Project Management

Ir. Ben Lee

TODAYI WANT TO START OUR LECTURE FROM
Confuciuss SAYING

Learning without thought is labor lost.

Thought without learning is perilous
 Forming a (Dedicated) Project Team

Corporation X

Human Finance &

Resources Administration
Other
Areas

Marketing Engineering Manufacturing Procurement

Project Manager
MA1 MA2 MA3 EN1 EN2 EN3 MF1 MF2 MF3 PR1 PR2

Staff are assigned away from various departments to work

Project Team
full-time on the project.
 Learning Objectives

Defining project management

The importance of project
management
The role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
Professional and conscientious
project management is critical
to a successful outcome!

Its a balancing act youve got a lot of things to keep going -

and going well all at once!
 Learning Objectives

Defining project management

The importance of project management
The role of the project manager
Keys to a successful project
Managing the Contractor
Managing the Project
 What is a Project?
A temporary and one-time endeavor
undertaken to create a unique product or
service, which brings about beneficial
change or added value.
Term Means that a Project
temporary Has a beginning and end
endeavor Involves effort, work
to create Has an intention to produce something
(project "deliverables"
unique One of a kind, rather than a collection of
identical items
product Tangible objects, but could include things like
computer software, film or stage works
service Might include the establishment of a day-care
center, for instance, but not its daily
operations.
 The Triple Constraint
Manage these or they will manage
you!

Fast Cheap
Time
Cost

Good
Quality/Scope Constraint Required Adjustment Alternatives (One or
Change Combination of Both)
Shorter Time Higher Cost Reduced Quality or Narrowed
Scope
Reduced Cost More Time Reduced Quality or Narrowed
Scope
Higher Quality or More Time Higher Cost
Increased Scope
 Projects versus Operations
Projects Operations
Performed by people Performed by people
Constrained by limited Constrained by limited
resources resources
Planned, executed and Planned, executed and
controlled controlled
Temporary Ongoing
Unique Repetitive

10
 What is a project?

Temporary with a beginning and an

end
Creates a unique product, service or
result
Progressive elaboration
Done for a purpose
Has interrelated activities

11
Defining Project Management

The application of knowledge, skills,

tools and techniques to project
activities to meet project requirements.
Organizing and managing resources so
the project is completed within defined
scope, quality, time and cost
constraints.
 Learning Objectives
Defining project management?
The importance of project management
The role of the project manager
Keys to a successful project
Managing the Contractor
Managing the Project
 In order to demonstrate the importance of
project management, lets talk about what
make projects fail and what makes them
succeed
 Why Projects Fail?

Weak business case

Lack of senior management
commitment
Inadequate project planning
(budget, schedule, scope, etc.)
 Why Projects Fail ?
(contd)
Absence of user involvement
New or unfamiliar technology
Lack of defined, clear,
or concise requirements
 Why Projects Succeed?

1. Sound project management process

2. Project tied to the organizations
business goals.
3. Senior management commitment
 Why Projects Succeed

4. Good change management

5. Detailed requirements

6. Realistic schedule

7. Good stakeholder relationships

 Why IT Projects Succeed ? (contd)

8. Empowered project manager

9. Skilled and appropriate team
members with defined roles and
responsibilities
10. Availability of funding
 Learning Objectives
Defining project management
The importance of project management
The role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
 Project Management Skills
Program area knowledge, standards, and
regulations.
Understand the project environment.
General management skills (budgeting,
scheduling)
Communication skills
Interpersonal skills
 Learning Objectives
Defining project management?
The importance of project management
The role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
PLAN
 PLAN
Identify all stakeholders up front!
Develop the project plan before
starting the project

Establish communications protocols

 PLAN
Define your requirements in detail

Establish a speedy conflict resolution

process

Make contingency plans

Plan a reasonable roll-out schedule

LEAD
 LEAD

Ensure strong, committed management

support
Connect the business goals to the IT
project
Assign an experienced project manager
 LEAD
Establish clearly defined directions

Be proactive

Give IT and program a seat at the table

 LEAD
Set clear performance expectations

Ask for technical assistance

Do not start roll-out until pilot is complete!

COMMUNICATE
 Communicate
Communicate objectives frequently
Recognize different perspectives
Check assumptions frequently
Written and oral, listening and speaking
Internal, external
Formal, informal
Customer orientation (listening to the
customers needs and requirements
 Communicate
Manage expectations
Share success and broadcast
achievements
Invite feedback
Choice of media
Writing Style
Presentation techniques
Meeting management
MANAGE
 Manage
Ensure the system design reflects
sound planning
Hold the reins on irrational exuberance!
(Ensure the system design reflects the
system you need and can afford at this point
in time)
 Manage
Train all staff in a timely fashion
Make extensive testing a priority!
Make the most of pilot testing!
Think Big, Think Fast, Think Ahead
 Learning Objectives

Defining project management

The importance of project management
Defining the role of the project manager
Keys to a successful project
Managing the Contractor
Managing the Project
 Manage the Contractor

Enforce the terms of the contract and meet the

requirements .
 Manage the Contractor

Dont marry the contractor

Trust but question
Their bottom line is the bottom line
Your bottom line is a working system
Nothing is ever free
The end product is only as good as
your requirements
 Manage the Contractor
Build performance reviews into the
contract
Be clear and specific
Be timely
The State is ultimately accountable for the
project
 Learning Objectives
What is project management?
Why is it important?
The role of the project manager
Keys to success projects
Keys to a successful projects
Managing the Contractor
Managing the Project
 Manage the Project

Successful project management is

delivering a quality product that
meets the customers
requirements within time, scope,
and budget.
 Manage the Project

Project Management Potholes

 Project Management
Potholes

Giving away the farm.

Giving the contractor or developer too
much control, responsibility, or authority
Project Management Potholes

Gradual, progressive increase in the

projects scope that is not noticed
immediately

Occurs when additional requirements result

in scope change and can cause cost and
schedule overruns
Project Management Potholes
Keeping Control of the Budget
Project Management Potholes
Budget/Cost Management
Monitor project spending
When a variance occurs,
determine the cause
Change the execution of the
project, reduce scope.
Prevent unapproved
changes to the project
Project Management Potholes
Focus on the entire project

Report?
What report?
What is a report?
Documentation ..
 Leadership Skills:
Vision and Strategy
Establishing Direction
Aligning People
Communicating
Negotiating
Motivating and Inspiring
Influencing Organizations
Overcoming Barriers to Change
The Project Life Cycle

General Form of a Project Life Cycle

Project

Phase 1 Phase 2 Phase 3 Phase... Phase "n"

Our Project Life Cycle
Project Life Cycle Used in this Workshop

Project

Initiation Definition Planning Implementation Closure

Phase Purpose
Initiation Introduce project to attain approval and create project
charter
Definition Document project scope, deliverables, and methods for
containing scope.
Planning Create plan documenting the activities required to
complete the project, along with sequence of activities,
resources assigned to the activities, and resulting
schedule and budgets.
Implementation Execute and manage the plan, using artifacts created in
the planning phase.
Closure Formally review the project, including lessons learned and
turnover of project documentation.
Continuous Improvement

Lessons
Learned

Project

Initiation Definition Planning Implementation Closure