WORKING WITH

MS-PROJECT
 PART - I

PROJECT MANAGEMENT
An Overview
 Definition of a Project
A project is a temporary
endeavor undertaken to
accomplish a unique
purpose.
 Attributes of a Project
A project:
• Has a unique purpose.
• Is temporary
• Requires resources (often from various
areas)
• Should have a primary sponsor or a
customer.
• Involves uncertainty.
 Triple Constraints of a Project

Successful project
management means
meeting all three
Cost Goals
goals (scope, time
p e
c o s Target and cost) – and
S al
Go satisfying the
Go m e

project sponsor.
als
Ti
Definition of Project Management

PMI Definition
Project management is “ the application of
knowledge, skills, tools and techniques to
project activities in order to meet or exceed
stakeholder needs and expectations from a
project.”
 Project Management Framework
9 Knowledge Areas Tools and
Core Functions techniques
Scope
Procurement
|Human TimeManagement
|Risk Management
|Communications
Resource Cost
includes
Management
Management Quality
involves
is Tools and
Some
Some Time
Project
Mgt
acquiring
identifying,
concerned Mgt
oranalyzing
involves generating
with makingMgt
procuring
, andgoods Mgt
effective anduse techniques assist
Management
Management Tools
services
responding
of thattoinvolved
are needed
risks
collecting.disseminating
the people related
withforthe
and astoring
to the project managers
Techniques
Stakeholders’ project
project from
project.
project outside the performing
information. and their teams
needs and organization.
Time
Cost management
Project
Quality scope
Management
Project
Management includes
management
Management ensures
consists involves
that
Integration
of MS-Project PROJECT
in carrying out
SUCCESS

expectations estimating how long it will take to or Gantt

Prima Chart
Vera
defining
the project
preparing and will
andmanaging
satisfy
managing the
allthe
the
stated
work
budget the core functions
complete
required
implied
for the
needswork, developing
to successfully
the project. for which it wasan the
complete Network Diagrams
Visio
acceptable
project
undertaken.
HR project schedule,
Comm. Risk and Procure (PERT, CPM)
ensuring
Mgt. timely Mgt.completion
Mgt. of the Mgt.
project
Facilitating Functions
 Project Manager’s Focus

• Since projects are unique,

temporary and involve various
resources, project managers must
focus on integrating all the various
activities required to successfully
complete the project.
 PART - II

The Project Management

Context and Processes
 A SYSTEMS VIEW OF
PROJECT MANAGEMENT
• Systems

• Systems Thinking

• Systems Analyses

• Systems Management
 SYSTEMS

• Systems are sets of interacting components

working within an environment to fulfill
some purpose.
 LINEAR THINKING

• A problem exists
• It has a single cause.
• It requires a single solution.
• The solution can be evaluated entirely in
terms of its impact upon the problem.
• The solution will stay put.
Cause Problem Action Solution
 SYSTEMS THINKING
• A problem exists.
• It is embedded in the situation.
• It requires solution.
• The solution will have effects apart from the intended
impact upon the problem.
• It makes sense to try to anticipate those effects.
• The solution can be evaluated by identifying and
weighing the mix of intended and unintended effects.
• The solution will not stay put, since the situation will
change.
 SYSTEMS ANALYSES

• Systems analyses is a problem-solving

approach.
1. Define the scope of the system to be studied.
2. Divide it into its component parts
3. Identify and evaluate its problems, opportunities,
constraints and needs.
4. Examine alternative solutions for improving the
current situation.
5. Identify an optimum,or at least satisfactory solution
or action plan.
6. Examine that plan against the entire system.
 SYSTEMS MANAGEMENT

• Systems management addresses the

business, technological and organizational
issues associated with making a change to a
system.
 THE WORK BREAKDOWN
STRUCTURE
• A Work Breakdown Structure (WBS) is an
outcome-oriented analyses of the work involved in
a project that defines the total scope of the project.
– Foundation document in a project management.
– Often depicted as a task oriented family tree of
activities.

• Work should not be done if it is not included in

the WBS.
 PROJECT PHASES AND
LIFECYCLE

Project Feasibility Project Acquisition

A Project Life Cycle is a

collection of
Developmen
Project
Implementatio
Phases.
Concept Close-out
t n
•Management •Project Plan •Last Work Package •Completed Work
Plan
•Preliminary Cost •Budgetary Cost •Definitive Cost •Lessons Learned
Estimate Estimate Estimate
•3-level WBS •6+-level WBS •Bulk of time spent here •Customer
Acceptance
 PHASE EXITS
• Phase Exits or Kill Points are management
reviews that evaluate.
– Progress
– Likely success
– Continued compatibility with organizational goals

• Phase Exits determine whether a project should be

continued, re-directed or terminated.
 UNDERSTANDING
ORGANIZATIONS

1. THE STRUCTURAL FRAME

2. THE HUMAN RESOURCES FRAME
3. THE POLITICAL FRAME
4. THE SYMBOLIC FRAME
The Political Frame addresses organizatioanl and personal
politics. PoliticsResources
The Symbolic
Structural
Human in an organization
Frame
Frame focuses
deals
Framewith
on take
focuses
how the
on form
symbols
the of
organization
producing
and meanings.is
competition
structured
harmony
What between
is most
between groups
andimportant
focuses
the needs
on or individual
indifferent
any
of for power
organization
the organization
groups’ roles
is not
andand
and
what
the
leadership.
responsibilities
needs
actually
of happened
the people..
in order
but what
to meet
it means.
the goals and policies set
Assumption: organizations are coalitions composed of
by top management.
varied individuals and interest groups.
 SKILLS FOR A PROJECT
MANAGER
• Management skills
– Communication
– Leadership
– Political
• Organizational skills
• Team Work
• Coping
• Making effective use of technology
 15 PROJECT MANAGEMENT
JOB FUNCTIONS
• Define scope of the project.
• Identify stake holders, decision-makers, and escalation
procedures.
• Develop detailed task list (Work Break Down Structures).
• Estimate time requirements
• Develop initial Project Management Flow Chart.
• Identify required resources and budget
• Evaluate project Requirements
• Identify and evaluate risks.
 15 PROJECT MANAGEMENT
JOB FUNCTIONS
• Prepare contingency plan.
• Identify interdependencies.
• Identify track critical milestones.
• Participate in Project Phase Review.
• Secure needed resources.
• Manage the change control process.
• Report Project status.
 PROJECT MANAGEMENT
PROCESS GROUPS
A process
Project is a series
Management of actions
Process Groups directed
towards aProcess
•Initiating particular result.
•Planning Process Include
Ensures devising
coordinating
thet the and
project
maintaining
people
Include and
objectives other
a
are
actions workable
resources
met.
to It
commithelps
•Executing Process Includes formalizing
scheme
to carry to
out
monitoring
toacceptance accomplish
the
and
begin or end project
measuring
projects the
•Controlling Process plans
business
and needsof the
produce
the project
the
project
progress
and against
project phases plans
. for
or phase
was
products and
undertaken
of thebringing
project
to addressit to.
or
•Closing Process taking corrective action
an orderly
project end.
phase.
where and when
necessary.
 LEVEL OF PROCESS GROUP
ACTIVITY OVER TIME

Executing Process

Planning Process
Level of
Activity Closing Process
Initiating Process Controlling
Process

Phase Start Time Phase Finish

Thank You