Project Management Basics for Non-

Project Managers

By GenMan Solutions
Introduction to Project Management
Introduction to
Project
Management
• Characteristics of a Project

• Project Classification

• Project Constraints

• Distinction between Projects,

Programs & Portfolios

• Lifecycle of a Project

• Key Roles & Responsibilities in

Project Management
Characteristics of a Project
 Characteristics of a Project

42% of Companies do not fully

70% of all Projects understand the importance of
fail Project Management

A project isn't your routine, day-to-day

work tasks
 What is a Project?

Examples
An Developing a New Website
endeavour
Unique of projects
can be
that is

Temporary Organizing a Large-Scale Corporate

event

Creating a new Brand Logo

Specified Goals, a Stipulated Time
Frame

Enhancement of Existing Business

Definite Start and End date
Processes
 Characteristics of a Project

Project Project Team &

Temporariness Project Lifecycle
Constraints Stakeholders

Project Planning Uniqueness Project Resources Project Risk

 Characteristics of a Project

Projects are Temporary, requiring urgency and focus on

Temporariness
management, unlike ongoing tasks

Start Temporary End

Feb Mar Apr May Jun Jul

 Characteristics of a Project

Each project is unique, needing tailored approaches to

Uniqueness
meet its specific goals, challenges, and stakeholders

Project 1 Project 2 Project 3

 Characteristics of a Project

Projects follow a lifecycle from initiation to closure, with

Project Lifecycle
each stage crucial for turning ideas into reality
 Characteristics of a Project

Project success hinges on a diverse team and stakeholder

Project Team &
engagement, focusing on alignment with client, sponsor, and
Stakeholders
end-user needs
 Characteristics of a Project

Project planning shapes goals, schedules, and budgets, guiding

Project Planning teams with a detailed roadmap for informed decision-making
throughout the project
 Characteristics of a Project

Project management involves balancing time, scope, and cost

Project
constraints within the project management triangle to impact
Constraints
quality and outcome
 Characteristics of a Project

Project Effective management of labor, materials, equipment, and time is

crucial to keep projects within budget and on schedule, with
Resources mismanagement often causing failures
 Characteristics of a Project

Project Proactive risk management, identifying, assessing, and

mitigating potential challenges from technology, market, or
Risk resources, is key to project resilience
Project Classification
 Project Classification

•Projects range from small (e.g., product updates) to

Classification by Size and medium (e.g., constructing a hospital wing) to large
Complexity (e.g., building a high-speed rail network), each with
increasing complexity and resource needs
 Project Classification
•Projects range from small (e.g., product updates) to medium (e.g.,
Classification by Size and constructing a hospital wing) to large (e.g., building a high-speed
Complexity rail network), each with increasing complexity and resource
needs

•Projects can be classified by their goals: profit-driven (e.g., new

Purpose or Outcome Classification coffee shop chain), social (e.g., literacy program), or research-
oriented (e.g., climate change impact study)
 Project Classification
•Projects range from small (e.g., product updates) to medium (e.g.,
Classification by Size and constructing a hospital wing) to large (e.g., building a high-speed
Complexity rail network), each with increasing complexity and resource
needs

•Projects can be classified by their goals: profit-driven (e.g., new

Purpose or Outcome Classification coffee shop chain), social (e.g., literacy program), or research-
oriented (e.g., climate change impact study)

•Projects vary by duration: short-term (e.g., month-long marketing

Duration-Based Classification campaign) for immediate results, versus long-term (e.g.,
preserving a historical monument) for sustained efforts
 Project Classification

•Projects target internal audiences (e.g., new IT security

Internal vs. External Projects policy) or external ones (e.g., citywide recycling initiative),
benefiting organizations or broader communities respectively

Project Management •Project management approaches vary structured (e.g.,

waterfall for public library design) vs. flexible (e.g., Agile for
Methodology mobile game development), tailored to project needs
 Exercise
Project A Project B Project C

Involves a large About a small tech Decade-long

corporation developing startup creating a new initiative by a non-
an eco-friendly urban fitness tracker with a profit to digitize
transport system over rapid development cycle ancient manuscripts
five years
 Exercise
Project A Project B Project C

Large, Long-term, Small, short-term, agile Medium-, long-term,

External Project, project research, and
primarily classified by internal project
its scale and duration
Project Constraints
 Project Constraints

Defining what will &

Scope will not be included

Triple
Constraints

Interconnected

Time Budget
Involves setting start and end dates Encompasses all financial resources allocated
and allocating durations for specific tasks for expenses such as materials, equipment, and
personnel
 Project Constraints

Scope

Quality Resources
Meets certain standards Materials, people, and technology needed

Time Budget

Things that might happen &

Risk affect the project in good or bad ways
 How to Manage these Project Constraints?

