

Time Cost
HR Risk

Quality
Procurement

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Project Scope Management

Project scope management includes the
processes required to ensure that the project
includes all work required to completion a
project. Processes include:
Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control
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Project Scope Definition

The Project Scope defines the

boundaries of the project in terms
of:
what is to be undertaken,
within what environment,
within what timeframe.

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Scope Definition Components

Origin & Background Assumptions
Stakeholders Exclusions
Project Governance Related Projects
Project Authority/Delegations Expertise Required
Organizational Benefits Major Risks
Project Objectives Key Activities
Statement of Deliverables Expected Budget
Constraints Immediate Approvals

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The Work Breakdown Structure (WBS)

All projects should have clear WBS

A work breakdown structure (WBS) is a

deliverable-oriented grouping of the
work involved in a project that defines
the total scope of the project

It is a foundation document in project

management because it provides the
basis for planning and managing project
schedules, costs, and changes
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Purpose of WBS
Divide and subdivide project for management and
control purpose:
Common framework
Breakdown of deliverables – product oriented
Useful check for completeness & changes
Provides basis for planning & costing
Clarifies reporting procedures & accountabilities
Lowest level of control
Containment of risk

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Work Breakdown Structure

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Project Time Management

Project time management involves the
processes required to ensure timely
completion of a project. Processes include:
Activity definition
Activity sequencing
Activity duration estimating
Schedule development
Schedule control

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Sample Tracking Gantt Chart

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Project Cost Management

Project cost management includes the

processes required to ensure that the
project is completed within an approved
budget

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Project Cost Management Processes

Resource planning: determining what resources
and quantities of them should be used
Cost estimating: developing an estimate of the
costs and resources needed to complete a project
Cost budgeting: allocating the overall cost estimate
to individual work items to establish a baseline for
measuring performance
Cost control: controlling changes to the project
budget

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QUALITY MANAGEMENT PROCESS

Quality Planning
Identifying which quality standards are
relevant to the project
Quality Assurance
Planned & systematic actions to provide confidence
that a product/service satisfy requirements
Quality Control
Act of measurement, checking & taking appropriate
actions to improve overall quality

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Project Risk Management

The avoidance or minimisation of the
impact of activities that may adversely
affect the project

and the exploitation of

opportunities which arise
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Risk Management Strategies

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Risk Grid

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Project Procurement Management

Procurement means acquiring goods

and/or services from a source outside
the PM team
It can include the procurement of
internal resources
Other terms include purchasing and
outsourcing

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Human Resource Management

Projects which plan for:

people management early in
the Life Cycle with contributions
from stakeholders and
team members,

- are better controlled and

managed
Higher possibility of
project success
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Project HR Management involves:

Responsibilities of the Project Manager
Formation and use of the Project Team
Identification of the Wider Team
Team Formation & Strategy
Management, Leadership & Motivation
Selection for Tasks and Considerations
Matrix Management
Responsibility Assignment

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Project Communication Management

Managing inter-relationships and inter-

personal communications
Communications planning
Change and process management
Context and environment awareness
Analytical skills

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Project communication involves;

Generating, collecting, storing, retrieving

and ultimate disposition of project
information ….
… in a timely manner
…to the appropriate stakeholders

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Project Stakeholders are:

1. Individuals & organisations who are

actively involved in a project OR
2. Those whose interests maybe
positively or negatively affected…
as a result of the project execution or
successful completion

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Communication Planning
Stakeholders need:
What information?
How to communicate the information?
When these information are needed?

Which stakeholders
… needs what information
… by when and
… how to reach them
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Departmental
Customers
Organization

Stakeholder
Management

Public Interest
Approving
Groups/
Authorities
NGO/Public
Stakeholder Management

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Why are some projects more

successful than others?
They are planned and supported

They are managed and controlled

throughout their entire lifecycle

They are monitored with rigorous

change management processes used

Success criteria is clearly articulated, agreed

and its achievement the focus throughout the
project

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Most of all, they are integrated ……

Within each element of the project plan
Within the project plan
Within each program of projects
Within the organisation as a whole
……….. and the Customer

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Terima Kasih

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