PROJECT MANAGEMENT

MODULE 5
PROJECT MANAGEMENT

Course Objectives:
By the end of this course, students should be able
to:
• Define a project and project management
• Describe the goals of project management
• Explain the project phases
 PROJECT MANAGEMENT

What is a project?

• A collaboration of a group of people to help

achieve company goals
• Is an initiative that has to be completed within a
timeline
• An effort that has budget limitations
• A temporary initiative
 PROJECT MANAGEMENT

What is a project?

A project is a temporary effort with a defined

beginning and end undertaken to meet unique goals
and objectives set by an organization.

Examples of projects include:

• Developing a new product
• Effecting a change in organizational structure
• Implementing a new business procedure
PROJECT MANAGEMENT

What is a project?

• Specific output
- a project is a set of tasks to achieve a specific output
(goal).
- Goal is defined by a set of “requirements”. Delivering
the projects is akin to delivering the requirement of the goal
- Output can have physical attributes (system, report,
product, a school, a course), an intangible (process) , or an
activity (party, concert)

• Unique
- Output is unique (a custom product, process)
- A process that produces a recurring output is an
“operation”.
PROJECT MANAGEMENT

What is a project?

• Phases
- A project proceeds in stages. It is not a one-action
activity.
- “progressive elaboration” , has multiple steps to
complete output.
- Each project phase has deliverable, a tangible,
verifiable work product.
- At the end of each phase, there is a formal sign-
off/acceptance of the deliverables and phase
performance review.
- Changes in the plan for the succeeding phases may
decided upon after phase-end review
PROJECT MANAGEMENT

Progressive Elaboration is a characteristic of

projects that means:

• Developing in steps
• Continuing by increments

Project Scope
- is the definition of what the project is
supposed to accomplish and the budget of both
time and money that has been allotted to the
project.
PROJECT MANAGEMENT

Project management
- is the application of knowledge, skills, tools
and techniques to in order to meet the project
requirements.

Project manager
- is the person responsible for ensuring that
the project is successful and integrates the project
management process of initiating, planning,
executing, monitoring and controlling, and closing.
PROJECT MANAGEMENT

Project Management

• Using tools/technique at each stage to deliver

the project
- Application of tools/technique in the
performance of the processes to delivery the
requirements

• Process Groups
1. Initiation
2. Planning
3. Execution
4. Controlling
5. Closing
PROJECT MANAGEMENT

Process Groups:

1. Initiation
- Definition of project goal, named project
sponsor, clear approval, definition of
project scope, business areas impacted,
start and finish dates, cost project and
benefit commitment.
PROJECT MANAGEMENT

Initiating includes the following project management

processes:

Develop Project Charter

This process is primarily concerned with
authorizing the project or, in a multi- phase project, a
project phase.

Develop Preliminary Project Scope Statement

This is the process necessary for producing a
preliminary high-level definition of the project using
the Project Charter with other inputs to the initiating
processes.
PROJECT MANAGEMENT

Process Groups:

2. Planning
- Project charter, activity plan, project
organization, resource plan, cost plan,
communication plan, test plan,
implementation plan, risk management
plan
PROJECT MANAGEMENT

Planning includes the following project management

processes:

Develop Project Management Plan

This is the process necessary for defining,
preparing, integrating and coordinating all subsidiary
plans into a project management plan.

Scope Planning
This is the process necessary for creating a
project scope management plan that documents how
the project scope will be defined, verified and
controlled, and how the work breakdown structure will
be created and defined
PROJECT MANAGEMENT

Planning includes the following project management

processes:

Scope Definition
This is the process necessary for developing a
detailed project scope statement as the basis for
future project decisions.

Activity Resource Estimating

This is the process necessary for estimating the
type and quantities of resources required to perform
each schedule activity.
PROJECT MANAGEMENT

Process Groups

3. Execution
- Execution of all plans (e.g. activity, cost,
resource, communication, testing implementation),
quality assurance activities
PROJECT MANAGEMENT

Executing includes the following project management

processes:

Direct and Manage Project Execution

This is the process necessary for directing the
various technical and organizational interfaces that
exist in the project to execute the work defined in the
project management plan.
PROJECT MANAGEMENT

Executing includes the following project management

processes:

Perform Quality Assurance

This is the process necessary for applying the
planned, systematic quality activities to ensure that
the project employs all processes needed to meet
requirements.