➢ Managing constraints
involves understanding their
interplay, requiring flexibility,
communication, and proper
Time Cost Resource Risk Scope Quality project management

➢ These constraints also

consider internal factors like
policies and resources, and
external factors like economic
conditions and technology
advancements
 How to Manage these Project Constraints?

The scales are balanced when all

Time Cost Resource Risk Scope Quality constraints are well managed in
relationship to one another
 How to Manage these Project Constraints?

Time
Cost Scope
Resource
Risk When one or more elements is
Quality
made greater, the scales are no
longer balanced, and constraints
must be managed
Distinction Between Projects, Programs, and Portfolios
Distinction Between Projects, Programs, and
Portfolios

Project: Time-bound task with a goal, facing budget,

time and resource challenge

Program: Group of related Projects, aiming towards a

common & broader goal

Portfolio: Collection of Projects & Programs(related or

unrelated), focusing on achieving the strategic objectives
of the Organizations
 Exercise

Creating a fresh application for A series of steps involving the A variety of initiatives aimed at
Customer Relationship Management improvement of IT infrastructure, the enhancing the company's market
(CRM) implementation of fresh data security standing, such as the establishment of
protocols, and the provision of digital a new corporate headquarters, the
training to the staff launch of a marketing campaign, and
several IT enhancements
Project Program Portfolio
The Life Cycle of a Project
 The Life Cycle of a Project

Initiation

Closure Planning

Monitoring
and Execution
Controlling
 The Life Cycle of a Project

Initiation

Initiation phase outlines the

project's feasibility, objectives, scope,
Closure Planning
and significance, delivering a project
charter and identifying key
stakeholders to establish its primary
goals and overall feasibility

Monitoring
and Execution
Controlling
 The Life Cycle of a Project

Initiation

Planning phase involves

creating a detailed roadmap with
Closure Planning
SMART goals, defining resources,
budget, schedule, scope, risk
management, and a communication
strategy to guide project execution

Monitoring
and Execution
Controlling
 The Life Cycle of a Project

Initiation

Execution phase is the action

stage where the project plan is
Closure Planning
implemented through resource
allocation, team development, and
adherence to deliver project
deliverables

Monitoring
and Execution
Controlling
 The Life Cycle of a Project

Initiation

Monitoring and Controlling

phase tracks project progress and
Closure Planning
aligns it with the management plan,
adjusting as necessary to manage
scope, schedule, and budget

Monitoring
and Execution
Controlling
 The Life Cycle of a Project

Initiation

Closure phase finalizes all

activities, confirms deliverables, and
Closure Planning
conducts a retrospective to learn
from the project's outcomes for
future improvement

Monitoring
and Execution
Controlling
Key Roles and Responsibilities in Project Management
Key Roles and Responsibilities in Project
Management

• Guide the project, ensuring objectives are met, work is organized, and the
Project Manager team functions cohesively

• Oversee related projects to achieve broader company objectives, while

Program Manager product managers focus on aligning the product with market needs and
company goals

• Concentrates on the specific product's development, ensuring it meets

Product Manager market demands and company goals

• Ensure project services meet project requirements and customer

Service Manager expectations

• Product quality managers maintain high standards throughout the project,

Quality Manager and process requirements analysts translate project needs into actionable
plans
 Key Roles and Responsibilities in Project
Management
Process Requirements Analyst • Translate project needs into actionable plans

Project Sponsor • Provide resources and alignment with company strategy

• Diverse teams contribute technical skills, problem-solving, and teamwork to advance

Team the project

Stakeholders • Influence the project's direction and outcome, necessitating effective management

