Project

Management
 Project
Management
Agenda

 Introductions
 Course Objective
 Unit 1: Introduction to Project Management
 Unit 2: Project Definition
 Unit 3: Project Planning
Introductions

 What is your Project Management Experience?

 What types of projects will you be involved in?
 What would you like to get out of the course?
Course Objectives
 Learn what project management is and the qualities of an
effective project manager.
 Understand the nine knowledge areas of project management
and how they can be applied to your project.
 Discover the phases of a project and what deliverables are
expected when.
 Identify a project’s key stakeholders.
 Understand the different types of business cases and how to
create a Statement of Work.
 Learn to be prepared for the unexpected by utilizing risk
management and change control.
 Learn how to organize project activities by creating a Work
Breakdown Structure.
 Create a network diagram to track your project’s progress.
 Learn budgeting and estimating techniques.
 Unit 1
Introduction to Project
Management
Introduction to Project Management

 Project Failures
 Project Successes
 What is Project Management?
 KeyFunctional Areas of Project
Management
 Project Life Cycle
Project Failure

 Identify reasons that project fail

Reasons for Project Failure

1. Poor project and program management

discipline
2. Lack of executive-level support
3. No linkage to the business strategy
4. Wrong team members
5. No measures for evaluating the success
of the project
6. No risk management
7. Inability to manage change
Project Success Criteria

 On time
 On budget
 Meetingthe goals that have been
agreed upon
Iron Triangle
Pick Any Two
What is a Project?

 Temporary with specific start and

end dates
 Unique
 Progress elaboration
What is a Project Manager?
Chapter 2

 Ultimately responsible for the Project’s Success

 Plan and Act
 Focus on the project’s end
 Be a manager & leader
Seven Traits of Good Project
Managers
Trait 1
Enthusiasm for the project
Trait 2
Ability to manage change effectively
Trait 3
A tolerant attitude toward ambiguity
Trait 4
Team – building and negotiating skills
Seven Traits of Good Project
Managers

Trait 5
A customer-first orientation
Trait 6
Adherence to the priorities of business
Trait 7
Knowledge of the industry or technology
Project Success
12 Golden Rules (Chapter 3)

Rule #1

Thou shalt gain consensus on project outcome.

Project Success
12 Golden Rules

Rule #2

Thou shalt build the best team possible.

Project Success
12 Golden Rules

Rule #3

Thou shalt develop a comprehensive,

viable plan and keep it up-to-date.
Project Success
12 Golden Rules

Rule #4

Thou shalt determine how much stuff

you really need to get things done.
Project Success
12 Golden Rules

Rule #5

Thou shalt have a realistic schedule.

Project Success
12 Golden Rules

Rule #6

Thou won’t try to do more than can be

done.
Project Success
12 Golden Rules

Rule #7

Thou will remember that people count.

Project Success
12 Golden Rules

Rule #8

Thou will gain the formal and ongoing

support of management and
stakeholders.
Project Success
12 Golden Rules

Rule 9

Thou must be willing to change.

Project Success
12 Golden Rules

Rule 10

Thou must keep others informed of

what you’re up to.
Project Success
12 Golden Rules

Rule 11

Thou must be willing to try new things.

Project Success
12 Golden Rules

Rule 12

Thou must become a leader

Project Management

 Project Management
 The “application of knowledge,
skills, tools and techniques to
project activities to meet project
requirements.”

9 Knowledge areas
1. Integration Management

 Fitting everything together

 Planning
 Project Changes
2. Project Scope Management

 Clear scope statement

 Prevent scope creep
3. Project Time Management

 Time and Schedule

 Planning
 Managing
4. Project Cost Management

 Manage costs
 Out of your control
 Competing projects
5. Project Quality
Management
 Planning quality
 Enforcing quality
 Checking quality control
6. Project Human Resource
Management

 Organizational planning
 Staff acquisition
 Making a team
7. Project Communications
Management

 Communication plan
8. Project Risk Management

 Risk management plan

9. Project Procurement
Management

 Acquisition
and contract
management
Project Life Cycle
Project Definition Phase

 Initiate the project

 Identify the Project Manager
 Develop the Project Charter
 Conduct a Feasibility Study
 Define Planning Phase
 Sign off on the Project Charter
Project Planning Phase

