Manpro 12 Usu Rawr

PERTEMUAN I-II
MANAJEMEN PROYEK
WHAT IS A PROJECT?
• “A project is a problem scheduled for solution.” This

definition forces us to recognize that projects are aimed at
solving problems and that failure to define the problem
properly is what sometimes gets us into trouble.
Source:
2
https://repository.najah.edu/bitstream/handle/20.500.11888/11322/Presentation_about_Fundamentals_Of_Proj
ect_Management.ppt?sequence=1&isAllowed=y:4
What is the problem?
• A desired objective is not a problem by itself. The key to
a problem is that there is an obstacle that prevents you from
closing the gap.
• A problem is a gap(achieving your objective) between
where you are and where you want to be, with an obstacle
that prevents easy movement to close the gap.
• Problem solving consists of finding ways of overcoming or
getting around obstacles.
Source:
3 https://repository.najah.edu/bitstream/handle/20.500.11888/11322/Presentation_about_Fundamentals_Of_Proj
Characteristics of Engineering Projects
 Have specific goals e.g. build a house, build a dam , etc
 Have a set of different activities to do e.g. in building:
piling, erect formwork, pour concrete, build brick-wall
 Have a defined start & finish date (so has a “life cycle”)
 Consume resources : e.g. people, money, materials, etc
 Has definite start and finish date.
 Temporary and one-off endeavor.
 Often complex and fragmented (many parties involved)
 Often large in size and cost,
 Has risk and uncertainty
 Unique in some way Source : https://www.scribd.com/presentation/256442372/Project-Management: 8 uploaded by Uploaded b
xion_mew2 Date uploaded
on Feb 21, 2015
Project Life Cycle
Definition Planning Execution Delivery
Level of effort
1. Goals 1. Schedules 1. Status reports 1. Train customer

2. Specifications 2. Budgets 2. Changes 2. Transfer documents
3. Tasks 3. Resources 3. Quality 3. Release resources
4. Responsibilities 4. Risks 4. Forecasts 4. Reassign staff
5. Teams 5. Staffing 5. Lessons learned
Nabil Dmaidi 12
Source: Dr. Nabil Dmaidi http://slideplayer.com/slide/12816366/: 5
Definitions: Project Management
“The art of directing and coordinating human

and material resources through the life of a
project by using modern management
techniques to achieve pre-determined goals of
scope, cost, time, quality and participant
satisfaction” (PMI, 2000) or
The discipline of organizing and managing resources

in such a way that these resources deliver all the
works required to complete a project within defined
scope, time and cost constraints. (BSI)
Source : https://www.scribd.com/presentation/256442372/Project-Management: 10 uploaded by Uploaded by
on Feb 21, 2015
The scope of project
• The scope of a project should remain constant throughout
the life of the job.
• Unforeseen problems or an inadequately defined problem
the most common reason for scope changes is that
something is forgotten.
• In most cases the magnitude (scope) of the work increases,
as a result of overlooked details.
Continue to see more…
Source:
…The scope of project
• Scope generally increases.
The only time project scope decreases is when the budget
is cut, and some of the originally planned work is put on
hold.
• The problem with scope changes is that they tend to be
small and incremental, if a number of them occur, the
project budget or schedule may suffer. This is a fairly
common cause of project failures.
Source:
Project Manager & The Scope
• A project manager has a responsibility to keep
stakeholders informed about the impact of scope changes
on the project, protecting them from surprises at the end of
the job and protecting the project manager from being
evaluated on original targets rather than on revised ones.
9
Importance
 Why do we need to think about Project
Management
 Is it a MUST
 Is it a REQUIREMENT
 Can we do WITHOUT it
(Project Management is a field originated from
“Construction Management”- a knowledge developed in
Civil Engineering. Since 1969 it has diffused to other
industry e.g. agriculture, manufacturing, IT, etc).
on Feb 21, 2015
Performance, scope, Cost& Time
• Performance: The quality of the work being done.
• Scope: The magnitude of the work to be performed.
• Cost: The cost of project work, directly related to the
human and physical resources applied.
• Time: The schedule that must be met.
Source:
The relation between the four project
objectives:
Cost=f(P,T,S)
To understand this eq. go on…
Source:
ect_Management.ppt?sequence=1&isAllowed=y:12 12
Continue…What did the equation say?
• cost is a function ( f ) of performance (P), time (T), and
scope (S). As P and S increase, cost generally increases.
• The relationship between time and cost, however, is not
linear. As a rule, cost increases as the time to do the
project decreases below a certain optimum time.
• If the duration is shortened, it is often necessary to pay
premium labor rates as a consequence. Further, worker
errors often increase, resulting in costs for corrections,
and productivity often declines. Move…
Source:
WHY IS IT IMPORTANT TO STUDY PROJECT
MANAGEMENT?
Source: https://kissflow.com/project/importance-of-project-management/
Project management is
one of those things that
Hsource: ttps://szilaghi.com/10-reasons-why-project-management-matters/source:
looks easy until you try.
PM is a necessity because…
• The inherent characteristics of engineering