• Functional managers offer expertise in specific business areas, while portfolio

Managers of Portfolios and Functions managers ensure projects align with strategic goals

Non-Project Managers • Impacted by and can impact the project, requiring awareness of its effects

• Including customers as stakeholders ensures the project meets their needs and
Customers expectations, crucial for success
Project
Initiation
• Defining Project Objectives &
Scope

• Stakeholder Identification &

Analysis

• Project Charter
Defining Project Objectives and Scope
 Defining Project Objectives and Scope

Key Elements for Project Success

• Cleary Defined Objective • Well Defined Scope

E.g. Redesign Company’s E.g. Redesigning the website,

E-Commerce Platform to boost online Integrating a new payment system &
The overall Improving Customer Service, Not
goal or sales by 20% in less than a year Outlines the changing the company’s product brand
purpose of boundaries &
the project extent of the
Precise, project
Quantifiable

Covers Outcomes,
Higher Customer Satisfaction &
Results & Advantages &
Lower Operating Expenses
Advantages Labor
 Defining Project Objectives and Scope
Importance of Scope and Objectives
Guiding Project Direction
• Essential for maintaining focus, controlling costs, and setting realistic goals
• Prevents resource waste on irrelevant tasks through effective management
Establishing Project Foundations
• Translate business needs into SMART Objectives • For Scope, consult key stakeholders for documenting
tasks, resources, timelines and constraints

Work
Breakdown
Structure
(WBS):
Approach for
breaking down
the Scope
 Defining Project Objectives and Scope

Practical Examples

Marketing Campaign
Objective: Boost Brand Awareness & Generate
500 new leads in 3 months through digital marketing

Office Relocation
Scope: Finding & Setting up a new location, moving
equipment and ensuring IT infrastructure is in
place by a xx date, not hiring new staff or changing
organizational structures
Stakeholder Identification and Analysis
Stakeholder Identification and Analysis

The Role of Stakeholders

•Critical to project outcomes due to their vested
interests and influence
Stakeholder Identification and Analysis

The Role of Stakeholders

• Critical to project outcomes due to their
vested interests and influence

Internal vs. External Stakeholders

• End users & Customers are critical to
Project’s Ultimate Success, Customer
Satisfaction is key indicator for Project’s
success
Stakeholder Identification and Analysis

The Role of Stakeholders

• Critical to project outcomes due to their vested
interests and influence

Internal vs. External Stakeholders

• End users & Customers are critical to Project’s
Ultimate Success, Customer Satisfaction is key
indicator for Project’s success

Understanding Stakeholder Impact

• Stakeholder’s needs, expectations & feedback
is essential in shaping project outcomes
 Stakeholder Identification and Analysis
Stakeholder Begins with reviewing
Encourages
brainstorming sessions
Advises consulting
identified stakeholders to

Identification project documentation to

uncover potential
for a comprehensive
identification, ensuring
discover additional ones,
enhancing the

Process
stakeholders no stakeholder is stakeholder list's
overlooked completeness
 Stakeholder Identification and Analysis

Maintaining a Stakeholder Register

Record detailed information about each stakeholder

Stakeholder Role Contact Category Influence Expectations Comm.

Name (External/Internal) (High/Low) Requirements
John Sponsor Phone: Internal High User friendly Video
Email: & responsive Conference or
UI across Email Stakeholder
handheld Register
device, tablet (Sample)
or desktop
 Stakeholder Identification and Analysis

Stakeholder Importance Analysis

Analyse Potential Impact & Influence for Stakeholder Engagement & Communication

High Power, Low High Power,

Interest High Interest

Keep Satisfied Manage Closely

Influence/
Power of Low Power, Low
Stakeholder Low Power,
Interest
High Interest
Monitor with
Keep Informed
Minimum Effort
Interest of Stakeholder
Project Charter
 Project Charter

Project charter is a document that officially starts a project or a phase

Why is a Project Charter so important?

