Introduction to Project

Management

Presented By
Dr. Akhilesh Kumar
What is a Project?
 A project is a temporary endeavor undertaken to produce
a unique product or service

Temporary Characteristics of Unique

Projects

 Temporary – Definitive beginning and end

 Unique – New undertaking, unfamiliar ground
Project Success
Customer
Completed within
Requirements
allocated time frame
satisfied/exceeded

Completed within Accepted by the

allocated budget customer
Project Failure

Poor Requirements
Scope Creep
Gathering

Unrealistic planning Lack of resources

and scheduling
What is Project Management
Project Management is the application of skills,
knowledge, tools and techniques to meet the needs
and expectations of stakeholders for a project.

The purpose of project management is prediction and

prevention, NOT recognition and reaction.
Triple Contraint
Time

Quality

Cost Scope
Triple Contraint
Increased Scope = increased time + increased cost

Tight Time = increased costs + reduced scope

Tight Budget = increased time + reduced scope.

Key Areas of Project
Management
Scope Management
Issue Management
Cost Management
Quality Management
Communications Management
Risk Management
Change Control Management
Scope Management
 Primarily it is the definition and control of what IS and
IS NOT included in the project.
Issue Management
Issues are restraints to accomplishing the deliverables
of the project.
Typically identified throughout the project and
logged and tracked through resolution.

Issue… already impacting the cost, time or quality

Rope not thick

Cost Management
 This process is required to ensure the project is completed
within the approved budget and includes:

Resources Budget
people
equipment
materials
Quantities
Quality Management
 Quality Management is the process that ensure the project
will meet the needs

“conformance to requirements” - Crosby

“fitness for use” - Juran

“the totality of characteristics of an

entity that bear on its ability to
satisfy stated and implied need’ - ISO 8402:1994
Communications Management
 This process is necessary to ensure timely and appropriate
generation, collection, dissemination, and storage of project
information
Risk Management
 Risk identification and mitigation strategy
 Risk update and tracking

Risk… POTENTIAL negative impact to project

Tree – location, accessibility, Weather

ownership
Change Control Management
Define how changes to the project scope will
be executed
Scope Change Technical Specification Changes

Schedule changes

All changes require collaboration and buy in via the project sponsor’s signature
prior to implementation of the changes
Project Life Cycle
Initiation Phase
 Define the need
 Return on Investment Analysis
 Make or Buy Decision
 Budget Development
Definition Phase
 Determine goals, scope and project constraints
 Identify members and their roles
 Define communication channels, methods, frequency and
content
 Risk management planning
Planning Phase
 Resource Planning
 Work Breakdown Structure
 Project Schedule Development
 Quality Assurance Plan
Work Breakdown Structure
 For defining and organizing the
total scope of a project
 First two levels - define a set of
planned outcomes that
collectively and exclusively
represent 100% of the project
scope.
 Subsequent levels - represent
100% of the scope of their parent
node
Implementation Phase
 Execute project plan and accomplish project goals
 Training Plan
 System Build
 Quality Assurance
Deployment Phase
 User Training
 Production Review
 Start Using
Closing Phase
 Contractual Closeout
 Post Production Transition
 Lessons Learned
Project Management Tools
 PERT Chart- designed to
analyze and represent the tasks
involved in completing a given
project

 Gantt Chart - popular type of

bar chart that illustrates a
project schedule
Role of a Project Manager

• Project issues
• Disseminating project information • Implementing standard processes
• Mitigating project risk • Establishing leadership skills
• Quality • Setting expectations
• Managing scope • Team building
• Metrics • Communicator skills
• Managing the overall work plan

Process People
Responsibilities Responsibilities
Gantt Chart
PERT Chart
Scope Management
 Project Scope Management is the process to ensure that the
project is inclusive of all the work required, and only the work
required, for successful completion.
 Primarily it is the definition and control of what IS and
IS NOT included in the project.
Issue Management
 Issues are restraints to accomplishing the
deliverables of the project.
 Issues are typically identified throughout the
project and logged and tracked through
resolution.
 In this section of the plan the following processes
are depicted:
 Where issues will be maintained and tracked
 The process for updating issues regularly
 The escalation process
 The vehicle by which team members can access
documented issues
Cost Management
 This process is required to ensure the project is completed
within the approved budget and includes:
 Resource Planning - The physical resources required
(people, equipment, materials) and what quantities are
necessary for the project
 Budget
 Budget estimates
 Baseline estimates
 Project Actuals
Quality Management
 Quality Management is the process that insure the project
will meet the needs via:
 Quality Planning, Quality Assurance, and Quality Control
 Clearly Defined Quality Performance Standards
 How those Quality and Performance Standards are measured

and satisfied
 How Testing and Quality Assurance Processes will ensure

standards are satisfied

 Continuous ongoing quality control
Communications Management
 This process is necessary to ensure timely and appropriate
generation, collection, dissemination, and storage of project
information using:
 Communications planning
 Information Distribution
 Performance Reporting

 Define the schedule for the Project Meetings (Team, OSC,

ESC), Status Meetings and Issues Meetings to be implemented
Risk Management
 Risk identification and mitigation strategy
 When\if new risks arise
 Risk update and tracking
Change Control Management
Define how changes to the project scope will
be executed
 Formal change control is required for all of the following

1. Scope Change
2. Schedule changes
3. Technical Specification Changes
4. Training Changes
 All changes require collaboration and buy in via the project
sponsor’s signature prior to implementation of the changes
Why is Project Management Important?
Project management is essential because it ensures that projects are completed on
time, within budget, and according to scope while managing risks and resources
effectively. Here’s why it's needed:
1. Clear Goals & Direction
Defines the project’s objectives, scope, and deliverables.
Aligns team efforts with business goals.
2. Efficient Resource Management
Optimizes the use of time, money, and manpower.
Prevents overallocation or underutilization of resources.
3. Risk Management & Problem Solving
Identifies potential risks early and mitigates them.
Provides a framework to handle unexpected challenges.
4. Budget Control & Cost Efficiency
 Helps prevent cost overruns through planning and monitoring.
 Ensures financial accountability.
5. Timely Project Completion
 Keeps tasks and milestones on track to avoid delays.
 Uses scheduling tools to manage deadlines effectively.
6. Improved Communication & Collaboration
 Enhances coordination among teams, stakeholders, and clients.
 Reduces misunderstandings and conflicts.
7. Quality Assurance
 Ensures the final deliverables meet expectations and industry standards.
 Uses quality control measures to maintain consistency.
8. Customer & Stakeholder Satisfaction
 Delivers expected results, strengthening client relationships.

9. Competitive Advantage

 Increases efficiency, leading to better business growth.

 Helps companies stay ahead by delivering successful projects.

10. Learning & Continuous Improvement

 Documents lessons learned for future projects.

 Helps organizations refine processes and improve performance.

Without project management, projects can face cost overruns, delays,

poor communication, and failed outcomes. Want to explore a real-

world example of project success (or failure) due to good (or poor) project

management?
Thank You