Project Management

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What is Project Management?
Project: A group of milestones or
phases, activities or tasks that support
an effort to accomplish something

Management: is the process of

Planning, Organizing, Controlling and
Measuring

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Project...
A collection of linked activities,
carried out in an organized manner,
with a clearly defined START POINT
and END POINT to achieve some
specific results desired to satisfy
the needs of the organization at the
current time

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 What exactly is a project?
PM 1 – I’m in charge of the construction of a retail development in the centre of a
large town. There are 26 retail units and a super market in the complex. My main
responsibilities are to co-ordinate the work of the various contractors to ensure that the
project is completed to specification, within budget and on time.

PM 2 – I am directing a team of research scientists. We are running trials on a new

analgesic drug on behalf of a pharmaceutical company. It is my responsibility to
design the experiments and make sure that proper scientific and legal procedures are
followed, so that our results can be subjected to independent statistical analysis.

PM 3- The international aid agency which employs me is sending me to Dubai to

organize the introduction of multimedia resources at a teachers’ training college. My
role is quite complex. I have to make sure that appropriate resources are purchased-
and in some cases developed within the college. I also have to encourage the
acceptance of these resources by lecturers and students within the college.

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 What exactly is a project?
PM 1 – I’m in charge of the construction of a retail development in the centre of a
large town. There are 26 retail units and a super market in the complex. My main
responsibilities are to co-ordinate the work of the various contractors to ensure that the
project is completed to specification, within budget and on time.

PM 2 – I am directing a team of research scientists. We are running trials on a new

analgesic drug on behalf of a pharmaceutical company. It is my responsibility to
design the experiments and make sure that proper scientific and legal procedures are
followed, so that our results can be subjected to independent statistical analysis.

PM 3- The international aid agency which employs me is sending me to Dubai to

organize the introduction of multimedia resources at a teachers’ training college. My
role is quite complex. I have to make sure that appropriate resources are purchased-
and in some cases developed within the college. I also have to encourage the
acceptance of these resources by lecturers and students within the college.

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 Project: example
Examples of project include (but not limited to):
• constructing houses, factories, shopping
malls, athletic stadiums or arenas
• developing military weapons systems,
aircrafts, new ships
• launching satellite systems
• constructing oil pipelines
• developing and implementing new computer
systems
• planning concert, football games, or basketball
tournaments
• introducing new products into market

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Project Management
A dynamic process that utilizes the
appropriate resources of the
organization in a controlled and
structured manner, to achieve
some clearly defined objectives
identified as needs.
It is always conducted within a
defined set of constraints
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PM Triple Constraints
Time

Cost

Scope
Manage these or they will
manage you!

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 What does Project
Management Entail?
Planning: is the most critical and gets the
least amount of our time
Organizing: orderly fashion (Prerequisites)
Controlling: is critical if we are to use our
limited resources wisely
Measuring: To determine if we accomplished
the goal or met the target?

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Measuring…….

Are we efficient?
Are we productive?
Are we doing a good job?
What is the outcome?
Is it what we wanted to be?
If you can’t plan it, You can’t do it
If you can’t measure it, you can’t manage it

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Who uses Project Management?
• Nearly Everyone to some degree
People plan their Days, their Weeks, their
Vacations and their Budgets and keep a
simple project management form known as
‘’To Do’’ list
• Any Process or Means used to track
tasks or efforts towards accomplishing a
goal could be considered Project
Management
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Why is Project Management
used?
It is necessary to Track or Measure the
progress we have achieved towards a
Goal we wish to accomplish
We use Project Management to Aid us
in Maximizing and Optimizing our
resources to accomplish our goals

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 How much time does
Project Management take?
Not much. Probably more time is
wasted as a consequence of lack of
Project Management tool than is spent
to Plan adequately, Organize, Control
effectively and Measure appropriately
How long: As long as there are things
to do
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Why is Project Management
Important?
Enables us to map out a course of
action or work plan
Helps us to think systematically and
thoroughly
Achieve Specific Objective
Control Variety of Resources
Meet Time bound
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Advantages
In built Monitoring/ Sequencing
Easy and Early identification of Bottlenecks
Activity based costing
Identification and Addition of missing and
new activities
Terminate unnecessary activities
Timely Completion
Assigning tasks
Reporting 15
Road to Better Project Management
Find a Project plan that fits your style of
project management needs
It may be as simple as creating templates,
forms and spreadsheets to track tasks
Formation of a Project Management
Committee (PMC)
Listing out all the tasks and sub-tasks to
accomplish a goal
Jot down the time period and person
responsible against each task/sub-task 16
Road to Better Project Management

Identify a Project Manager

Identify Task Managers
Sequence the activities in relation
to time period
Present to the PMC
Finalize by reaching an agreement
and start work…...

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Implementation
Regular Monitoring
Resource Support
Critical issues discussed and solution
Meeting with the team on completion
of each major milestone
Track the progress against the plan
System to add/delete tasks in the plan

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Consequences of not using PM

• DELAY

• ExtraCOST
• WASTE OF RESOURCES

• Poor QUALITY

• DISSATISFACTION

• Bad REPUTATION

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