Project Management in Context

Bambang Trigunarsyah
Faculty of Built Environment & Engineering
 Project Definition
• A project is a temporary endeavour undertaken to create
a unique product, service, or result (PMBOK 2008)
• A project can create:
– A product that can be either a component of another item or an end item
in itself
– A capability to perform a service
– A result such as an outcome or document (e.g., research projects)
• Examples of projects include, but are not limited to:
– Developing a new product or service
– Effecting a change in structure, staffing, or style of an organization
– Developing or acquiring a new or modified information system•
– Constructing a building or facility
– Implementing a new business procedure or process
(Shenhar & Wideman 2000)
 Project management
• is the application of knowledge, skills,
tools and techniques to project activities to
meet project requirements (PMBOK 2008)
• is accomplished through the appropriate
application and integration of project
management processes
 Project Management Process Group
• Initiating processes
– Defines and authorizes the project or a project phase
• Planning processes
– Defines and refines objectives, and plans the course of actions required
to attain the objectives and scope that the project was undertaken to
address
• Executing processes
– integrates people and other resources to carry out the project
management plan for the project.
• Monitoring and Controlling processes
– Regularly monitors and measures progress to identify variances from
the project management plan so that corrective action can be taken
when necessary to meet project objectives
• Closing processes
– formalizing acceptance of the product, services or results and brings the
project or a project phase to an orderly end.
Project & project management context

The Standard for Portfolio Management 2006

 Project Stakeholders
Other Operations
Stakeholders Management
Sponsor
Portfolio Functional
Manager Managers

Project Team
Project Other
Manage- Project Sellers/
Program Team
ment Business
Manager Project Members
Team Partners
Manager
Project
Manage- Customers /
ment Users
Office

The Project
The Importance of Project Sponsor
• Sponsorship means:
– commitment to people in organizations.
• project sponsors are referring managers who are
committed to active involvement throughout the
project
– dealing with people
– owning the project objective, determining
priorities, and keeping the project going
 Supervisor as Project Sponsor
Project Sponsor Roles Supervisor Roles
• coach and mentor • Facilitator
• Filter • Director
• motivator • Intellectual Catalyst
• protector • Mentor
• upper management link • Friend
Criteria for good project sponsor
• decision makers.
• passionate.
• know the business.
• know the customer or industry.
• have a vision of the future.
• have worked at mainstream activities in the organization
• influential.
• Visible
• work well with people.
 Manage project scope
What is Scope in Project Context?
• Product scope.
– The features and functions that characterize a
product, service, or result
• Project scope.
– The work that needs to be accomplished to
deliver a product, service, or result with the
specified features and functions
Manage your project scope: where it starts?

• Collect Requirements:
– Defining and documenting stakeholder’s
needs to meet project objectives
– Describes the conditions or capabilities that
must be met or possessed by the deliverables
of the project to satisfy a contract, standard,
specification, or other formally imposed
documents
– a further breakdown of the deliverables
 Research Study
• What is the project in this context?
– What output is the project deliver?
– What are the requirements?
• Who are the key stakeholders?
– Who is the project manager?
– Who is the project sponsor?
– Who are the other key stakeholders?
• What is the scope of the project?
– What are the objectives?
– What is included and excluded?
 Define Scope
• developing a detailed description of the
project and product
• translating project objectives into project’s
deliverables and the work required to
create those deliverables
 Define Scope
• Knowing the acceptance criteria
– Process and criteria for accepting
completed products
– ie criteria for thesis submission, and
criteria for submission of other
deliverables
 Define Scope
• Define Project deliverables
– tangible, verifiable products , services, or
results that must be produced to complete a
project or part of a project
– may include intermediate products,
components or services from individual task
necessary for accomplishing the end results
– ie. Thesis, confirmation report, stage 2
reports, annual progress reports, journal
papers (?)
 Define Scope
• Project exclusions
– what is excluded from the project
– eg. Study/case studies cover only in certain
area/geographical area
(Brisbane/Queensland)
 Define Scope
• Project constraints
– anything that restricts or dictates the
actions of the project team
– eg. Time, fund, lab
(availability/accessibility),
 Define Scope
• Project assumptions
– events or actions believed to be true.
– assumptions should always be
documented
– eg. resource availability
 Next steps:
• Define activities that need to be performed to
produce the various project deliverables
• identify and document dependencies among
activities (Activity Sequencing)
• estimate the number of work periods that will be
needed to complete individual activities
• analyse activity sequences, durations, resource
requirements, and schedule constraints to
create the project schedule
 Also need to:
• Identify and assess the resources required
to perform the activities
• Identify, assess and develop plan for risk
that can hinder you in achieving project
goal & objectives
 Research Study
• What is the project in this context?
– What output is the project deliver?
– What are the requirements?
• Who are the key stakeholders?
– Who is the project manager?
– Who is the project sponsor?
– Who are the other key stakeholders?
• What is the scope of the project?
– What are the objectives?
– What is included and excluded?