Project Management PDF

# Project Management Dr. Ghada Adel ## What is a Project? * A project is typically understood as a temporary endeavor undertaken to create a unique product, service, or result. ### Projects: Creating Products, Services, and Results The image depicts a blue background with a white outline of a c...

# Project Management Dr. Ghada Adel ## What is a Project? * A project is typically understood as a temporary endeavor undertaken to create a unique product, service, or result. ### Projects: Creating Products, Services, and Results The image depicts a blue background with a white outline of a city scene. The buildings in the city include houses, an office building, and a delivery van. ## Definition of a Project * A project is a specific, finite task or set of tasks that is designed to achieve a particular goal or objective. * It has a defined beginning and end, and it is characterized by a unique outcome. * Projects can vary in size, complexity, and duration, and they can be found in various fields, including construction, software development, research, and event planning. ### Fields of a Project The image contains a project outlined in a box with a label that reads, "Project". The project is in between boxes labelled "Fields" and "Variations". The "Fields" box contains a list: * Construction * Software Development * Research * Event Planning ### Variations of a Project The "Variations" box contains a list: * Size * Complexity * Duration ### Characteristics of a Project The image contains a box labelled "Characteristics" with a list: * Defined Beginning and End * Unique Outcome * Finite Task ## Key Characteristics of a Project 1. **Temporary Nature**: Projects have a clear start and finish. They are not ongoing operations but rather time-bound efforts. 2. **Unique Deliverables**: Each project aims to produce a unique product, service, or result that distinguishes it from other projects. 3. **Defined Objectives**: Projects are initiated with specific goals in mind, which guide the planning and execution phases. 4. **Resource Constraints**: Projects operate within certain limitations, including budget, time, and resources, which must be managed effectively. 5. **Cross-Functional Teams**: Projects often require collaboration among individuals with different skills and expertise, fostering teamwork and communication. ## Importance of Projects * Projects play a crucial role in achieving strategic objectives for organizations. They allow for innovation, improvement, and the implementation of new ideas. By managing projects effectively, organizations can respond to changes in the market, meet customer demands, and enhance their competitive advantage. ### Strategic Role of Projects The image depicts a target with arrows pointing towards it. The target is divided into five sections with labels: * Competitive Advantage * Customer Demands * Innovation * Market Response * Improvement ## Examples of Projects ### Overview of Technology Projects The image depicts a semi-circle divided into three sections. The semi-circle is divided into three sections - the "IoT Device," "Website Creation," and "Mobile App Development". * **IoT Device**: Building devices to monitor environmental conditions * **Website Creation**: Designing and developing websites using web technologies * **Mobile App Development**: Creating apps to solve specific problems ### Technology Project Prioritization The image contains a 2x2 matrix with headings: * **Horizontal**: Low Complexity to High Complexity * **Vertical**: Low Impact to High Impact The matrix contains four boxes, each representing a different type of project: * **High Impact & Low Complexity**: Mobile App Development * **High Impact & High Complexity**: IoT Device * **Low Impact & Low Complexity**: Website Creation * **Low Impact & High Complexity**: Complex IoT Device ## Community Environmental Initiatives * **Clean-Up Drive**: Planning and executing a clean-up event to enhance community engagement and environmental stewardship * **Recycling Awareness Campaign**: Educating the community about recycling and waste reduction * **Community Garden**: Establishing a garden to promote local food production and sustainability The image depicts a community clean-up event with a banner that reads, "SK MAHANGIN CLEAN-UP DRIVE TREE PLANTING FEBRUARY 5, 2022". ## Educational Projects * **Research Paper**: Conducting in-depth research and presenting findings in a structured format. * **Workshop Series**: Organizing interactive sessions to teach practical skills to participants. * **Book Club**: Creating a community of readers to explore and discuss literature. ## What a Project is Not * Projects should not be confused with everyday work. * A project is not routine, repetitive work! * Ordinary daily work typically requires doing the same or similar work over and over, while a project is done only once; a new product or service exists when the project is completed. ### Understanding the difference between routine work and projects. The image shows a triangle with one side pointing upwards labelled "Project Work," and the other side pointing downwards labelled "Routine Work". The image also contains two boxes, one labelled "Daily Operations" and the other labelled "Repetitive Tasks". The arrows pointing upwards represent "Strategic Goals" and the arrows pointing downwards represent "Innovative Tasks". ## Comparison of Routine Work with Projects ### Routine, Repetitive Work * Taking class notes * Daily entering sales receipts into the accounting ledger * Responding to a supply-chain request * Practicing scales on the piano * Routine manufacture of an Apple iPod * Attaching tags on a manufactured product ### Projects * Writing a term paper * Setting up a sales kiosk for a professional accounting meeting * Developing a supply-chain information system * Writing a new piano piece * Designing an iPod that is approximately 2 x 4 inches, interfaces with PC, and stores 10,000 songs * Wire-tag projects for GE and Walmart ## Program * A program is a collection of related projects managed in a coordinated manner to obtain benefits and control not available from managing them individually. * Programs are ongoing and may encompass multiple projects that contribute to a broader organizational goal or strategic objective. * They are designed to achieve long-term outcomes and benefits. ### Comparing projects and programs in scope, duration, and outcomes. The image depicts a scale with two sides. The left side represents "Projects" and the right side represents, "Programs". #### Projects * Short-term outcomes * Temporary duration * Individual tasks #### Programs * Long-term benefits * Ongoing duration * Coordinated efforts ## Objectives ### Project Objectives * Deliver a specific output or outcome. * Meet defined requirements and specifications. * Complete within a set timeframe and budget. * Satisfy stakeholder expectations. ### Program Objectives * Achieve strategic goals and benefits for the organization. * Enhance coordination and resource allocation among related projects. * Manage