Technical Consulting

Introduction to Project Management Part 2

Project Management Processes

Project Planning &
Stakeholder Management
The Project Charter

• The Project Charter is the Project’s “License to do Business.”

• Project Charter refers to a statement of objectives in a project.
This statement also sets out detailed project goals, roles and
responsibilities, identifies the main stakeholders, and the level of
authority of a project manager.
• It should come from someone outside the project itself with
funding-access, resource-assignment, and decision-making
authority sufficient to support the project, who is usually known as
the project sponsor.
Why Have a Project Charter?

• The charter gives a direction and a sense of purpose to the

management from start to end. A project charter names
the project manager and defines the authority of the project
manager. It gives the project manager the authority to utilize
organizational resources to accomplish the project objectives
• Primary Purpose: To get approval to proceed with the project and
obtain sufficient approval for resources to move to the next phase of
the project.
• Communicate to stakeholders and other interested parties the
project’s mission and the project’s objectives.
• Communicate to the project team what they are expected to
accomplish.
Project Charter Components*

• Project Mission
• Project Scope
• Project Objectives
• Project Assumptions
• Project Constraints
• Milestones
• Project Risks
• Stakeholders
• Signature Page Granting Authority to Proceed
* In some organizations, the project charter is an evolving
document. Many of the components listed will change as the
project moves into the Project Definition Phase.
Your Turn: Starting the Charter
Project Charter Worksheet
Project Mission
Write Project Mission Statement Here:
Project Scope
Brief statement of project scope. (Supplement with Product Scope and
Project Scope Diagrams as part of the Appendix.)
Project Objectives
List at least three SMART Objectives.
Project Assumptions
List at least three Project Assumptions.
Project Constraints
See Project Priority Matrix in Appendix. List any other constraints here.
Project Phases
Indicate the phases of the proposed project.
Milestones
List major milestones for project identified so far (include at least five
throughout the life of the project).
Project Risks
Attach Risk Identification Worksheets and Risk Priority worksheet.
Stakeholders
Attach Potential Stakeholders Worksheet.
Signature Page Granting Authority to Proceed
Obtain signatures of Project Sponsor and Project Manager.
Project Sponsor Signature:
Project Manager Signature:
Writing SMART Objectives

S
Objectives should be stated in terms that include some
pecific
quantitative target for the end product.

M
There should be some way of actually testing whether the
easuable
stated target has been met.

A
The desired objective must be one that is actually possible to
ttainable
achieve within the time and cost parameters provided.

R
The desired objective should relate directly to the
elevant
organization's business needs and stated mission.
The boundaries for completion date of the desired objective

T
should be either a specific date or time or an "offset" from the
ime-Bound
beginning of the project. (For example, must be completed
within five months of project launch.)
Project Assumptions

• Almost every lesson includes

the reminder “Don’t Assume!!”
• Turn that around and make it
“Document Assumptions!”
– Don’t expect others to read your mind.
– Capture as many assumptions as possible to include
in your initial project charter
– Don’t be surprised if others do not share all of your
assumptions. This is the time to resolve differences—
before the project is underway!
Project Planning

• Probably the most time-consuming project management activity

• Continuous activity from initial concept through to system delivery.
Plans must be regularly revised as new information becomes
available
• Various different types of plan may be developed to support the
main project plan that is concerned with schedule and budget
Attributes of Project Plans:
Just as projects are unique, so are project plans
• Plans should be dynamic
• Plans should be flexible
• Plans should be updated as changes occur
• Plans should first and foremost guide project execution
Project Plan

• A Project Plan is a document used to coordinate all

project planning documents.
• Its main purpose is to guide project execution.
• Project plans assist the project manager in leading the
project team and assessing project status.
• Project Performance should be measured against a
baseline plan.
Common Elements of a Project Plan

