Introduction To Project Management PDF

Introduction to Project Management PROJECM Course Notes of Dr. Harvey Ong “ All of mankind’s greatest accomplishments – from building the great pyramids to discovering a cure for polio to putting a man on the moon – began as a project.” PROJECM Course Notes of Dr. Harvey Ong Wha...

Introduction to Project Management PROJECM Course Notes of Dr. Harvey Ong “ All of mankind’s greatest accomplishments – from building the great pyramids to discovering a cure for polio to putting a man on the moon – began as a project.” PROJECM Course Notes of Dr. Harvey Ong What do the following headlines have in common ? New Web Video Phone is Here to Stay Farm Aid concert raises millions for family farmers New Zealand BritoMart Transportation System opens ahead of schedule Contract for building citywide WiFi site awarded Optical Security System on Line PROJECM Course Notes of Dr. Harvey Ong  ALL THESE EVENTS resulted from the ____________ PROJECM Course Notes of Dr. Harvey Ong  ALL THESE EVENTS resulted from the management of projects PROJECM Course Notes of Dr. Harvey Ong PROJECT – is a complex, non-routine, one-time effort limited by _____, _____, ______ and _________ designed to meet customer needs PROJECM Course Notes of Dr. Harvey Ong PROJECT – is a complex, non-routine, one-time effort limited by time, budget, resources and performance specifications designed to meet customer needs PROJECM Course Notes of Dr. Harvey Ong PROJECT – a temporary endeavor undertaken to create a unique product or service [PMI Definition] * PMI - PROJECM Course Notes of Dr. Harvey Ong PMI – Project Management Institute - Founded in 1969 as an international society for project managers - Today, PMI serves more than three million professionals including over 650,000 members in 213 countries and territories around the world, with 303 chapters and 14,000 volunteers serving local members in over 180 countries. PROJECM Course Notes of Dr. Harvey Ong PMI – Project Management Institute - Its services include the development of standards, research, education, publication, networking-opportunities in local chapters, hosting conferences and training seminars, and providing accreditation in project management. - PMI has recruited volunteers to create industry standards, such as “A Guide to the Project Management Body of Knowledge”, which has been recognized by the American National Standards Institute (ANSI). In 2012 ISO adapted the PROJECM Course Notes of Dr. Harvey Ong project management processes from What is the Major Goal of a Project ? PROJECM Course Notes of Dr. Harvey Ong Major Goal of a Project - to satisfy a customer’s need PROJECM Course Notes of Dr. Harvey Ong  Major Characteristics of a Project (1) An established objective (2) A defined life span with a beginning and an end (3) Usually the involvement of several departments and professionals (4) Typically, doing something that has never been done before (5) Specific time, cost and performance requirements PROJECM Course Notes of Dr. Harvey Ong Characteristics of Projects  Unique  Specific Delivera ble PROJECM Course Notes of Dr. Harvey Ong  Other Common Characteristics of Projects  Multidisciplinary  Complex  Conflict  Part of Programs PROJECM Course Notes of Dr. Harvey Ong What a Project Is Not ? - Project should not be confused with everyday work - A project is not routine, repetitive work - Ordinary daily work typically requires doing the same or simple work over and over, while a project is done only once. - A new product or service exists when the project is completed. PROJECM Course Notes of Dr. Harvey Ong ROUTINE, REPETITIVE WORK Ex. Taking class notes PROJECTS Ex. Writing a term paper PROJECM Course Notes of Dr. Harvey Ong ROUTINE, REPETITIVE WORK Ex. Daily entering sales receipts into the accounting ledger. PROJECTS Ex. Setting up a sales kiosk for a professional accounting meeting PROJECM Course Notes of Dr. Harvey Ong ROUTINE, REPETITIVE WORK Ex. Responding to a supply- chain request PROJECTS Ex. Developing a supply-chain information system PROJECM Course Notes of Dr. Harvey Ong ROUTINE, REPETITIVE WORK Ex. Practicing scales on the piano PROJECTS Ex. Writing a new piano piece. PROJECM Course Notes of Dr. Harvey Ong ROUTINE, REPETITIVE WORK Ex. Routine