Serves as a collective understanding among all

stakeholders, establishing a clear comprehension of
the project's objective and the route to achieve it

Essential elements of Project Charter

•Project objectives and constraints: Outlining the objectives while

recognizing any restrictions
•Key stakeholders: Determining who is involved and affected by the project
•Identified risks: Anticipating possible obstacles
•Benefits of the project: Emphasizing the project's contributions and merits
•General overview of the budget: Presenting the economic strategy
Project Planning
Project
Planning
• Work Breakdown
Structure(WBS)

• Setting Project Schedules

and Milestones

• Resource Allocation and

Cost Estimation

• Risk Identification &

Assessment
Work Breakdown Structure
 Project Planning

Project Planning

• A critical phase for setting actionable steps towards achieving project goals

Planning tasks

Setting goals
Allocating resources

Identifying deliverables

Establishing timelines
 Work Breakdown Structure(WBS)

•A pivotal tool in project management, breaking

down projects into smaller, manageable
components (from general goals to specific tasks)

•Provides a clear roadmap for Execution and

Monitoring
 Work Breakdown Structure

Components of WBS

WBS Dictionary

• A comprehensive guide detailing task

descriptions, deliverables, and
responsibilities etc.
 Work Breakdown Structure

Components of WBS

WBS Levels

• Organizes the project into main

deliverables, control accounts for
monitoring phases, and work packages
for task execution.
Work Breakdown Structure

Project's title or the final deliverable (E.g.

Name of the Software Project)

Controls Account: Outlines main phases & key

deliverables of the project. (E.g. For a software
project, it could be a database system, a search
function & a chat feature)

Work packages break down big tasks into smaller,

easier-to-manage pieces (e.g. For database system
at the controls account level, need to develop the
software application, servers and data structure at
the work packages level first)

Activities: E.g. For software application at the

work package level, need to configure and install
database software or integrate the database
server with other network components
 Work Breakdown Structure

Benefits of WBS for Non-Project Managers

• Facilitates Planning and Organization

• Enhances Communication
• Aids in Precise Resource and Budget Estimation
• Supports Proactive Problem-Solving and Risk Mitigation
• Streamlines Project Monitoring
Setting Project Schedules and Milestones
 Setting Project Schedules and Milestones

Project Scheduling
Milestone

Project’s Timeline or
Roadmap with critical
tasks and milestones

Includes:
• Tasks
• Duration
• Milestones Tasks
Duration
 Setting Project Schedules and Milestones

Project Scheduling

Project’s Timeline or
Roadmap with critical
tasks and milestones

Includes:
• Tasks
• Duration Dependencies
• Milestones
• Dependencies
 Setting Project Schedules and Milestones

Project Scheduling

Project’s Timeline or
Roadmap with critical
tasks and milestones

Includes:
• Tasks
• Duration
Resources
• Milestones
• Dependencies
• Resources
• Deadlines Deadlines
 Setting Project Schedules and Milestones

Importance of Project Scheduling Tips to contributing to

for Non-Project Managers Project Scheduling

• Task-Level Planning ✓ Be Proactive

• Input for Scheduling ✓ Communicate
• Managing Personal or Team Tasks ✓ Use Tools
• Collaborative Planning ✓ Plan for the Unexpected
• Leading Small Projects
Resource Allocation and Cost Estimation
 Resource Allocation and Cost Estimation

Cost Estimation

• Accounts for each element required for the project — from

materials to labor — and calculates a total amount that
determines a project's budget

• Comprises both Direct(fixed labor, materials, and equipment) &

Indirect Costs( Overhead costs like utilities and quality control)

• Impacts Project’s Scope, Viability & Spending

 Resource Allocation and Cost Estimation

Resource Allocation

• Process of scheduling resources such as labor, materials or

equipment for the completion of project tasks

• Effective resource allocation prevents bottlenecks maximizing

productivity

• Prevent resource wastage ensuring project runs smoothly within

assigned budget

Accurate Cost Estimation underpins effective Resource Allocation,

guiding budget adherence and timely project completion
Risk Identification and Assessment
 Risk Identification and Assessment

Risk Management
• Involves identifying potential risks and assessing their impact on project goals