 Organize and staff the project

 Develop a Project Plan
 Sign off on the Project Plan
Project Execution Phase

 Execute the Project Plan

 Manage the Project Plan
 Implement the project’s results
 Sign off on project’s completion
Project Close-out Phase

 Document the lessons learned during the

project
 After-implementation review
 Provide performance feedback
 Close-out contracts
 Complete administrative close-out
 Deliver project completion report
 Unit 2
Project Definition
Project Definition

 Stakeholder Identification
 Business Case
 Risk
 Constraints
Stakeholder Identification

 Stakeholder definition
 Key stakeholders to identify
 Project sponsor
 Customer
 Project team
 Functional managers
 Communicate with everyone
 Manage conflicts in priorities
The Customer

 Uses the product or services

 May be internal or external
 Provides requirements
 May have multiple categories
Project Sponsor

 Alsoshares responsibility for project

success
 Hasauthority to make decisions and
may provide funding
 Overcome political and
organizational obstacles
Steering Committee

 Groupof stakeholders who approve

and agree on:
 Project scope
 Schedule
 Budgets
 Plans
 Changes
Working Committee

 Line managers who are responsible

for delivering business results once
the project is completed
Functional Managers

 Maymanage or supply people that

work on the team
 Need to be communicated with
 Needtheir commitment to the
project
Business Case

 Reasons why the project is undertaken

 Options that were considered
 Benefits that are hoped to be realized
 High-level risks
 High-level costs & schedule
 Cost/benefit analysis
Feasibility Study

A general estimate used to

determine whether a particular
project should be pursued.
Business Goals & Objectives

 Need to understand:
 Goals(the need for the project
and the measurable benefits)
 Scope
 Time to complete
 Estimates
of timeline, resource
requirements and costs
SMART goals

S – Specific
M – Measurable
A – Agreed upon
R – Realistic
T – Time related
Risk management
 Identify
 Sources of risk
Funding
Time
Staffing
Customer relations
Project size and/or complexity
Overall structure
Organizational resistance
External factors
Risk Analysis

 Probability
 Impact
 Overall exposure = probability X impact
Risk Plan

 Accept
 Avoid
 Mitigation
 Contingency with trigger
 Transfer
Risk Track and Control

 Risk log
 Review and update regularly
 Assign ownership to risk
Constraints

 Real-world limits
 Typical constraints:
 Budget
 Schedule
 People
 Real world
 Facilities and equipment
 Unit 3
Project planning
Project Planning

 Work Breakdown Structure

 Network diagramming
 Scheduling
 Budgeting
Work Breakdown Structure (WBS)

 Breaks large project into manageable units

 Total project
 Subprojects
 Milestones (completion of an important
set of work packages)
 Major activities (summary tasks)
 Work packages (tasks, activities, work
elements)
WBS
 Helps to:
 Identify all work needing to be done
 Logicallyorganize work so that it can
be scheduled
 Assign work to team members
 Identify resources needed
 Communicate what has to be done
 Organize work using milestones
WBS
1. Break work into independent work packages
that can be sequenced, assigned, scheduled
and monitored
2. Define the work package at the appropriate
level of detail
3. Integrate the work packages into a total
system
4. Present in a format easily communicated to
people. Each work package must have a
deliverable and a time for completing that
deliverable
5. Verify the work packages that will meet the
goals and objectives of the project
Work Packages

 Way of managing the project by

breaking it down
 Help determine skills required and
amount of resources needed
 Communicate work that needs to be
done
 Work sequences are identified and
understood
WBS tips

 Deliverables should be clearly

stated
 Allwork in the same package should
occur at the same time
A work package should only include
related work elements
Network Diagrams

 Logicalrepresentations of
scheduled project activities
 Define the sequence of work in a
project
 Drawn from left to right
 Reflect the chronological order of
the activities
WBS and Network Diagram

 WBS: what needs to be done

 NetworkDiagram: shows the
workflow, not just the work
Precedence

 Precedence defines the sequencing

order
 How work elements are related to
one another in the plan
Concurrent (Parallel)
activities
 Many activities can be done at the
same time as long as resources are
available
Network Diagram rules

