Project Management PDF

Project Management Uğur Murat Leloğlu, PhD. October 2022, Project Management Dr. Uğur Murat Leloğlu Who Am I? B.Sc. 1991, M.Sc. 1995, Ph.D. 2001: METU EE July 1997 – July 1998: Researcher at École Nationale Supérieur...

Project Management Uğur Murat Leloğlu, PhD. October 2022, Project Management Dr. Uğur Murat Leloğlu Who Am I? B.Sc. 1991, M.Sc. 1995, Ph.D. 2001: METU EE July 1997 – July 1998: Researcher at École Nationale Supérieure des Télécommunications July 2001 – September 2002: SSTL + Surrey Space Center, Surrey University 2004-2011: Institute Director of Space Technologies Research Institute of TÜBİTAK 2013-2022 : Academic staff of METU GGIT 2022-… : Academic staff in THKÜ Worked on: Image processing, Computer vision, Remote sensing, Spacecraft system design October 2022, Project Management Dr. Uğur Murat Leloğlu 1  Outline Why do you need to learn project management? What is a project? What is project management? Project breakdown structures Project phasing Project schedule October 2022, Project Management Dr. Uğur Murat Leloğlu Why do I need to learn PM October 2022, Project Management Dr. Uğur Murat Leloğlu 2  Why do I need to learn PM I do not know about PM I know about PM October 2022, Project Management Dr. Uğur Murat Leloğlu Why do I need to learn PM Those of you who will have a professional work will be part of projects You will need to manage your work package Over time, you will be forced to manage larger projects, it is inevitable You need to understand what is going on, otherwise you will be blamed for the failure of others The concepts are useful in daily life October 2022, Project Management Dr. Uğur Murat Leloğlu 3  What is a Project “A project is a temporary endeavor designed to produce a unique product, service or result with a defined beginning and end (usually time-constrained, and often constrained by funding or deliverables) undertaken to meet unique goals and objectives, typically to bring about beneficial change or added value” (wiki, project management) October 2022, Project Management Dr. Uğur Murat Leloğlu What is a Project Collection of related or connected activities to develop a product or a service It should have a customer Projects should have a schedule, well defined start and conclusion times Resources (may be limited) should be defined Usually has a limited budget A project name must be specified Expected outcomes must be defined October 2022, Project Management Dr. Uğur Murat Leloğlu 4  What is not a Project Explorations Something going on indefinitely One team or one person working alone Creating the same thing multiple times No constraints on time, cost or performance October 2022, Project Management Dr. Uğur Murat Leloğlu Daily routine jobs vs. Projects Routine service jobs Projects Repeated without any Not repeatable modification Routine A new product or a service Continuous Done once Done before Never done before Repeated in the same way Not repeated in a similar manner Using experience and past Little or no experience from the knowledge past projects Known Ambiguity Example: Student registration EE 494 projects October 2022, Project Management Dr. Uğur Murat Leloğlu 5  Historical and Modern Projects 27th Century BC 2nd Century AD Modern October 2022, Project Management Dr. Uğur Murat Leloğlu Project Management “Project management is the discipline of initiating, planning, executing, controlling, and closing the work of a team to achieve specific goals and meet specific success criteria” The primary constraints are scope, time, quality and budget (wiki, project management) “Program management … is the process of managing several related projects, often with the intention of improving an organization's performance.” (wiki, program management) October 2022, Project Management Dr. Uğur Murat Leloğlu 6  Project Management Process of guiding a project from its beginning through its performance to its closure Usually has a manager responsible for coordinating all project activities for succesful completion of the Project Main goal of PM, balance the trade-offs among: Scope (i.e., what is delivered) Budget Time October 2022, Project Management Dr. Uğur Murat Leloğlu The Five Process Groups Initiating Planning Executing Monitoring & Controlling Closing October 2022, Project Management Dr. Uğur Murat Leloğlu 7  The Nine Knowledge Areas Integration Scope Time Cost Quality Communications Human Resources Risk Procurement October 2022, Project Management Dr. Uğur Murat Leloğlu Knowledge Project Management Process Groups Areas Initiating Planning Executing Monitoring & Closing