Project Management - Intro to Project Management

What Is The Role Of A Project Manager?

- A project manager is the person responsible for accomplishing the project objectives. - Usually middle management - reports to higher-ups, leads other managers

Closing Process Group:

- Formalizes acceptance of the product, service, or result & brings the project or project phase to an orderly end - Administrative closure procedures, contract closure procedure, lessons learned documentation

Managing a project includes:

- Identifying requirements - Establishing clear and achievable objectives - Balancing competing demands for quality, scope, time & cost - Adapting the specifications, plans, and approach to the different concerns and expectations of various stakeholders

Project management is accomplished through the application & integration of the 5 following processes called the project management processes:

- Initiating - Planning - Executing - Monitoring & Controlling - Closing

Role of the PM is - enabler & leader:

- Obtains scarce resources to allow the project to happen - Buffers project and team from outside influences - Motivates team members, problem solves, negotiates - Often leads teams of non-direct reports to complete a project

Projects vs. Operations

- Projects have end dates, ex: design a new product or service, build a new warehouse, convert one computer system to another - vs. Operations are ongoing - Objective's differ: Projects; obtain its objective then terminate - Operations; sustain business

Initiating Process Group:

- defines and authorizes the project or a project phase - Project Charter, Preliminary project scope statement

Planning Process Group:

- defines and refines objectives, and plans the course of action required to attain the objectives and scope that the project was undertaken to address - Project Management Plan

Executing Process Group:

- integrates people and other resources to carry out the project management plan for the project - Deliverables, requested changes, Implemented change requests, implemented corrective actions, work performance information

Monitoring & Controlling Process Group:

- regularly measures and monitors progress to identify variances from the project plan so that corrective action can be taken - Performance reports, forecasts, approved/rejected change requests, corrective actions, preventive actions

Project or Operation? 1. Construction of new building or facility 2. Automobile production line 3. Designing a new car 4. Updating the University's E-mail System 5. Taking calls @ the IT help desk

1. Project 2. Operations 3. Project 4. Project 5. Operations

What Is A Project?

A project is a temporary endeavor undertaken to produce a unique product, service, or result.

Projectized Organizations:

Each project has a team leader for each discipline. That leader reports to the project manager i.e. finance lead, human resource lead, procurement lead, etc.

FSNPA

Forming, Storming, Norming, Performing, Adjourning

Matrix Organizations:

In between a functional organization and a projectized organization. Team leads report to both functional heads and project managers to varying degrees (degree depends on the organization)

The 5 Project Processes:

Initiating Process Group, Planning Process Group, Executing Process Group, Monitoring & Controlling Process Group, Closing Process Group

A project is completed once i.e. if something is repetitive it is ___ a project

NOT

Roll of PM is ___ to be the sole planner

NOT

Project Management 9 Knowledge Areas:

Project integration management, Project scope management, Project time management, Project cost management, Project quality management, Project human resource management, Project communications management, Project risk management, Project procurement management

What Is Project Management?

Project mgt is the application of knowledge, skills, tools, & techniques on to project activities in order to meet the project requirements.

Clearly defined _____ & specific _________ ________

Scope Specific Requirements

Projects have definite starts and definite ends in terms of both ____ & ____

Time & Budget

Forming

desire here is to be accepted, controversy is avoided

What is Progressive elaboration?

developing in steps and continuing by increments, broad definition of project scope in the beginning, narrower definition as project continues

Storming

different ideas compete for consideration, healthy controversy is dealt with

Project communications management

employs the processes required to ensure timely & appropriate generation, collection, distribution, storage, retrieval, & ultimate disposition of project information

Adjourning

group is disband due to project completion or reassignment

Performing

high performing teams are able to function as a unit, team members are independent, motivated and knowledgeable

Project integration management

processes and activities needed to identify, define, combine, unify, & coordinate, the various processes & project management activities. Focus is on integration ex: Project Charter, Project Management Plan

Project risk management

processes concerned with conducting risk management planning, identification, analysis, responses, and monitoring & control on the project; most of these processes are updated throughout the project

Project quality management

processes include all the activities of the performing organization that determine quality policies, objectives, & responsibilities so that the project will satisfy the needs for which it was undertaken

Project cost management

processes involved in planning, estimating, budgeting, and controlling costs so that the project can be completed within the approved budget

Project time management

processes required to accomplish timely completion of the project, ex.scheduling

Project scope management

processes required to ensure the project includes all the work required and only the work required to complete the project successfully

Project human resource management

processes that organize and manage the project team, establishes roles & responsibilities, project organization charts, staffing management plan

Project procurement management

processes to purchase or acquire the products, services, or results needed from outside the project team to perform the work; procurement plan, make or buy decisions

What is the Triple Constraint?

scope / time / cost - project quality is affected by balancing scope, time, & cost [if one factor changes than at least one other factor is likely to change as well]

Functional Organizations:

separate departments for each function; finance, operations, engineering, marketing, program management, human resources, contracts, etc.. - Each department has a department head - The functional department is ultimately responsible for the workers compensation and increases - Most challenging to manage projects in functional organizations

Norming

team has 1 common goal and comes to a mutual plan. Some give up their own ideas, emphasis is on making the team work

Motivates & Leads The Project Team

• Forming, Storming, Norming, Performing, Adjourning • As a team leader it is important to understand that teams have natural stages of group development as proposed by Bruce Tuckman in 1965 • Each phase is necessary and "inevitable in order for the team to grow to face up to challenges, to tackle problems, ..."etc

Reporting to Higher-ups

• PM will usually have a sponsor / team of sponsors to report to • Sponsor's may want to dictate the project cost, performance, timeframe, or scope • Each is a function of the other; therefore the sponsor can only dictate 3 of the 4 criteria • If the sponsor decides the project performance, the scope, and timeframe, then the PM and project team would decide the budget i.e. the project team would price out the project based on the sponsors criteria