Project Management Basics

What is a Project?

• A project is a planned set of related activities to achieve a specific objective with a defined beginning and end.
• The Project Management Institute (PMI) defines this.

Project Management Institute (PMI)

• The PMI is an association designed to unite project management professionals.
• It works to systematically capture project management knowledge.
• The PMI publishes the Project Management Body of Knowledge (PMBOK).
• The PMBOK is a collection of processes and knowledge areas.
• These processes and knowledge areas within PMBOK are generally accepted as best practices in project management.
• In 2006 PMI had over 214,000 members from 159 countries.
• PMI provides professional literature on project management, develops and maintains the PMBOK, and sponsors the PMP Certification.
• The official website for PMI is www.pmi.org.

Project Environment

• Project teams can range from one to many people.
• Project lifecycles can last from days to years.

Project Characteristics

• Projects are temporary endeavors; they have a definite start and end.
• Organizational projects are prioritized for consideration and selection.
• Projects need support from senior management to succeed.
• A project manager is assigned to lead each project.
• Project team members may change throughout the project.

Stakeholders in a Project

• Project Sponsor: Provides executive support.
• Project Manager: Leads and manages the project.
• Project Team Members: Offer technical and support expertise.
• Organization Employees: Those directly or indirectly affected by the project.
• Community: Competitors and business partners, who are impacted by the project’s outcome.

Project Manager Role

• A Project Manager requires a diverse set of skills
• They possess management, leadership, technical, conflict management, and customer relationship abilities.
• It is the Project Manager who is responsible for initiating, planning, executing, controlling, monitoring, and closing projects.

Why Undertake a Project?

• To capitalize on a business opportunity.
• To resolve a business problem.

Feasibility Study Considerations

• To start a project, ensure there is adequate time.
• Adequate financial resources are required to start a project.
• Access to technical resources are required to start a project.

Outsourcing/Offshore Options

• India is the leading provider of outsourcing services.
• In 2008, U.S. companies were projected to spend $31 billion on outsourcing software and services.

Project Failure Causes

• Causes of project failure reported by top 100 managers in a French study:
  • Communication failure.
  • lack of planning.
  • Poor quality control.
• Top 5 causes of Project Failure identified by OASIG Study:
  • Lack of attention to human and organizational factors.
  • Poor project management.
  • Poor articulation of user requirements.
  • Inadequate attention to business needs and goals.
  • Failure to involve users appropriately.
• 2004 Study: Wallace & Keil:
  • Lack of executive support.
  • Lack of user involvement.
  • Inexperienced project manager and team members.
  • Unclear business objectives.
  • Unreliable estimates and outside suppliers.
  • Lack of effective project management methodology.
  • New software infrastructure.
  • Unstable organizational environment.

Unique aspects of IT Projects:

• Applied technologies change constantly within the organization.
• Difficulty in finding and retaining experienced IT project employees.
• Extensive user participation requirements.
• Selecting appropriate systems development methodologies.
• Most IT solutions are "one-of-a-kind".
• Project specifics often change during the project's lifecycle.
• Technology changes can alter a project's objectives.

IS Project Complexities

• Development methodologies compete against one another.
• There are typically limited IT personnel.
• Changes in technology are common during projects.
• User involvement is usually high.
• There is Fast-paced technology-focused business environment.

Project Management Explained

• Project management applies knowledge, skills, tools, and techniques to project activities.
• It ensures project requirements are met.
• Project Management involves five process groups:
  • Initiation
  • Planning
  • Execution
  • Control
  • Closing

Project Management Life Cycle

• Initiate: Potential projects are evaluated for their strategic importance.
• Plan: Define scope, time, cost, and risk management strategies.
• Execute: Follow the project plan.
• Control: Measure project performance against the project plan.
• Close: Finish paperwork and obtain sign-off from all stakeholders.

Various Project Management Tools/Techniques

• Gantt Chart: Used to plan and track project activities.
• Critical Path Method (CPM): Determines the sequence of task activities affecting project completion.
• Program Evaluation and Review Technique (PERT): Uses optimistic, pessimistic, and realistic time estimates.
• Microsoft Project: A widely used project management tool.
  • Available at http://office.microsoft.com/en-us/project/default.aspx
• Application Service Provider (ASP) software is web-hosted.
• Industry-Specific software addresses specific industries or environments.

Industry Specific Software Examples:

• General Purpose: Microsoft Project.
• Detailers and Fabricators: AbacusPM.
• Audio/Visual/Multimedia Production: AlterMedia.
• Construction: Hard Hat Manager.
• Small Business: 4aBetterBusiness.
• Software Development: DOVICO Track-IT.
• Manufacturing and Mining: Crest Soft.

PMBOK Key Points

• PMBOK is the Project Management Body of Knowledge.
• It serves as a repository of key project management knowledge areas.

PMBOK Knowledge Areas

• Integration Management
  • Includes project plan development, project plan execution, and integrated change control.
• Scope Management
  • Encompasses initiation, scope planning, scope definition, and scope verification.
• Time Management
  • Involves activity definition, activity sequencing, activity duration estimating, schedule development, and schedule control.
• Cost Management
  • Includes resource planning, cost estimating, cost budgeting, and cost control projects.
• Quality Management
  • Includes quality planning, quality assurance, and quality control.
• Human Resource Management
  • Involves organizational planning, staff acquisition, and team development.
• Communications Management
  • Covers communications planning, information distribution, performance reporting, and administrative closure.
• Risk Management
  • Includes risk management planning, risk identification, qualitative and quantitative risk analysis, risk response planning, and risk monitoring and control.
• Procurement Management
  • Encompasses procurement planning, solicitation planning, solicitation, source selection, contract administration, and contract closeout.

Major Project Management Achievements

• Great Pyramids of Egypt
• Pacific Railroad
• Hoover Dam
• Manhattan Project
• Space Program

Key Focus Areas for Learning Project Management

• Process Focus
• Team Focus
• Technology Focus
• PM Software
• Group Support Technologies
• Knowledge Management and Organizational Memory Systems
• Global Focus
• PM Professional Focus