Controlling Develop Project Develop Project Management Direct & Manage Monitor & Control Project Close Project or Integration Charter Plan Project Execution Work Phase Perform Integrated Change Control Collect Requirements Verify Scope Scope Define Scope Control Scope Create WBS Define Activities Control Schedule Time Sequence Activities Estimate Activity Resources Estimate Activity Durations Develop Schedule Estimate Cost Control Costs Cost Determine Budget Plan Quality Perform Quality Perform Quality Control Quality Assurance Develop HR Plan Acquire Project Team Manage Project Team HR Develop Project Team Identify Plan Communications Distribute Manage Stakeholder Communications Communications Information Expectations Report Performance Plan Risk Management Monitor & Control Risks Risk Identify Risks Perform Qualitative Risk Analysis Perform Quantitative Risk Analysis Plan Risk Responses Plan Procurements Conduct Administer Procurements Close Procurement October 2022, Project Management Procurements Dr. UğurProcurements Murat Leloğlu 8  The Triple Constraint Or the iron triangle Time Scope Cost October 2022, Project Management Dr. Uğur Murat Leloğlu The triple limit Performance Requirements Duration Calendar Budget Cost October 2022, Project Management Dr. Uğur Murat Leloğlu 9  Murphy’s Law No project has ever finished on time, within budget, to requirement - yours won't be the first too A badly planned project will take three times longer than expected - a well planned project only twice as long as expected A user is somebody who tells you what they want the day you give them what they asked for There are no good project managers - only lucky ones October 2022, Project Management Dr. Uğur Murat Leloğlu Bad PM Example Space Shuttle Project Early estimation Development costs: 43 Billion in 2011 USD Cost per flight: 9.3 Million USD 12 launches per year, first 1977 Analysis Cost per flight: 450 Million USD 9 launches in 1985 and much less later, 1st 1981 Two launch failures October 2022, Project Management Dr. Uğur Murat Leloğlu 10  The Big Picture stakeholders Performing Organisation stakeholders Client - Sponsor Project Manager stakeholders Project Team stakeholders October 2022, Project Management Dr. Uğur Murat Leloğlu Stakeholders A person or group of people who have a vested interest in the success of a project Typically: Sponsor, Funding Body Customer, End User Suppliers, Contractors, Subcontractors Top Management Team Members, Peers Resource Managers, Internal Customers … October 2022, Project Management Dr. Uğur Murat Leloğlu 11  Project Management Standards General Standards: i.e. ISO 21500 There are specific standards for program management in various application areas Software Aerospace and Defense Space There are overlaps in these areas I will give examples from space standards: US (NASA) and European (ECSS) October 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Project Breakdown Structures A project can be broken into manageable elements in various ways: Function tree Specification tree Product tree Work breakdown structure Organization breakdown structure October 2022, Project Management Dr. Uğur Murat Leloğlu 12  Product Tree Breakdown of the project into successive levels of hardware and software products or elements Related to the function tree Has additional elements like development models or test and integration tools Basis for work breakdown structure October 2022, Project Management Dr. Uğur Murat Leloğlu Product Tree: Example Car https://whatsoftwarecando.org/juggling-trees-layout-hierarchical-information-compactly/ October 2022, Project Management Dr. Uğur Murat Leloğlu 13  Product Tree Space System October 2022, Project Management Dr. Uğur Murat Leloğlu Work Breakdown Structure Principal structure used in managing a project Framework for managing cost, schedule and technical content Derived from the product tree October 2022, Project Management Dr. Uğur Murat Leloğlu 14  WBS Example October 2022, Project Management Dr. Uğur Murat Leloğlu WBS Example October 2022, Project Management Dr. Uğur Murat Leloğlu 15  Six levels of WBS Project Activity Subactivity –Work package »tasks for each team member Generally, cost and required time/resources are estimated at WP level and are merged to upper levels Multiple estimation can be compared October 2022, Project Management Dr. Uğur Murat Leloğlu Project Phases (Gray & Larson, 2006, p6) October 2022, Project Management Dr. Uğur Murat Leloğlu 16  NASA Project Life Cycle NASA Space Flight Program and Project anagement Handbook October 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Project