manufacture of an Apple iPod PROJECTS Ex. Designing an iPod that is approximately 2 X 4 inches, interfaces with PC, and stores 10,000 songs PROJECM Course Notes of Dr. Harvey Ong ROUTINE, REPETITIVE WORK Ex. Attaching tags on a manufactures product. PROJECTS Ex. Wire-tag projects for GE and Wal-Mart PROJECM Course Notes of Dr. Harvey Ong  A project, then, is a temporary endeavor undertaken to create a unique product or service. It is specific, timely, usually multidisciplinary, and always conflict ridden. Projects are parts of overall programs and may be broken down into tasks, subtasks, and further if desired. PROJECM Course Notes of Dr. Harvey Ong WHY PROJECTS ? PROJECM Course Notes of Dr. Harvey Ong  WHY PROJECTS ? - We form projects in order to fix the responsibilities and authority for the achievement of an organizational goal on an individual or small group when the job does not clearly fall within the definition of routine work. PROJECM Course Notes of Dr. Harvey Ong Why the emphasis on project management?  Many tasks do not fit neatly into business-as-usual.  Need to assign responsibility and authority for achievement of organizational goals. PROJECM Course Notes of Dr. Harvey Ong PROJECT MANAGEMENT – the application of ________, ________, _________ and ___________ to project activities to meet the project requirements. PROJECT MANAGER – the individual responsible for ____________. PROJECM Course Notes of Dr. Harvey Ong PROJECT MANAGEMENT – the application of knowledge, skills, tools and techniques to project activities to meet the project requirements. PROJECT MANAGER – the individual responsible for managing a project. PROJECM Course Notes of Dr. Harvey Ong Project Management vs. General Management Project Management differs from General Management largely because projects differ from what we have referred to as “non-projects” PROJECM Course Notes of Dr. Harvey Ong Project Management vs. General Management every project is Are often planned, budgeted, multidisciplinary scheduled and When managing non- controlled as a unique project, the general task manager tries to Almost everything is “manage by an exception exception” Non projects almost everything is routine and is handles routinely by subordinates, the PROJECM Course Notes of Dr. Harvey Ong Abilities Needed For Effective Project Management  Conflict Resolution  Creativity and Flexibility  Ability to Adjust to Change  Good Planning  Negotiation  win-win versus win-lose PROJECM Course Notes of Dr. Harvey Ong The Three Goals of a Project (What is managed ?) OR Three interrelated objectives of Projects : (1) COST - Meet the budget limit (2) TIME - Finish on schedule, due date (3) PERFORMANCE - Meet specifications that satisfy the client; required performance PROJECM Course Notes of Dr. Harvey Ong  PROJECT LIFE CYCLE – stages found in all projects Level of Effort TIME Start --------------------------------------------------------------------------------------------- 4 Stages : (1) Defining > End (2) Planning (3) Executing PROJECM Course Notes of Dr. Harvey Ong The Project Life Cycle - the project life cycle is used by some project groups to depict the timing of major tasks over the life of the project. PROJECM Course Notes of Dr. Harvey Ong The Project Life Cycle STAGE 1 : Defining Stage - Specifications of the project are defined; project objectives are established; teams are formed; major responsibilities are assigned 1. Goals 2. Specifications 3. Tasks PROJECM Course Notes of Dr. Harvey Ong The Project Life Cycle STAGE 2 : Planning Stage - The level of effort increases, and plans are developed to determined what the project will entail, when it will be scheduled, whom it will benefit, what quality level should be maintained, and what the budget will be (1) Schedules (2) Budgets (3) Resources (4) Risks (5) Staffing PROJECM Course Notes of Dr. Harvey Ong The Project Life Cycle STAGE 3 : Executing Stage - A major portion of the project work takes place – both physical and mental. The physical product is produced. Time, cost and specifications measures are used for control. Is the project on schedule, on budget, and meeting specifications ? What are the forecasts of each of these measures ? What revisions / changes are necessary ? (1) Status Reports (2) Changes (3) Quality (4) Forecasts PROJECM Course Notes of Dr. Harvey Ong The Project Life Cycle STAGE 4 : Delivering Stage - Includes two activities : delivering the project product to the customer and redeploying project resources. Delivering of the project might include customer training and transferring documents. Redeployment usually involves releasing project equipment. Materials to other projects and finding new assignments for team members. (1)Train customers (2) Transfer Documents (3)Release Resources (4) Release staff (5) Lessons Learned PROJECM Course Notes of Dr. Harvey Ong  There are two different paths (life cycles) along which projects progress from start to completion. One is S- shaped and the other is J- shaped. It is an important distinction because identifying the different life cycles helps the PM to focus attention matters to ensure successful completion. PROJECM Course Notes of Dr. Harvey Ong  Many projects are liking building a house. A house building project starts slowly with a lot of discussion and planning. Then construction begins and progress is rapid. When the house is built, but not finished inside, progress appears to slow down and it seemingly takes forever to paint everything, to finish all the trim and to assemble and install the built-in appliance. Progess is SLOW-FAST-SLOW. PROJECM Course Notes of Dr. Harvey Ong  S-shaped Project - “Concave” 100 Slow finish % Project Quick Completi Momentum on Slow start 0 PROJECM Course Notes of Dr. Harvey Ong Example : The process of baking a cake is straight-forward. - Projects like production of computer software (output : fully debugged program), and many chemical engineering projects - Having all the correct projected resources at hand or guaranteed to be available when needed. PROJECM Course Notes of Dr. Harvey Ong  J-shaped Project - “Convex” 100 % Project Completi on 0 TIME PROJECM Course Notes of Dr. Harvey Ong The Project Manager The PM performs the same functions as other managers. That is, they plan, schedule, motivate, and control. However, what makes them unique is that they manage temporary, non- repetitive activities, to complete a fixed life project. Unlike functional managers, who take over existing operations, PM create a project team and organization where none existed before. PROJECM Course Notes of Dr. Harvey Ong The Project Manager PM must decide what and how things should be done instead of simply managing set processes. PM must meet the challenges of each phase of project life cycle PM must oversee the dissolution of their operation when the project is completed. PROJECM Course Notes of Dr. Harvey Ong The Project Manager PM must work with a diversed troupe of characters to complete projects. They are typically the direct link to the customer and must manage the tension between customer expectations and what is feasible and reasonable. PM provides direction, coordination and integration to the project team, which is often made up part-time participants loyal to their functional departments. PROJECM Course Notes of Dr. Harvey Ong The Project Manager PM often must work with a cadre of outsiders – vendors, suppliers, subcontractors – who do not necessarily share their project allegience. PM is/are ultimately responsible for performance (frequently with too little authority). They must ensure the appropriate trade-offs are made between the time, cost, and performance requirements of the project. PROJECM Course Notes of Dr. Harvey Ong The Project Manager PM must orchestrate the completion of the project by inducing the RIGHT people, at the RIGHT time, to address the RIGHT issues, and make the RIGHT decision. PM usually has rewarding experience. Life of projects is rarely boring; each day is different from the last. PM enjoys the act of creating something new and innovative. PM and team members cal feel immense pride in their accomplishment, they are often STARS in their organization and well compensated. PROJECM Course Notes of Dr. Harvey Ong The Project Management and the Project Manager Good Project Managers are always in demand. Every industry is looking for effective people who can get the right things done on time. Project Management is a challenging and exciting profession. PROJECM Course Notes of Dr. Harvey Ong