Project Management for Electrical Engineering Lecture Notes PDF

# Project Management for Electrical Engineering ## Introduction This presentation discusses the importance of project management in electrical engineering, using an example of a junior engineer's experience. ### Example: A junior engineer completes a design in one month. Their project manager (...

# Project Management for Electrical Engineering ## Introduction This presentation discusses the importance of project management in electrical engineering, using an example of a junior engineer's experience. ### Example: A junior engineer completes a design in one month. Their project manager (PM) is excited, but informs the engineer that the design phase was budgeted for only two weeks. The PM states "We are out of schedule" and "You are too slow." This situation demonstrates a common challenge in engineering: the mismatch between individuals' priorities and those of the organization. ### Benefits of Studying Project Management: - **Short Term:** Improved communication with colleagues and team members. - **Long Term:** The potential for leading and managing engineering teams. ## Core of Engineering Project Management Engineering project management revolves around effectively managing three key elements: - **Scope:** Defines the project's boundaries, including what will and will not be included. It serves as a contract for deliverables. - **Schedule:** Establishes the timeline for achieving the project's objectives. - **Budget:** Determines the financial resources required to complete the project. These three elements are known as the **triple constraint** or **project management triangle**, or sometimes the **iron triangle.** As a project manager (PM), it is essential to manage the project within these constraints, while recognizing that the PM plays a role in defining them. It is good news to know you have a role in defining these constraints! ## Project Scope (~Contract) The project scope is the definition of what work will and will not be included in a project. ### Public Work - **Client Provides Scope:** Clients typically define the scope through Requests for Proposals (RFPs). - **PM Review:** Project managers should thoroughly review RFPs to identify any missing or unclear terms during the proposal phase. This practice helps ensure: - **Clarity in the Contract:** The PM will be bound to the contract if they win the project. - **Fair Competition:** Prevents varying interpretations that could lead to unfair bidding. Pre-written scopes can be helpful, but a thorough review remains crucial. ### Private Work - **Engineer as Expert:** Clients approach engineers as experts, often providing loose parameters. - **PM Writes Scope:** Project managers then write the complete project scope themselves. ### Scope Overview: - **Basic Building Block:** It is a critical foundation for determining the project's schedule and budget. - **Communication Tool:** Helps communicate project details to clients, teams, and stakeholders. ### Project Scope Life Cycle 1. **Determine Stakeholders and Understanding:** Identify those involved in the project and define a common understanding. This step often involves creating a project charter. 2. **Understand the Scope:** Gain a comprehensive understanding of: - Expected deliverables - Project timeline - Budget This step often requires: - **Interviews/Meetings/Calls:** With stakeholders and experts. - **Document Analysis:** Analyzing project-related documents. - **Market Research:** Investigating relevant market trends. 3. **Write Down the Scope:** Formalize the scope through: - **Project Statement:** Provides a clear, concise overview of the project. - **Work Breakdown structure (WBS)**: Divides the project into smaller, manageable tasks. 4. **Validate and Control:** Ensure that the scope is accurate and agreed upon by all parties involved. ### Project Scope - Writing a Project Statement While many formats exist for project statements, the following components are recommended: - **Project Name & Purpose:** Clearly identify the project and its objectives. - **Business Benefit(s):** Outline the expected benefits of completing the project. - **Inclusions:** List the tasks, deliverables, and components included in the project. - **Exclusions:** Identify tasks, deliverables, or components that are not included in the project. - **Expected Constraints/Resources Required:** Specify any limitations or resources necessary for successful project completion (e.g., budget, time, materials). #### Qualities of a Good Project Statement: - **Simple, Clear Language:** Everyone involved should understand. - **Lists Deliverables:** Clearly specifies the project's deliverables. - **Balances Included & Not Included:** Outlines both the scope's inclusion and exclusion. - **Uses Specific Numbers:** Employs specific numbers for clarity (e.g., quantities, dates). #### Bad Project Statement: - **Confusing or Technical Language:** Difficult to comprehend. - **Unclear About Deliverables:** Fails to define clearly what the project will deliver. - **Too Focused On Exclusions:** Overemphasizes what is not included, potentially obscuring inclusions. - **Uses Vague Terms:** Employs indefinite terms like "all" or "unlimited." ### Project Scope - Work Breakdown Structure (WBS) The WBS is a hierarchical representation of the project's tasks. It structures the project's scope into smaller, more manageable components. This process breaks down the project into: - **Project Name:** The overall project title. - **Sub Project/Deliverable:** Major components or deliverables within the project. - **Project Phase:** The various stages involved in completing the project. - **Work Package:** The smallest, readily achievable tasks. **Key Points** - A work package represents a complete deliverable or outcome that provides satisfaction. - Always end with a work package. - Ensure that the work packages encompass all necessary tasks in the project. ### Work Package vs. Activity | Work Package | Activity | | --------------------------- | ----------------------------------------------- | | Small deliverable of a project | Series of activities resulting in a work package | | Result or outcome of a project | Step inside the project | | Provides satisfaction | May or may not provide satisfaction | | Handed over to stakeholders | Cannot be handed over | ### Important Rules of WBS - **Refine Budget and Time:** The WBS aids in refining the project budget and schedule. - **Show Modifications:** The WBS helps identify the impact of project modifications. - **Distribute Work:** Facilitate the distribution of work to departments, teams, or individuals. ## Example: Installing a Backup Generator for a Hospital This example demonstrates developing a project scope for installing a backup generator for a hospital. ### Understanding the Scope Information gathered in the initial stage includes: #### Meetings - **Need:** 500kw backup power. - **Must Power:** Critical departments, including the emergency room (ER), intensive care unit (ICU), and operating room (OR). - **Budget:** $200,000. - **Timeline:** 6 weeks. - **Location:** Existing generator room. - **Start-Up Time:** Must start within 10 seconds. - **Fuel Storage:** Requires 72 hours of fuel storage. #### Document Check - **Hospital Electrical Plans:** Review existing electrical infrastructure. - **Emergency Power Requirements:** Analyze the hospital's emergency power needs. - **Health Facility Codes:** Ensure compliance with relevant health facility codes and regulations. - **Current Power Usage Data:** Analyze current power consumption data. #### Market Research - **Hospital Generator Options:** Evaluate different generator options. - **Installation Requirements:** Determine the specific installation requirements. - **Standard Costs:** Research typical costs for generators and installation. - **Typical Timelines:** Investigate typical timelines for similar projects. ### Write Down the Scope #### Project Statement - **Project Name & Purpose:** "Hospital Emergency Generator Installation" - Provide reliable emergency power for critical care. - **Business Benefits:** - Staff and patient life safety. - Continuous patient care. - Medical equipment protection. - Regulatory compliance. - **Inclusions:** - 500kW generator installation. - Automatic transfer switch. - 72-hour fuel tank. - Basic monitoring/control system. - Testing & certification. - Staff training (8 hours). - Operation manuals. - **Exclusions:** - Free maintenance. - Generator room building modifications. - Noise-canceling room setup. - **Constraints:** - Budget: $200,000. - Time: 6 weeks. - Zero interruption to hospital operations. - Health code compliance. - Work hours: Coordinated with the hospital. #### Work Breakdown Structure (WBS) - **Project Name:** "Hospital Generator Project" - **Project Phases:** - **Preparation:** - Site check. - Permits. - Generator setup. - **Installation:** - Fuel system setup. - Electrical work. - **Completion:** - Testing. - Training. - Handover. - **Work Packages:** - **Generator Room Check** - **Fuel Tank Room Check** - **Load Test** - **Start-Up & Duration Test** ## Thank You