projects (complex, fragmented, large in size,
unique, etc) require a systematic approach in
managing the activities and the resources
• Resources – e.g. time, money, materials and

manpower are limited (unlike in ancient
times)

on Feb 21, 2015
BENEFITS OF PROJECT MANAGEMENT
1. Defines a plan and organizes chaos – projects are naturally chaotic. The main business function
of the project management is the organization and planning of projects to cope with this
chaos. A clear path from start to finish ensures that the outcome reaches the objectives of
the project.
2. Establish a chart and plan – Without a chart, a project is more likely to cause delays and cost
overruns. A clear graph is the key to a successful project.
3. Encourages and encourages teamwork –brings people together to team up, share ideas, and
inspire. Collaboration is the cornerstone for effective project planning and management.
4. Maximize resources – Resources, financial or human, are expensive. By applying project
management disciplines, such as project tracking and risk management, all resources are
used efficiently and economically.
5. Manage integration – Projects do not happen in a vacuum. These must be integrated with
business processes, systems and organizations.Integration is often the key to the value of
the project.
Project management identifies and manages integration.
BENEFITS OF PROJECT MANAGEMENT
6.Control costs – Some projects may cost a significant amount of money so that budget
performance is essential. Using project management strategies greatly reduces the risk of
budget overruns.
7.Manage Change – Projects always happen in an environment where nothing is constant
except for change. Managing change is a complex and daunting task. Not optional. Project
management manages change.
8.Quality Management – Quality is the value you produce. Project management identifies,
manages and controls quality. This results in a high quality product or service and a happy
customer.
9.Keep and Use Knowledge – Projects generate knowledge or at least should. Knowledge is
a significant asset for most businesses. Lack of knowledge management gains tends to
fade quickly. Project management provides management and knowledge capture.
10.Learning by mistake – Some projects fail. AND it’s important to learn from this process.
Project management provides learning lessons from the success and failure of the project.
CONTINUE..
Triple Constraint in a project
Increased Scope = increased time + increased cost
Tight Time = increased costs + reduced scope
Tight Budget = increased time + reduced scope.
Source: Mathur Avneet: 8

Project Success
Customer/clients Completed within

Requirements allocated time frame
satisfied/exceeded
Completed within Accepted by the

allocated budget clients/customers

Project Failure
Poor Requirements
Scope Creep
Gathering
Unrealistic planning and Lack of resources

scheduling

THE HUMAN SIDE OF PROJECT
MANAGEMENT
• Factors(components)affect the success of a project:

• The Right People
• The Right Type of Management
• One of the key ingredients is having the right people on the job and
managing them appropriately.
Source:
STEPS IN MANAGING A PROJECT
• Define the problem
• Develop solution options
• Plan the project
• Execute the plan
• Monitor and control progress
• Close the project.
To see more about them …↓
Source:
Define the problem
• What client need is being satisfied by the project?
• It helps to visualize the desired end result.
Source:
Develop solution options
• How many different ways might you go about solving the
problem?
• Brainstorm solution alternatives
• Is it more or less costly than other suitable choices?
Source:
1. Project Initiation
▪ start of the project, and the goal of this phase is to define the
project at a broad level.
▪ This phase usually begins with a business case.
▪ This is when you will research whether the project is feasible

and if it should be undertaken.
▪ If feasibility testing needs to be done, this is the stage of the