Risk Identification Risk Assessment

Risk Prioritization

Risk Monitoring & Risk Risk Response

Review Documentation Planning
 Risk Identification and Assessment

Risk Management

Risk Identification Risk Assessment

Risk Prioritization
Recognize possible Involves evaluating the likelihood
Prioritize risks
threats that could of each risk occurring and its
according to their
negatively affect the potential impact
likelihood and potential
project, process, or plan
consequence
Utilize team and Tools for Risk Assessment:
Categorize Risk Into
stakeholder Decision tree, the bowtie model,
groups such as financial,
brainstorming for the Failure Modes and Effects
technical, or operations
thorough risk Analysis (FMEA), and the risk
etc.
identification matrix etc.
 Risk Identification and Assessment

Risk Management

Risk
Response
Risk
Involves planning actions to Monitoring &
address significant risk Risk
Documentation Review
For high-risk scores,
Continuously
participants will identify Enter all the risks, their
monitor identified
triggers and plan responses, assessment, & mitigation
risks & review risk
including adding the risk to strategies
landscape for any
the project plan, allocating
changes
extra funding, increasing
resources, and developing
risk avoidance strategies.
Practical Tools for Project Planning
Introduction to Project Management Software
Introduction to project management software (e.g.,
Microsoft Project)

Gantt Chart View

Introduction to project management software (e.g.,
Microsoft Project)

Quick Access Toolbar

Introduction to project management software (e.g.,
MicrosoftRibbon
Project)

Status Bar Zoom Slider

Introduction to project management software (e.g.,
Microsoft Project)

Project Timeline
Introduction to project management software (e.g.,
Microsoft Project)

Entry Bar
Gantt Charts, Their Significance, and How to Read Them
 Gantt Charts, Their Significance, and How to Read
Them

Visual tool for project management that outlines the project

schedule, showcasing start/end dates, task sequences, and
dependencies

•Project Timeline Clarity: Offers a clear view of the project's

timeline and individual workloads
•Progress Tracking: Facilitates monitoring of project
advancement and identification of potential setbacks
•Improved Communication: Boosts team interaction and
coordination by providing a common understanding of project
timelines and dependencies
 Gantt Charts, Their Significance, and How to Read
Them
Components of a Gantt Chart
•Basic Elements:
• Tasks: Listed vertically, representing project
activities or work packages
• Time Frame(Start & End Date): Displayed
horizontally, indicating the overall project
timeline
• Task Bars: Each bar corresponds to a specific
task, illustrating its duration and placement
within the project timeline
•Advanced Elements:
• Milestones: Key project dates or deliverables,
depicted as diamonds or unique symbols
• Dependencies: Arrows or lines connecting tasks
that are dependent on each other, highlighting
the sequence of actions
• Progress Indicators: Bars partially filled in to
denote the degree of task completion
Gantt Charts, Their Significance, and How to Read
Them
Difference between Trello, Confluence, and Jira
 Difference between Trello, Confluence, and Jira

Trello: Visual Task Confluence: Collaborative Jira: Advanced Project

Management Documentation Management

Simple to-do lists, personal Creating and managing Managing complex projects,
projects, and small team internal documentation, issue tracking, and software
collaborations. wikis, and knowledge development, particularly in
bases agile environments.
User-friendly, visually Acts as a centralized
intuitive interface for easy Comprehensive project
platform for team management tools, detailed
task organization and knowledge sharing,
progress monitoring. workflow automation, and
ensuring accessible extensive integration
documentation of best capabilities.
practices.
Introduction to Confluence
Introduction to Trello
Introduction to Jira
Project Execution
Managing Project Scope
 Managing Project Scope

Project Scope includes specific deliverables, tasks, and resources to complete the project
successfully. It outlines what will be included and excluded in your project

Project Scope Management Processes

01 Plan Scope 02 Collect All

Management Requirements 03 Define Scope

04 Create Work
06 Control Scope 05 Validate Scope Breakdown
Structure (WBS)
 Managing Project Scope

Scope Creep: Adding features & functionality (Project Scope) without

addressing the effects on time, costs, & resources

Example
• Original Scope: Launch a six-week online marketing campaign using
social media and email marketing to promote a new product
• Scope Creep: Add paid search advertising, influencer partnerships, and
a series of promotional events

• Result :Stretched the original budget and extended the campaign’s

duration
 Managing Project Scope

Constant Monitoring

Necessary changes or Scope Creep?