 Boxes hold description of each task

 Lines connect activities to one another
 Activities are laid out horizontal from
left to right
 Parallel activities are in the same
column
 Precedence is shown by drawing lines
from activity to activity
 One activity may depend on the
completion of multiple other activities
Lead and Lag

 Lead– amount of time that

precedes the start of work on
another activity
 Lag – amount of time after one
activity is started or finished before
the next activity can be started or
finished
Other network diagrams
 PERT– Performance Evaluation and
Review Technique
 Better for software-oriented projects
 Uses
3 time estimates to determine
most probable
 CPM – Critical Path Method
 Better for construction type projects
 One time estimate
 Scheduling
1. Establish scheduling assumptions
2. Estimate the resources, effort and duration
• Effort – time that it takes to work on the
activity
• Duration – the time to complete the activity
3. Determine calendar dates for activities
4. Adjust individual resource assignments
5. Chart final schedule
Estimating Time
 Have people who are doing the
work provide the estimates
 Get an expert’s estimate
 Find a similar task
 Look for relationship between
activity and time (parametric
estimate)
 Educated guess
PERT Estimating

 Optimistic estimate (OD)

 Most likely (MLD)
 Pessimistic estimate (PD)
 Expected = [OD + 4(MLD) +PD] / 6
Contingency

 Don’t pad estimates

 Will never get good estimates
 Adds expense and time
 Add contingency as an activity
 Typically 10-15%
Critical Path & Float
 Critical Path
 Sequence of tasks that forms the longest
duration of the project
 Float
 Amount of time that an activity may be
delayed from its earliest possible start date
without delaying the project finish date
 Latest possible finish date – earliest
possible start – duration = total float
Normalizing the Schedule

 Assign people to the schedule

 Startwith the critical path first,
non-critical tasks second
Loading and Leveling

 Resource Load – the amount of work

that is assigned to a resource
 Resource Leveling – redistribution to
even out the distribution of work
across all resources
Scheduling Tips

 Ensure that learning time is

identified
 Ensurethat administration time is
included
 Beaware that resources seldom
work 100% of the time on one
project
Budgeting

 Budget = People + Resources + Time

Direct & Indirect Costs

 Direct costs
 Directly attributed to the project

 Indirect costs
 Shared amongst other projects
Types of Budgeting

 Bottom-up
 Top-Down
 Phased
Contingency Reserve

 10-15% of budget is normal

 Don’tpad but manage the
contingency
 Unit 3 Review
 Make a Communication Plan of the High Impact Project in
your agency/organization following the format below. The
project must be promoted so that the general public will be
aware of the rationale of the said project.
ACTIVITIES COMMUNICATION MEDIUM OF TIMELINE/ BUDGET
STRATEGIES COMMUNICATION COVERAGE FREQUENCY

PRE-ACTIVITIES

DURING

POST-ACTIVITIES

Activities must be categorized into PRE-, DURING,

AND POST-
 Sample Communication Plan
TIMELINE/
ACTIVITIES STRATEGIES MEDIUM COVERAGE FREQUENCY
I. REGULAR ADVOCACY PROGRAMS
 
1. Training, Induction/ Closing 1. Film Showing Videos Region-wide Every conduct
Program shown in (Venues of the
  1.1 Video clips big screens. where said activities.
1.1 PESFA containing programs/
1.2 TWSP messages or Video files ceremonies
1.3 STEP advertorials are are
  of Sec. Joel available at conducted.
2. Press Conference/Media Briefing Villanueva TESDA-
  promoting Caraga This will be
3. Conference tech-voc Regional shown before
3.1 TVI Administrators education Office) the program
3.2 Trainers-Assessors and training. starts.)
 
II. MAJOR EVENTS 1.2 Videos of
  Success
1. Regional/Provincial Trainees’ Stories of
Day TVET
2. Mobile Tech-Voc Caravan Graduates
3. Regional Skills Competition  
4. TVET Roadshow in Dinagat
Email the Communication Plan on or before
Saturday, July 16, 2016 to:

[email protected]

Email Subject:

Communication Plan - <YOUR NAME &

AGENCY/ORGANIZATION>

Ex: Communication Plan - ROBERT E. ROPEROS, TESDA-Caraga

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