MODULE COMMUNICATION

3.3
Project
Management
LEARNING OBJECTIVES
― Appraise the role of project management in organization change
― Identify project goals, constraints, deliverables
― Set performance criteria, control needs
― Implement general business concepts, practices, and tools to facilitate
project success
― Align the project to the organization's strategic plans and business
justification throughout its lifecycle
 MODULE OUTLINE

― Introduction to Project Management

― Purpose and value of Project Definition
― Project Planning
― Popular Methodologies
 WHAT IS PROJECT MANAGEMENT?

• Project: a set of phases, actions or tasks that support an effort to accomplish

something
• A clear defined START POINT and END POINT to achieve specific results
• Management: is the process of Planning, Organizing, Controlling and
Measuring
• A process that utilizes the appropriate resources of the organization in a
controlled and structured manner under a set of constraints
 STAGES OF PM
Terminology and environment:

• Planning: Most critical and gets the least amount of our time

• Organizing: Order Conditions/Prerequisites

• Controlling: Use our limited resources wisely

• Measuring: Determine if goals are accomplished

 PURPOSE AND VALUE OF PROJECT DEFINITION
Terminology and environment:

• Planning: is the most critical and gets the least amount of our time

• Organizing: Orderly fashion Contingent/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?

 • Create a road map of actions or work plan

• Enable the process of thinking systematically and thoroughly

PURPOSE AND VALUE OF PROJECT

• Facilitates Unique Tasks or Specific Objectives

• Identify Variety of Resources

• Time bound
DEFINITION
 CONSEQUENCES FROM ABSENCE OF PM

• Delays

• Cost

• Waste of resources

• Quality of outcome

• Dissatisfaction of customers

• Reputation of business
 WHY PROJECTS FAIL?

• Poor project and program management discipline

• No linkage to the business strategy

• Wrong team members

• No measures for evaluating the success of the project

• No risk management

• Inability to manage change

 WHY PROJECTS SUCCEED?

• When implemented on time

• When there are on budget

• When desired goals are achieved as designed

 HOW TO ACHIEVE A BETTER ROAD
TO PROJECT MANAGEMENT

• Pick a Project plan that fits your style of project management needs
• Listing out all the tasks and sub-tasks to accomplish a goal
• 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…...
 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 PMT

 PROJECT PLANNING

• Work Breakdown Structure

• Network diagramming

• Scheduling

• Budgeting

• Monitoring
 WORK BREAKDOWN STRUCTURE

• Break down a large project into smaller manageable units that can be
sequenced, assigned, scheduled and monitored

• Subprojects, define the work package at the appropriate level of detail

• Milestones for each subproject

• Major activities (summary tasks)

• Work packages (tasks, activities, work elements)

 NETWORK DIAGRAMMING

• Logical demonstrations of scheduled project activities

• Define the sequence of work in a project

• Reflect the chronological order of the activities and what needs to be done

• Describe the workflow, not just the work

 SCHEDULING
• Estimate time and resources required to complete each task
• Effort: how much work will the activity need to be completed
• Resources: how many resources will be working on the activity
• Duration: how long will the activity last for

• Organize tasks concurrently, optimise use of workforce

• How much time will the activity last for
• Calendar time

• Minimize task dependencies to avoid delays

 BUDGETING
• Major concerns of every project is to control
• Time
• Costs

• Issues affecting costs

• Amount of time charged by workers
• Duration of time from start to finish
• Time lost due to Factors with control and beyond control management

• Resources required to perform project

• Recurring vs. Nonrecurring
• Fixed vs. Variable
• Direct vs. Indirect
 BUDGETING MUST INCLUDE

• Start-up costs (fixed)

• Resources needed e.g., labor, materials (direct)

• Unit cost for resources (direct)

• Indirect costs

• Total project cost

• Cost sharing Major concerns of every project is to control

 MONITORING

• Monitor against the plan – regular reviews of progress

• Regular review of actual costs (O/P from SAP) against budgeted costs

• Identify management action early, regular progress meetings with project

team and contractors

• Check that defined controls are being applied – production of periodic

progress reports, risk reviews, inspections/ audits
 POPULAR PROJECT MANAGEMENT METHODOLOGIES

• Agile is best suited for projects that are iterative and incremental
– Best suited for: Projects that require flexibility and have a level of complexity or uncertainty. For
instance, a product or service that hasn’t been built by the team.
• Scrum uses certain roles, events, and artifacts. It’s goal is to develop, deliver, and
sustain complex products through collaboration, accountability, and iterative progress
– Best suited for: Projects that consists of teams of less than seven people who need a flexible
approach to delivering a product or service.
• Kanban is another popular Agile framework that, similar to Scrum, focuses on early
releases with collaborative and self-managing teams
– Best suited for: or projects with smaller teams, who need a flexible approach to delivering a
product or service.
 POPULAR PROJECT MANAGEMENT METHODOLOGIES,
CONT.
• Lean methodology promotes maximizing customer value, while minimizing waste. It aims
to create more value for the customer by using fewer resources.
• Best suited for: for any business or organizations interested in transforming how they conduct doing
businesses
• Waterfall is a design approach where progress flows downwards in one direction. It’s goal
is to develop, deliver, and sustain complex products through collaboration, accountability,
and iterative progress
• Best suited for: Larger projects that require maintaining rigorous stages and deadlines.
• Six Sigma, aims to improve quality by reducing the number of errors in a process by
identifying what is not working and then removing it from the process.
• Best suited for: Larger companies and organizations that want to improve quality and efficiency
through a data-driven methodology.
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