✓ Does this change align with our

project's core objectives?
Striking the right ✓ Have we assessed the impact of
balance between this change on our timeline and
agility and focused resources?
Effective execution is key ✓ Is there a consensus among key
Scope stakeholders on this change?
Management
Well-defined Requirements Management Plan
Regular monitoring of the project's progress

Clear Solid framework for

Communication integrating changes
Communication and Collaboration Within Project Teams
 Communication and Collaboration Within Project
Teams

Effective Communication
Crucial for understanding roles, project goals, and timelines

Two-way communication, update & actively listen to make

informed decisions & spotting potential risks

Collaboration
Involves pooling skills and knowledge to enhance work
quality, productivity, and innovation
 Communication and Collaboration Within Project
Teams

Agile & Communication

Adapting to change through open communication and
teamwork is essential in dynamic environments

Use Project Management tools and regular meetings

to stay focused and agile

Active participation prevents misunderstandings

and drives project success
Monitoring & Controlling
Progress Tracking and Reporting
 Progress Tracking and Reporting

Monitoring the ongoing progress of a project against planned objectives & timelines

Tracking factors like completion of tasks, usage of resources & adherence to the budget

•Every role impacts project success; align work with overall

Importance of Individual goals
Contributions •Updates adjust work pace and priorities

•Fosters transparency and accountability

Enhances Team
•Early identification of bottlenecks through shared task
Communication updates

•Provides project manager with data for informed decisions

Aids in Decision-Making •Notifies of delays for resource reallocation or timeline
adjustments
 Progress Tracking and Reporting

Effective Progress Tracking Tips:

•Provide regular task updates, focusing on significant changes

•Understand broader project objectives for meaningful contributions

•Utilize project management tools for straightforward status reporting

•Actively participate in team meetings for mutual information exchange

•Collaborate for new perspectives and solutions

•Seek and apply feedback for continuous improvement

 Progress Tracking and Reporting

Benefits of Regular Tracking:

•Enhances critical assessment, time management, and communication skills

•Identifies potential risks early on

•Promotes a collaborative and supportive team environment

•Provides ground-level insights for resource and task prioritization

•Contributes to a learning culture for continuous project improvement

•Increases personal accountability and project ownership

Progress Tracking and Reporting

Maximizing Impact

Set personal milestones alongside

project goals

Use project data to monitor

personal progress

Offer solutions along with

problem identification

Expand knowledge across project

areas for enriched contributions
Key Performance Indicators (KPIs) in Project Management
 Key Performance Indicators (KPIs) in Project
Management

KPI Significance Across Roles

• Highlights collective responsibility in achieving
project goals
• Encourages alignment of individual tasks with
organizational objectives
Understanding KPIs
• KPIs as benchmarks for project performance
and alignment with goals
• Essential for all team members, not just project
managers
 Key Performance Indicators (KPIs) in Project
Management

Examples of Key KPIs:

Timeliness: Impact of individual contributions on meeting deadlines
Cost Variance: Monitoring project financial health against budget
Scope Creep: Importance of managing project scope to avoid delays/cost overruns
Budget: Role in making cost-effective decisions to stay within financial limits
Quality: Ensuring work meets set standards and stakeholder expectations
Effectiveness: Efficiency in utilizing time and resources
S.M.A.R.T. KPIs:
Criteria for effective KPIs: Specific, Measurable, Achievable, Realistic, Time-based
Aligning work with S.M.A.R.T. KPIs to enhance project success
 Key Performance Indicators (KPIs) in Project
Management
Impact of KPI Awareness

• Facilitates a better understanding of project priorities

• Empowers all team members to contribute effectively to project milestones

Contributing to KPIs

• Importance of every role in meeting KPIs through quality and timely work

KPIs as a Collective Responsibility

• Encourages a team-oriented approach to achieving project and organizational success

• Demonstrates how individual efforts contribute to the bigger picture

Case Study
 Case Study

Project Overview: StreamlineCRM Case Study

•Development of CRM software by ABCInnovate.

•Targeted at small to medium-sized enterprises.

•15-month timeline with multidisciplinary teams

involved.
 Case Study
Sprint Burndown Rate (Timeliness)

• Measures task completion in

agile sprints.