project in which that will be completed.
Source: https://www.smartsheet.com/blog/demystifying-5-phases-project-management
Plan the project
• Planning is answering questions—what must be done, by
whom, for how much, how, when, and so on.
Source:
2.PROJECT PLANNING
Where we identify scope and budget, WBS, Risk Management, Communication
plan, should be SMART and CLEAR
Specific – To set specific goals, answer the • Collaborative – The goal should encourage employees to
following questions: who, what, where, when, work together.
Limited – They should be limited in scope and time to keep
which, and why.
it manageable.
Measurable – Create criteria that you can use to Emotional – Goals should tap into the passion of employees
and be something they can form an emotional connection
measure the success of a goal.
to. This can optimize the quality of work.
Attainable – Identify the most important goals Appreciable – Break larger goals into smaller tasks that can
be quickly achieved.
and what it will take to achieve them.
Refinable – As new situations arise, be flexible and refine
Realistic – You should be willing and able to goals as needed.
work toward a particular goal.
Timely – Create a timeframe to achieve the goal.
3.Execute the plan
• Once the plan is drafted, it must be implemented.
Interestingly, people sometimes go to great effort to put
together a plan, then fail to follow it. If a plan is not
followed, there is not much point in planning, is there?
Source:
28
3.PROJECT EXECUTION
• where deliverables are Tasks completed during the Execution Phase include:
developed and completed. •Develop team
• → it is the meat of the project
since a lot is happening •Assign resources
during this time, like status •Execute project management plans
reports and meetings,
development updates, and •Procurement management if needed
performance reports.
•PM directs and manages project execution
• A “kick-off” meeting usually
marks the start of the Project •Set up tracking systems
Execution phase where the
teams involved are informed •Task assignments are executed
of their responsibilities.
•Status meetings
•Update project schedule
•Modify project plans as needed
4.Monitor and control progress
• Unless progress is monitored, you cannot be sure you will
succeed. It would be like using a roadmap to reach a
destination.
• Control: What are you expected to do as a manager? If a
deviation from the plan is discovered, you must ask what
must be done to get back on track, or—if that seems
impossible—how the plan should be modified to reflect
new realities.
Source:
30
4.Control
• The heart of the project management system is CONTROLLING the
execution of the works.
• The purpose of this control is to determine and predict deviations

in a project so corrective actions can be taken.
• The milestones of the control process are as follows:
To determine the aim
• Determine the control standarts
• To determine the strategic points
• To evaluate the actual results and to compare to the planned
Nabil Dmaidi26
Source: Dr. Nabil Dmaidi http://slideplayer.com/slide/12816366/: 31
5.PROJECT CLOSURE
• This phase represents the completed project. Contractors hired to
work specifically on the project are terminated at this time.
• Once a project is complete, a “post mortem” meeting is held by PM –
to evaluate what went well in a project and identify project failures.
This is especially helpful to understand lessons learned so that
improvements can be made for future projects.
• Once the project is complete, PM will :
• - create a project punchlist of things that didn’t get accomplished
during the project and work with team members to complete them.
- perform a final project budget and prepare a final project report.
• -collect all project documents and deliverables and store them in a
single place.
PROJECT PHASE
Source:https://www.smartsheet.com/blog/demystifying-5-phases-project-management
The Project Management System
• In order to manage projects successfully, it is necessary to
have a system. A full project management system consists
of 7 components.
• If any one of the seven components is not in place or does
not function satisfactorily, then you will have some
difficulty managing projects.
Source:
The seven components are…
• Human Factors.
• Method.
• Culture.
• Organization.
• Planning.
• Information.
• Control. Continue…
35
Human Factors
A project manager must be able to deal effectively with all of
the parts of this subsystem in order to be successful.
• Leadership.
• Negotiation.
• Team building.
• Motivation.
• Communication.
• Decision making.
Source:
Role of a Project Manager
• Project issues
• Disseminating project information • Implementing standard processes
• Mitigating project risk • Establishing leadership skills
• Quality • Setting expectations
• Managing scope • Team building
• Metrics • Communicator skills
• Managing the overall work plan
Process People
Responsibilities Responsibilities

Continue..The seven components
• Methods refer to the tools of your trade.
• The culture of an organization affects everything you do.
• Organization: Every organization must deal with the
assignment and definition of each person’s authority,
responsibility, and accountability.
• Planning: Every organization needs a good methodology
for planning projects if it is to be successful.
Source:
Continue… Information & Control
• Good historical data are needed for planning projects.
• The control subsystem is supported by the planning and
information subsystems.
Source:
39
As a Summary… Key Points to Remember
• A project is a problem scheduled for solution.
• If the problem is not defined correctly, you may find the
right solution to the wrong problem!
• Focus on desired outcomes. How will you know when
you achieve them?
• Try to learn from every project by doing a final audit.
• If you have no plan, you have no control.
Source:
Key Areas of Project Management
Scope Management
Issue Management
Cost Management
Quality Management
Communications Management
Risk Management
Change Control Management

Scope Management
Primarily it is the definition and control of what IS and
IS NOT included in the project.

Scope Management
Project Scope Management is the process to ensure that
the project is inclusive of all the work required, and only
the work required, for successful completion.