Phasing Phase 0 - Mission analysis/needs identification Phase A - Feasibility Phase B - Preliminary Definition Phase C - Detailed Definition Phase D - Qualification and Production Phase E –Utilization Phase F – Disposal October 2022, Project Management Dr. Uğur Murat Leloğlu 17  ECSS: Project Phasing Phases Activities Phase 0 Phase A Phase B Phase C Phase D Phase E Phase F MDR PRR Mission/Function SRR PDR Requirements CDR Definition QR Verification AR ORR Production FRR CRR ELR Utilization LRR MCR Disposal ECSS-M-ST-10C Rev. 1 October 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Project Phasing Phases 0, A, and B: mainly system functional and technical requirements, identification of system concepts to comply with the mission statement the identification of all activities and resources to be used to develop the space and ground segments of the project, the initial assessments of technical and programmatic risk, initiation of pre-development activities October 2022, Project Management Dr. Uğur Murat Leloğlu 18  ECSS: Project Phasing Phases C and D all activities to be performed in order to develop and qualify the space and ground segments and their products Phase E all activities to be performed in order to launch, commission, utilize, and maintain the system Phase F all activities to be performed in order to safely dispose all products October 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Reviews Each phase ends with project review(s) The review confirms readiness to pass to the next phase (except MDR) project reviews are typically carried out by all project actors down to the lowest level supplier involved in the related phase October 2022, Project Management Dr. Uğur Murat Leloğlu 19  ECSS: Reviews From the PRR to the PDR, the sequence of the reviews is “top down” From the top level customer and his top level supplier to the lowest level From the CDR to the AR, “bottom up”, from the lowest level supplier and its customer up to the top level customer Called the “V model” There can be mission-specific reviews October 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Review Life Cycle Project Initiator System Operator MDR CRR Top Level Customer PRR/SRR/PDR CDR/QR/AR 1st Level Supplier 1st Level Customer PDR CDR/QR/AR 2nd Level Supplier 2nd Level Customer PDR CDR/QR/AR nth Level Supplier nth Level Customer PDR CDR/QR/AR Lowest Level Supplier ECSS-M-ST-10C Rev. 1 October 2022, Project Management Dr. Uğur Murat Leloğlu 20  ECSS: Project Phasing Phase 0 (Mission analysis/needs identification) End: The mission definition review (MDR) Objectives: the mission statement (mission needs, expected performance etc.) preliminary technical requirements specification Possible mission concepts preliminary assessment of programmatic aspects preliminary risk assessment October 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Project Phasing Phase A (Feasibility) End: The prel. requirements review (PRR) Objectives: preliminary management, engineering and product assurance plans technical requirements specification technical and programmatic feasibility of the system concept Selection of system and operations concept(s) and technical solutions, (model philosophy and verification approach) October 2022, Project Management Dr. Uğur Murat Leloğlu 21  ECSS: Project Phasing Phase B (Preliminary definition) During: The system requirements review (SRR) SRR Objectives: updated technical requirements specifications Assessment of the preliminary design definition Assessment of the preliminary verification program October 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Project Phasing Phase B (Preliminary definition) End: The preliminary design review (PDR) PDR Objectives the preliminary design of the selected concept and technical solutions against project and system requirements final management, engineering and product assurance plans product tree, work breakdown structure and specification tree the verification plan (including model philosophy) October 2022, Project Management Dr. Uğur Murat Leloğlu 22  ECSS: Project Phasing Phase C (Detailed definition) End: critical design review (CDR) CDR Objectives: the qualification and validation status of the critical processes and their readiness compatibility with external interfaces the final design assembly, integration and test planning flight hardware/software manufacturing, assembly and testing Octoberuser manual 2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Project Phasing Phase D (Qualification and production) During: The qualification review (QR) QR