• Sprint Burndown Rate =

(Completed User Stories /

Planned User Stories) × 100

• The result we get is: (15/20) ×

100 = 75%.
 Case Study
Sprint Burndown Rate (Timeliness)

• The chart shows day-by-day progress

• The divergence between the planned and

actual burndown lines highlights issues

early in the sprint

• Continuous monitoring through such a

chart can lead to mid-sprint adjustments

• The burndown chart serves as an effective

communication tool for stakeholders

 Case Study

Budget Variance (Cost)

• Tracks actual spending against the
budget.
• Budget Variance = ((Actual Cost - Planned
Cost) / Planned Cost) × 100
• The result we get is: ((180,000 − 150,000) /
150,000) × 100 = 20% over the planned
budget.
 Case Study
Feature Scope Change
• Monitors adjustments in software features
• Net Change in Feature Count = (Added Features - Dropped Features)
= 10-5 = 5
 Case Study
Defect Density (Quality)

•Quantifies defects per unit of software code.

• We will calculate defect density by dividing Total Defects by Lines of Code.

• 100/10,000= 0.01 defects per line of code

• 0.01< 0.02 (Benchmark)

• The acceptable defect rate per line of code is determined by software complexity, programming

language, industry standards, and project-specific quality goals.

• Acceptable defect density varies with application criticality; it's lower for critical software and can be

higher for less critical ones.

 Case Study

Customer Feedback Score (Stakeholder Satisfaction)

• Gauges user satisfaction with the software

• The result we have is 4.2, generally indicating

that more work has to be done to enhance the

quality.

• Generally, if feedback scores average below

4.5, it's crucial to pinpoint dissatisfaction

causes and implement measures to enhance

user satisfaction.
Change Management and Scope Control
 Change Management and Scope Control

Change Management
Process of recognizing, assessing, and managing any modifications to a project’s initial plan

Scope Control
Overseeing the project’s scope & managing any alterations in the scope baseline to avoid scope
creep

Non-Project Managers expertise make them valuable in identifying potential changes or

issues with the scope, suggest & evaluate modifications to the proposed changes in the project
plan
Change Management and Scope Control

✓ Identify need for adding the

new feature & the complexity
of the existing feature

✓ Assess impact on cost, time &

resources

✓ Present to relevant
stakeholders
 Change Management and Scope Control
Practical Example: XYZ Corp Software Development:
• Initial Plan: Develop features A, B, C within $100,000 budget and 6 months.
• Changes: Introduction of feature D and complexity in implementing feature B.
• Impact Assessment: Budget and timeline adjustments, stakeholder approvals.
 Change Management and Scope Control

Contributions of Non-Project Managers:

• Essential in feedback provision, impact
analysis, and solution suggestions.
• Facilitate communication and understanding
of changes within teams.
Active Participation in Change Management:
• Non-project managers offer critical insights
from direct project involvement.
• Their engagement ensures the project
remains adaptable and goal-oriented.
Quality Assurance and Control
Identifying and Managing Risks
Analyzing Real World Success and Failure Stories
 Analyzing Real World Success and Failure Stories

The success story is the London 2012 Olympics

Stakeholder Engagement:
• Comprehensive engagement strategy
• Platforms for dialogue with communities, government, sponsors
• Regular community meetings and updates

Planning and Risk Management:

• Phased approach and project management tools (Gantt charts, risk registers)
• Over 40 'test events' to identify and rectify operational issues
• Robust risk management framework with contingency plans

Budget Management:
• Proactive budget development and management by ODA
• Cost-saving through temporary and repurposed structures
• Transparency in financial reporting to manage expectations
 Analyzing Real World Success and Failure Stories

Denver Airport baggage handling system failure

Overambitious Use of Technology:

•Aimed for a highly advanced automated system without adequate testing
•Lack of successful implementation track record and comprehensive testing

Insufficient Planning and Risk Management:

•Underestimated complexity of integration with existing infrastructure
•Lack of detailed planning and inadequate risk management practices

Inadequate Stakeholder Management:

•Poor engagement and communication with key stakeholders, especially airlines
•Misaligned expectations and failure to address concerns collaboratively
All the best!