Issue Management
• Issues are restraints to accomplishing the deliverables of the project.
• Typically identified throughout the project and logged and tracked
through resolution.
Issue… already impacting the cost, time or quality
Rope not thick

Issue Management
• Issues are restraints to accomplishing the deliverables of the project.
• Issues are typically identified throughout the project and logged and
tracked through resolution.
• In this section of the plan the following processes are depicted:
Where issues will be maintained and tracked

The process for updating issues regularly
The escalation process
The vehicle by which team members can access documented
issues

Cost Management
This process is required to ensure the project is
completed within the approved budget and includes:
Resources Budget
people
equipment
materials
Quantities

Cost Management
includes:
Resource Planning - The physical resources required
(people, equipment, materials) and what quantities are
necessary for the project
Budget
Budget estimates
Baseline estimates
Project Actuals

Quality Management
Quality Management is the process that insure the
project will meet the needs
“conformance to requirements” - Crosby
“fitness for use” - Juran
“the totality of characteristics of an

entity that bear on its ability to
satisfy stated and implied need’ - ISO 8402:1994

Quality Management
Quality Management is the process that insure the
project will meet the needs via:
Quality Planning, Quality Assurance, and Quality
Control
Clearly Defined Quality Performance Standards
How those Quality and Performance Standards are
measured and satisfied
How Testing and QualityAssurance Processes will ensure
standards are satisfied
Continuous ongoing quality control

necessary to ensure timely and appropriate generation,
collection, dissemination, and storage of project
information

The process uses:
Communications planning
Information Distribution
Performance Reporting
Define the schedule for the Project Meetings (Team,

Status Meetings and Issues Meetings to be implemented

Risk Management
Risk identification and mitigation strategy
Risk update and tracking
If new risk arises
Risk… POTENTIAL negative impact to project
Weather
Tree – location, accessibility,
ownership

Define how changes to the project scope
will be executed
Scope Change Technical Specification Changes
Schedule changes

Formal change control is required for all of the following

1. Scope Change
2. Schedule changes
3. Technical Specification Changes
4. Training Changes
All changes require collaboration and buy in via the
project sponsor’s signature prior to implementation of the
changes

Referensi
• Riadi, M. 2019. Manajemen Proyek https://www.kajianpustaka.com/2019/02/manajemen-proyek.html
https://www.scribd.com/presentation/256442372/Project-Management
uploaded by Uploaded by xion_mew2 Date uploaded
on Feb 21, 2015
Latupeirissa, 2016, Metode Perencanaan Evaluasi dan Pengendalian Pelaksanaan Proyek

Konstruksi, penerbit Andi Proyekhttps://www.smartsheet.com/blog/demystifying-5-phases-
project-management
https://szilaghi.com/10-reasons-why-project-management-matters/
Ervianto,W 2002. Manajemen Proyek Konstruksi. Penerbit Andi
: http://teknik-sipilblog.blogspot.com/2018/04/persamaan-dan-perbedaan-
manajemen.html
Source:
Dr. Nabil Dmaidi
https://repository.najah.edu/bitstream/handle/20.500.11888/11322/Presentation_about_
Fundamentals_Of_Project_Management.ppt?sequence=1&isAllowed=y:
Sumber: Mathur Avneet:

https://www.slideshare.net/savassakar/introductiontoproje
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PERTEMUAN I-II

• “A project is a problem scheduled for solution.” This

1. Goals 1. Schedules 1. Status reports 1. Train customer

“The art of directing and coordinating human

The discipline of organizing and managing resources

Continue to see more…

• The inherent characteristics of engineering

• Resources – e.g. time, money, materials and

Source : https://www.scribd.com/presentation/256442372/Project-Management: 13 uploaded by Uploaded by

Tight Time = increased costs + reduced scope

Tight Budget = increased time + reduced scope.

Source: Mathur Avneet: 8

Customer/clients Completed within

Completed within Accepted by the

Source: Mathur Avneet: 2

Unrealistic planning and Lack of resources

Source: Mathur Avneet: 5

• Factors(components)affect the success of a project:

▪ This phase usually begins with a business case.

▪ This is when you will research whether the project is feasible

▪ If feasibility testing needs to be done, this is the stage of the

• The purpose of this control is to determine and predict deviations

Source: Mathur Avneet: 26

Source: Mathur Avneet: 9

Source: Mathur Avneet: 10

the project is inclusive of all the work required, and only

the work required, for successful completion.

Source: Mathur Avneet: 29

Issue… already impacting the cost, time or quality

Rope not thick

Where issues will be maintained and tracked

Source: Mathur Avneet: 30

Source: Mathur Avneet: 12

Source: Mathur Avneet: 31

“conformance to requirements” - Crosby

“fitness for use” - Juran

“the totality of characteristics of an

Source: Mathur Avneet: 13

Source: Mathur Avneet: 32

Source: Mathur Avneet: 14

Define the schedule for the Project Meetings (Team,

Source: Mathur Avneet: 33

Risk… POTENTIAL negative impact to project

Source: Mathur Avneet: 15

Source: Mathur Avneet: 16

Formal change control is required for all of the following

Source: Mathur Avneet: 35

Latupeirissa, 2016, Metode Perencanaan Evaluasi dan Pengendalian Pelaksanaan Proyek

Sumber: Mathur Avneet:

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