Objectives: confirm that the design, including margins, meets the requirements verify the verification record is complete at all levels verify the acceptability of all waivers and deviations + October 2022, Project Management Dr. Uğur Murat Leloğlu 23  ECSS: Project Phasing Phase D (Qualification and production) End: The acceptance review (AR) and ORR AR Objectives: confirm product is free of workmanship errors and is ready for operations verify the acceptance verification record is complete at all lower levels verify that all deliverable products are available authorize delivery of the product release the certificate of acceptance October+2022, Project Management Dr. Uğur Murat Leloğlu ECSS: Project Phasing Phase D (Qualification and production) End: AR and Operational Readiness Review (ORR) ORR Objectives: verify readiness of the operational procedures and their compatibility with the flight system verify readiness of the operations teams accept and release the ground segment for operations October 2022, Project Management Dr. Uğur Murat Leloğlu 24  ECSS: Project Phasing Phase E (Operations/utilization) Before launch: The flight readiness review (FRR) Just before launch: The launch readiness review (LRR) After commissioning: The commissioning result review (CRR) End: The end-of-life review (ELR) Phase F (Disposal) End: The mission close-out review (MCR) October 2022, Project Management Dr. Uğur Murat Leloğlu EE493-494 Phases Which phases do your milestones (from earlier years) correspond? MDR, PRR, SRR, PDR, CDR, PR, AR, … October 2022, Project Management Dr. Uğur Murat Leloğlu 25  October 2022, Project Management Dr. Uğur Murat Leloğlu 10 Mart 2008 Schedule Management Gantt chart: A bar chart that illustrates a project schedule Tasks (WBS) in the vertical axis Time in the horizontal axis Dependencies between the tasks are also shown October 2022, Project Management Dr. Uğur Murat Leloğlu 26  Gantt Chart Example October 2022, Project Management Dr. Uğur Murat Leloğlu Gantt Chart Example Dependency: Task 4 cannot begin before Task 2 is completed Critical path: the sequence of stages determining the minimum time needed for an operation, shown in red October 2022, Project Management Dr. Uğur Murat Leloğlu 27  Actual Project Example RASAT Satellite, 684 tasks spanning 5 years October 2022, Project Management Dr. Uğur Murat Leloğlu Murphy’s Law The first 90% of the project takes 90% of the time, and the last 10% takes the other 90% Any project can be estimated accurately (once it's completed) Work expands to fill the time available October 2022, Project Management Dr. Uğur Murat Leloğlu 28  Risk Management Murphy's Law: “If anything can go wrong, it will.” “identification, evaluation, and prioritization of risks followed by coordinated and economical application of resources to minimize, monitor, and control the probability or impact of unfortunate events” wiki Sources: economic fluctuations, accidents, natural disasters, attacks, new legislation, people, technical difficulty etc. October 2022, Project Management Dr. Uğur Murat Leloğlu Risk Management identify the threats assess the vulnerability of critical assets to specific threats determine the risk (i.e. the expected likelihood and consequences of specific types of attacks on specific assets) identify ways to reduce those risks prioritize risk reduction measures October 2022, Project Management Dr. Uğur Murat Leloğlu 29  Risk Management Risk identification October 2022, Project Management Dr. Uğur Murat Leloğlu Risk Management Risk evaluation October 2022, Project Management Dr. Uğur Murat Leloğlu 30  Risk Management Avoidance (eliminate, withdraw from or not become involved) Reduction (optimize – mitigate) Sharing (transfer – outsource or insure) Retention (accept and budget) October 2022, Project Management Dr. Uğur Murat Leloğlu How Projects Really Work? How the customer How the proj. leader How the analyst explained it understood it designed it October 2022, Project Management Dr. Uğur Murat Leloğlu 31  How Projects Really Work? How the programmer What the beta testers How the business wrote it received consult. described it October 2022, Project Management Dr. Uğur Murat Leloğlu How Projects Really Work? How the project was What operations How the customer documented installed was billed October 2022, Project Management Dr. Uğur Murat Leloğlu 32  How Projects Really Work? How it was supported What marketing What the customer. advertized really needed October 2022, Project Management Dr. Uğur Murat Leloğlu Feature creep October 2022, Project Management Dr. Uğur Murat Leloğlu 33