Project Management

Principles of Project Management

• Defining
• Planning
• Executing
• Controlling
• Closing

These are also called Five Tasks of the Project

Management
 1. Defining
• The most precisely the project is defined and understood, the better it
will be managed.
• Project manager and the client should discuss in details all aspects of
the project and come to an agreement.
 1. Defining Contd..
• A good definition of project should be able to answer these five
questions.
1.What is the problem or opportunity being addressed?
2.What is the goal of the project?
3.What objectives are necessary to achieve the goal?
4.How will we determine the success of the project?
5.What assumptions, risks & obstacles may affect the project success?

The definition phase clarifies the project scope

 2. Planning

• A complete plan will clearly state what is to be done, why it is being

done, who will do it, when it will be done, what resources will be
needed, and what criteria must be met in order for the project to be
declared complete and successful.
 2. Planning Contd..
• Project plan is vital and serves as a road map to execute the work.
• Project plan is dynamic.
• It is a tool for decision making.
• Planning reduces uncertainty.
• It improves efficiency.
• Plan provides basis for performance.
 3. Executing

• Identifying and organizing the specific Human Resources, Materials,

Machines and money etc. for carrying out various activities of the plan.
• Includes scheduling of activities & resources for the project duration.

• Adjustments are made according to availability of resources and other

constraints.
 3. Executing Contd..

• Organizing people, identification of the specific resources for carrying

out the work defined in the plan.
• Scheduling workers to activities.

• Scheduling activities to start and end dates.

 4. Controlling

• Planning and controlling are interdependent.

• Effective monitoring system is to be established to monitor the progress

regularly against the approved plan and update it accordingly.
• Provide feedback about the causes of the problems for proactive
actions.
 5. Closing
• Project management usually tends to get on with the next project.

• Several questions that should be answered at the closing time:

• Did the project deliver exactly what the client said it would do?

• Did the project do what project management said it would do?

 5. Closing Contd..
• Was the project completed according to the PLAN?

• What useful Information collected for use in other projects?

• How effective was the project management methodology and how efficiently
the project team followed it?

• Final evaluation of the project studies the above questions and determines
efficiency and effectiveness of the project.
 Project Management Life Cycle

• There are five (5) Phases of Project Management and each phase has five
(5) steps.

• Scope the Project

• Develop the project plan

• Launch the plan

• Monitor/Control project progress

• Close out the project

 1. Scope the Project

• 1.1 State and elaborately define the problem or opportunity i.e. what is
the basis/ Justification of initiation of the project?

• 1.2 Establish the project goal.

 1. Scope the Project Contd..

• 1.3 Define the Project Objectives:

• Each objective must contribute fully to the achievement of project goal.

• Must result in an outcome.

• 1.4 Identify the Success Criteria:

• Specify clearly what the customer as well as the organization shall get out of the
project?
 1. Scope the Project Contd..

• 1.5 List Assumptions, Risks, Obstacles:

• Identify and document factors which may affect the deliverable and
other success criteria.
• Bring these risks and unknown factors to the knowledge of senior
management.
• Analyze risks in each aspect with probabilities and impacts, such
as financial, production, market, human resources, management
etc.
 2. Develop the Project Plan
• 2.1 Identify project activities.

• 2.2 Estimate the duration of each activity.

• 2.3 Determine/ calculate the resources required.

• 2.4 Construct / analyze the project network.

• 2.5 Prepare the project proposal.

 3. Launch the Plan(Implementation)

• 3.1 Recruit and organize the project team.

• 3.2 Establish Team operating rules.

• 3.3 Level(point) project resources.

• 3.4 Schedule work packages.

• 3.5 Document work packages.

 4. Monitor / Control Project Progress

• 4.1 Establish progress reporting system:

• 4.2 Install change control tools / process.

• 4.3 Define problem-escalation process.

• 4.4 Monitor project progress versus plan.

• 4.5 Revise project plans.

 5. Close-out the Project

• Obtain client acceptance.

• Install project deliverables.

• Complete project documentation.

• Complete post-implementation audit.

• Issue Final project Report.

Scope the Project
Develop Detailed Plan
•State the Problem/ Opportunity
Launch the Plan
•Establish the Project Goal •Identify Project Activities

•Estimate Activity Duration •Recruit & Organize Project Team

•Define the Project Objective

•Determine Resource Requirement •Establish Operating Rules

•Identify the Success Criteria

•Construct/ Analyze Project •Level Project Resources

•List Assumptions, Risks & Obstacles

•Network Diagram •Schedule Work Packages

Monitor/Control Project Progress

Close out the Project
•Establish Progress Reporting System
•Obtain Client Acceptance
•Install Change Control Tools/Process
•Install Project Deliverables
•Define Problem-Escalation Process
•Complete Project Documentation
•Monitor Project Progress Vs. Plan
•Complete Post Implementation Audit
•Revise Project Plans
•Issue Final Project Report
 The KEY Players in a Project
[The Stakeholders]
Stakeholder: Is a person, group, organization, or system
who affects or can be affected by an organization's actions

Project stakeholder - A stakeholder with an interest in a

project

*
 The KEY Players in a Project [The Stakeholders]

The Project Manager: The responsible person for the

management of the project
 The KEY Players in a Project
[The Stakeholders]

The Customer/User: The person/organization that will

use the product
 The KEY Players in a Project
[The Stakeholders]

The Performing Organization: The enterprise

whose employees are most directly involved in doing the
work of the projects
 The KEY Players in a Project
[The Stakeholders]

The Project Team Members: The group that is

performing the work of the project
 The KEY Players in a Project
[ The Stakeholders]

The Project Management Team: The members of the

project management team who are directly involved in project
management activities
 The KEY Players in a Project
[The Stakeholders]

The Sponsor: The person/group that provide the financial

resources.
(cash/any other form)
 The KEY Players in a Project
[The Stakeholders]

The Influencers: people/groups that are not directly related to the

acquisition/use of the project’s product, but due to an individual
position in the customer organization or performing organization,
can influence the course of the project.
 The KEY Players in a Project
[The Stakeholders]

The Project Management Offices(PMO): If it exist in the performing

organization has direct/indirect responsibility for the outcome of the project
 Project Manager Competencies

• Business awareness
• Commitment to quality
• Initiative
• Information gathering
• Analytical thinking
• Conceptual thinking
• Interpersonal awareness
• Organizational awareness
• Anticipation of impact
 Project Manager Competencies
• Resourceful use of influence
• Motivating others
• Communication skills
• Developing others
• Monitoring and controlling
• Self-confidence
• Stress management
• Concern for credibility
• Flexibility
 The Software Project Management
[Abstract View]

Feasibility Study

Plan

Execute
 System Development
Scope the Project
Develop Detailed Plan
•Request Initiation Launch the Plan
•Develop Functional Requirements
•Business Requirements
•Identify the Development Team
•Establish Phase Review Details
•Build the System
•Success Criteria

Monitor/Control Project Progress Close out the Project

•Monitor Progress •Evaluate System Performance

•Conduct Sub-system Test •Conduct Post-Project Review

•Conduct Acceptance Test

 Contents list of Feasibility Study
• Introduction
• Description of Current Situation
• Problem Description
• Proposed Development
• Business & Financial aspects
• Technical aspects
• Organizational aspects
• Estimated Costs
• Development costs
• Operational costs
• Foreseen benefits
• Recommendations