interdependencies and risks across projects. * Foster long-term sustainability and value creation. ## Structure ### Project Structure * Projects typically have a straightforward structure, including: * **Project Manager**: Responsible for planning, executing, and closing the project. * **Project Team**: A group of individuals with specific skills working towards project objectives. * **Stakeholders**: Individuals or groups with an interest in the project's outcome. ### Program Structure * Programs have a more complex structure, which may include: * **Program Manager**: Oversees the program and ensures alignment with organizational goals. * **Project Managers**: Lead individual projects within the program. * **Program Team**: A cross-functional team that supports the program's objectives. * **Stakeholders**: Broader group involved in the program's success, including sponsors and beneficiaries. ## Management Approaches ### Project Management * Project management focuses on applying knowledge, skills, tools, and techniques to project activities to meet project requirements. It involves: * Defining project scope and objectives. * Planning and scheduling tasks. * Monitoring progress and performance. * Managing risks and changes. ### Program Management * Program management emphasizes the coordinated management of multiple projects to achieve strategic objectives. It involves: * Aligning projects with organizational strategy. * Managing interdependencies and resource allocation. * Monitoring overall program performance and benefits realization. * Engaging stakeholders and ensuring effective communication. ## The Project Life Cycle ### Initiation Phase of Project Life Cycle 1. **Develop Project Idea**: The initial concept of the project is created. 2. **Assess Feasibility**: The practicality and viability of the project are evaluated. 3. **Define Scope and Objectives**: The boundaries and goals of the project are outlined. 4. **Identify Stakeholders**: Key individuals and groups involved in the project are recognized. 5. **Conduct Feasibility Study**: Analyzing the project's potential for success. 6. **Develop Project Charter**: A formal document is created to authorize the project. ### Example: Developing a New Software Application The image depicts a flow chart of the Software Development process with the following steps. * Project Management * Design * Systems Analysis * Development * Test * Build * Maintenance ### Planning * Once the project is initiated, the planning phase begins. This is where detailed planning takes place to ensure the project is executed effectively. ### Steps to Effective Project Planning 1. **Risk Management Planning**: Identifying and planning for potential risks 2. **Timeline Creation**: Developing a timeline with milestones and deadlines 3. **Resource Estimation & Budgeting**: Estimating necessary resources and creating a budget 4. **Task Definition & Assignment**: Clearly defining tasks and assigning them to team members 5. **Project Plan Development**: Establishing a comprehensive plan to guide the project. ### Example: Construction of a New Building The image depicts two men, one wearing a hard hat and the other in a business suit, looking out over a construction site from the second floor of a newly built structure. ### Execution * The execution phase involves implementing the project plan and delivering the project outputs. ### Achieving Project Completion 1. **Plan Implementation**: Initiating the execution of the project plan 2. **Resource Allocation**: Distributing necessary resources and tools 3. **Task Execution**: Carrying out the planned tasks and activities 4. **Quality Assurance**: Ensuring the outputs meet the required standards. 5. **Project Delivery**: Completing and handing over the final project outputs. ### Example: Launching a Marketing Campaign The image depicts a brainstorming session of a marketing team, discussing a new marketing plan to generate leads for their company. ### Monitoring and Controlling * This phase runs concurrently with execution and focuses on tracking the project's progress to ensure it stays on track. ### Project Monitoring and Controlling Sequence 1. **Initiate Monitoring Phase**: Start tracking project activities 2. **Compare Against Plan**: Evaluate current status against the plan 3. **Implement Corrections**: Apply necessary adjustments to stay on track 4. **Identify Deviations**: Detect any differences from the plan 5. **Track Progress**: Measure project milestones and tasks ### Example: Organizing a Conference The image depicts an audience attending a conference. ### Closure * The closure phase signifies the completion of the project. This stage involves finalizing all activities and formally closing the project. ### Project Closure Activities: 1. **Deliver Final Product**: Delivering the final product or service to the client 2. **Conduct Project Review**: Conducting a project review and documenting lessons learned 3. **Release Resources**: Releasing project resources 4. **Close Contracts**: Closing contracts and administrative tasks ### Example: Completing a Product Development Project The image depicts a product development process flowchart. ## The Project Manager ### Distinct roles in management. The image depicts a scale with two sides. The left side represents "Project Managers" and the right side represents "Functional Managers". #### Project Managers * Navigate project life cycle * Create project teams * Manage temporary projects #### Functional Managers * Maintain set processes * Manage existing teams * Oversee ongoing operations ## The Project Manager's Role in Project Success * **Project Lifecycle Management**: Overseeing all phases from initiation to closure. * **Planning**: The process of outlining project steps and timelines. * **Team Creation**: Forming a group of individuals to work on the project. * **Controlling**: Monitoring progress and making adjustments as needed. * **Scheduling**: Organizing tasks within a timeline for efficiency. * **Motivating**: Encouraging team members to achieve project goals. ## Project Manager's Role * **Stakeholder Management**: Manages relationships with external parties like vendors and subcontractors. * **Customer Liaison**: Acts as the primary communication link between the customer and the project team. * **Team Coordination**: Ensures effective collaboration and integration among team members. ## Dynamics of Project Management * **Outsiders**: Managing relationships with external parties * **Project Team**: Coordinating a team of part-time, loyal members * **Customer Expectations**: Balancing client needs with project limits ## Elements Contributing to Project Success * **Vendors/Suppliers**: They provide necessary resources and materials. * **Project Team**: They execute tasks and deliver project components. * **Project Managers**: They coordinate and integrate project efforts. * **Customers**: They set expectations and requirements for the project. ## Questions The image depicts a paper cut-out of a human head with puzzle pieces over the top of it.