Acquire Project Team

This is the process necessary for obtaining the
human resources needed to complete the project.
PROJECT MANAGEMENT

Process Groups

4. Controlling
- Scope change management, scope
verification, schedule control, cost control, risk
review, quality assurance review, project status
reporting
PROJECT MANAGEMENT

Controlling includes the following project management

processes:
Monitor and Control Project Work
This is the process necessary for collecting,
measuring, and disseminating performance
information, and assessing measurements and trends
to effect process improvements.
Integrated Change Control
This is the process necessary for controlling
factors that create changes to make sure those
changes are beneficial, determining whether a change
has occurred, and managing the approved changes,
including when they occur.
PROJECT MANAGEMENT

Controlling includes the following project management

processes:

Scope Verification
This is the process necessary for formalizing
acceptance of the completed project deliverables.

Schedule Control
This is the process necessary for controlling changes
to the project schedule.
PROJECT MANAGEMENT

Process Groups

5. Closing
- Cost-benefit assessment, project performance
review (success or failure review, lessons learned)
PROJECT MANAGEMENT

Closing includes the following project management

processes:

Close Project
This is the process necessary to finalize all
activities across all of the Process Groups to formally
close the project or a project phase.
Contract Closure
This is the process necessary for completing
and settling each contract, including the resolution of
any open items, and closing each contract applicable
to the project or a project phase.
PROJECT MANAGEMENT

Goal : Meet requirements

• Requirements
- Scope: Output must be well-defined, agreed,
authorized
- Cost: Expenditure to achieve output must be
understood, agreed and authorized.
- Time: Time required to deliver output must
be agreed
- Resource: resources to be dedicated/
provided must be agreed
PROJECT MANAGEMENT

Goal : Meet requirements

• Initiation
- Clear approval to start project
- Approvals for scope, cost, time, resource
- Approvals to continue as phases are
completed
PROJECT MANAGEMENT

Goal : Meet requirements

• Quality
- Structure of work to assure adherence to
requirements

- Review process to verify output per

requirement
PROJECT MANAGEMENT

Goal: Achieve Efficient Delivery

• Plans
- Must have completed project plans for
activities, cost and resources that the right resources
and tools are available when needed.
- Must have testing and quality assurance plans
to minimize rework.
- Must have risk management plan to avoid
disruption or minimize impact if they occur.
- Must have communications and
implementation to marshall resources at the user side
to minimize negative noise.
PROJECT MANAGEMENT

Goal : Achieve Efficient Delivery

• Execution Management
- Must have the right tolls, right resources for
the task.
- Must have candid/transparent reviews to catch
errors and issues before they have significant adverse
impact.

• Change Control
- Must have governance to approve changes in
scope, various activities, schedule, resources, cost
PROJECT MANAGEMENT

Goal : Minimize Risk

• Communication
- Have clear plan to communicate activities and
status to stakeholders.
- Provide structured communication of expected
changes in post-delivery processes to minimize
transition risk and noise.
PROJECT MANAGEMENT

Conceptual Project Phases

1. Approval and scope

- Definition of scope of project, target output in
generals terms, explicit project objective declared by the
stakeholder
- General parameters on time, cost, and resources
- Approval must be formal/written
- Also called “feasibility phase” or “initial phase”
2. Plans/design
- Functional and technical design of what will be
done
- One does not build a mansion without
architectural, plumbing, electrical plans
PROJECT MANAGEMENT

Conceptual Project Phases

3. Construction
- Development of the system or implementation
the process change
- Includes manufacturing, unit testing
- Signing the contracts with the concert venue,
musicians, security agency, looking contractor
- spending the real money
PROJECT MANAGEMENT

Conceptual Project Phases

4. Testing
- Independent review of output against
requirements
- Integration test: test over-all flow,
performance with plan volume, peak volume test
- development of user documentation
PROJECT MANAGEMENT

Conceptual Project Phases

5. Implementation/Benefits Review/ Go-Live

- Full process to manage the user adjustment/
transition
- Review of planned benefits versus actual
benefits after the period of stabilization
- Formal switch to “live status so that any
changes/fixes are part of maintenance
- Releasing the development team