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Modeling The Project System - 1

1. Planning is the first step in a project that identifies potential problems and ensures requirements are met. It involves an explicit timeline and estimates resources needed. 2. There are various project planning methods including work breakdown structures, process mapping, gated processes, PRINCE2, and concurrent vs sequential models. 3. Effective planning is important for managing a project, but the plan should be a working tool rather than a strict constraint, with a focus on accuracy over precision.

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258 views

Modeling The Project System - 1

1. Planning is the first step in a project that identifies potential problems and ensures requirements are met. It involves an explicit timeline and estimates resources needed. 2. There are various project planning methods including work breakdown structures, process mapping, gated processes, PRINCE2, and concurrent vs sequential models. 3. Effective planning is important for managing a project, but the plan should be a working tool rather than a strict constraint, with a focus on accuracy over precision.

Uploaded by

api-3798606
Copyright
© Attribution Non-Commercial (BY-NC)
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Download as PDF, TXT or read online on Scribd
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Modeling the project system -

1
Based on Chapter 3 of Maylor, Harvey,2000. Project
Management, Financial Times Pitman Publishing, Delhi:
Addison Wesley Longman(Singapore) Pte. Ltd.
The Planning Process
• How project starts?
– Customer provides a brief & Project Manager responds with a
proposal
• Proposal should keep in mind:
– For who it is for – investment decision maker or a third party? -
Internal customer or External customer
– Why the proposal? – for competitive bidding or first examination
or as part of organizational policy to consider more than one
supplier
• Proposal should have ….
– An executive summary
– Main body of the report
– appendices
Plan
• First step in providing the means of satisfying
the requirements of the project owner or sponsor
• It’s project manager’s input to ensure potential
problems are identified and solved in advance
• It’s
– explicit statement of intended timing of project
activities; and,
– basis of estimating resource needs
• Planning has a cost as it consumes resources
Proper use of planning
• Misuse –
– Plan as a straitjacket
– Focus on precision
– Generation of data
• Good use
– Plan as a working tool
– Focus on accuracy
– Provision of information
Process of project planning:
Activity Model using ICOMs
Controls
Financial/time/legal/
Standards/
ethical/strategic/envi
Procedures
ronmental/cultural/
constraints

Project Plan/ Output


Inputs Project Planning
Proposal
Brief Process

Tools & Project Manager


Techniques & Team

Mechanisms
Process of project planning

Identify
constituent activities

Determine logical
sequence of activities

Present the plan Prepare estimates


in a readily intelligible of time and resources
format needed
Methods for obtaining benefits of planning –
overview models

• Work Breakdown structure (WBS)


• Process mapping
• Building in check-points – use of gated
processes
• PRINCE2
• Concurrent vs. sequential models
Work breakdown structure (WBS)
• Also known as chunking or unbundling
• Breaking down of large activities into
manageable units is a fundamental part of
project management
• Facilitates responsibility for manageable
part
• Facilitates financial control activities
• Major draw back  by concentrating on
small parts people may lose the holistic
view
PROCESS MAPPING
• AFTER WBS – NEXT STAGE IS TO
CONSIDER ELEMENTS OF THE
PROCESS AND THEIR INTERACTION
• PROCESS MAPPING CAN BE USED
• ONE TECHNIQUE IS FOUR FIELD
MAPPING OR DEPLOYMENT FLOW
CHARTING
• It involves relating four information fields
Four field map
1. Team members

2.Logical Phases 4. Standards


of an activity
Listed for each
With entry/exit task
criteria A -time & activity
can be planned
B 3. Task flow
in detail due to
this dimension
-controls also
C specified

No phase can be completed till all errors have been corrected


and causes identified
Building in check-points – use of
gated processes
• Use of check points or gates bewteen the
phases provides an additional check for
the manager of progress.
• The stage gate system involves decision
being made actively at each milestone
whether the project should continue
• The criteria for passing must be laid down
in advance
PRINCE2
• Projects in Controlled Environments – is a structured
method for managing projects
• It identified 8 key processes:
– Directing the project – done by senior management
– Planning a project
– Starting up a project
– Initiating a project
– Controlling
– Managing product delivery
– Managing the stage boundaries
– Closing
• All these constitute good project management. Project
roles are highly defined
• Has to submit - quality log, issue log, risk log
Concurrent vs. sequential models
• Due to need for speed, functional barriers need
to be broken down to facilitate information flow.
This multi disciplinary teaming approach to new
product is called concurrent engineering
• In conventional life cycle for a new product
development – chinese whispers’ syndrome and
delay due to constant process revision –occur
• Japan model – ‘right first time
• ‘time-to-market’accounts for 30% profits
• Concurrent engineering vs. sequential process–
has potential for:
– Reduced time to market
– Reduced engineering costs
– Better responsive ness to market needs
• Disadvantages:
– Increased overheads
– Cost of co-location
– Cultural resistance
– Inappropriate application

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