Facilitating Processes
• Introduction or Overview of the • Stakeholder Management
Project • Quality: Relevant standards
• Description of how the project • Organizational:
is Organized – Roles, Responsibilities,
• Management and Technical Reporting Relationships
Processes used on the project • Staff Acquisition
• Work to be done, Schedule, • Communication: Stakeholders,
and Budget information Needs
• Risk: Identify, Quantify, Plan
Response
• Disaster Management Plan
• Procurement and Solicitation
Planning
Project Planning Process

Establish the project constraints

Make initial assessments of the project parameters
Define project milestones and deliverables
while project has not been completed or cancelled loop
Draw up project schedule
Initiate activities according to schedule
Wait ( for a while )
Review project progress
Revise estimates of project parameters
Update the project schedule
Re-negotiate project constraints and deliverables
if ( problems arise )then
Initiate technical review and possible revision
end if
end loop
Develop Project Management Plan

What information does Project Management Plan contain?

• Project Management processes selected
• Level of implementation of each selected processes
• Tools & techniques used
• Management of dependencies & interactions among processes
• How work will be executed to accomplish project objectives
• How changes will be monitored & controlled
• How configuration management will be performed
• How integrity of performance management will be maintained
• Need & technique for communication among stakeholders
• Selected project life cycle & (for multi-phase projects) associated project
phases
• Key management reviews to facilitate open issues and pending decisions
Develop Project Management Plan

Subsidiary Plans
• Stakeholders Management Plan
• Project Scope Management Plan
• Schedule Management Plan
• Cost Management Plan
• Quality Management Plan
• Process Improvement Plan
• Staffing Management Plan
• Communication Management Plan
• Risk Management Plan
• Disaster Management Plan
• Procurement Management Plan
 Develop Project Management Plan

Few other components of Project Management Plan

• Milestone list
• Resource Calendar
• Schedule baseline
• Cost baseline
• Quality baseline
• Risk register
More Sources of Project Activities: Templates

• Don’t reinvent the wheel!

– As you get more projects under
your belt, work with other project teams to develop templates
to use as a starting point.
– Remember, no two projects are ever exactly alike (remember
the “unique” in the definition of a project). The template
should be a starting point—to be tailored to the specific needs
of the current project.
– Even with the time spent in tailoring, templates can be
enormous time-savers.
Project Stakeholders

• “Individuals and organizations that are actively involved in the

project, or whose interest may be positively or negatively affected as
a result of project execution or project completion.” 2000 PMBOK
Guide
• Short list
– Project Benefactor
– Project Requestor
– Project Manager and team
– Those affected by the project

Project Execution

Devise Review/
Identify
Identify
Analyze
Analyze Devise
stakeholder Review/Revise
Revise
stakeholder Mgt
stakeholders stakeholders
stakeholders stakeholder stakeholder Mgt
stakeholders Mgt
MgtStrategy
Strategy Strategy
Strategy

• Involves finding out • Understand

Who the stakeholder are power/ interest • Defining strategy
To manage
grid stakeholders
Identify Project Stakeholders

• Project Benefactor and upper management

– Project Sponsor
– Project Office/ Project Advisory Boards
– Executive Management
• Project Requestor
• Project Manager and team
– If a team member has a line manager, he or she is a key stakeholder. (He or she holds the
strings for your team members.)
• Internal Consultants
– Legal
– Audit
– Telecommunications
– IT infrastructure
– Quality assurance
– Human Resources Department
• External Entities affected by the Project
– Customers
– Vendors
– Governmental agencies
– Other regulatory bodies
Perform Stakeholder Analysis
Stakeholder Management

• Identifying conflicts/potential conflicts, gaps, contradictions or

incompatibilities between stakeholder requirements, so that a
reconciliation strategy can be planned.
• Ensuring ongoing communication, two-way information access,
monitor changes in engagement, attitude and/or influence

Effective Stakeholder Management

• Meddling
• Overbearing Doing what is necessary to develop
• Poor and manage relationships with all
• Untrustworthy individuals the project impacts.
• Indecisive
• Unavailable