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Learning ObjectivesExplain what a project is,, list various attributes of
projects.Describe project management, discuss Who uses Project
Management.Discuss The Project Management Process.Explain Benefits of Project ManagementDiscuss how to control projects.Discuss Suggested Steps in Project ManagementDiscuss the activities in a Project Life Cycle
What is Project Management?
Project : A group of milestones or phases, activities or tasks that support an effort to accomplish something
Management : is the process of Planning,
Organizing, Controlling and Measuring
Project...A collection of linked activities, carried
out in an organized manner, with a clearly defined START POINT and END POINT to achieve some specific results desired to satisfy the needs of the organization at the current time
What Is a Project?A project is “a temporary endeavor
undertaken to create a unique product, service, or result.”*
Operations is work done to sustain the business.
A project ends when its objectives have been reached, or the project has been terminated.
Projects can be large or small and take a short or long time to complete.
Attributes of a ProjectHas a well-defined objectiveComposed of a series of interdependent tasks Utilizes various resourcesHas a specific time frameMay be a unique or one-time endeavorHas a customerInvolves a degree of uncertainty
Project ManagementA dynamic process that utilizes the
appropriate resources of the organization in a controlled and structured manner, to achieve some clearly defined objectives identified as needs.
It is always conducted within a defined set of constraints
Why Need Project Management?• Complex project needs coordination of:
Multiple peopleMultiple resources (labs, equipment, etc.)Multiple tasks – some must precede othersMultiple decision points – approvalsPhased expenditure of fundsMatching of people/resources to tasks
Who uses Project Management? Nearly Everyone to some degree
People plan their Days, their Weeks, their Vacations and their Budgets and keep a simple project management form known as ‘’To Do’’ list
Any Process or Means used to track tasks or efforts towards accomplishing a goal could be considered Project Management
The Project Management ProcessThe project management process means planning the work and
then working the plan.
Clearly define the project objective.
Divide and subdivide the project.
Define the specific activities that need to be
performed.
Graphically schedule the activities in a project.Make a time estimate.Make a cost estimate.
Calculate a project schedule and budget.
Benefits of Project ManagementLess overall project costEffective use of resourcesMore timely project completionHigher quality of the final product
Controlling ProjectsEstablish a baseline plan.Monitor progress.Measure actual progress and compare it to planned progress.Take corrective action if the project is behind schedule,
overrunning the budget, or not meeting technical specifications.
Suggested Steps in Project Management• Generate a formal definition of the project, with
goals, constraints, assumptions• Identify project start/end dates, any mandatory
milestones, including reports, signoffs, deliverables, etc.
• List constraints – money, equipment availability, holidays, etc.
• Identify tasks to be accomplished – high level (i.e., by categories), then details within each, using brainstorming method – green light
Suggested Steps, cont.• Refine detailed task list, dropping/ combining,
adding things omittedThen, for each task in list:• Estimate time (person hours, calendar period)• Identify dependencies among tasks• Identify resources (people, money, parts, etc.)
Suggested Steps, cont.Organize task groups roughly by starting dateList dependencies that should or MUST holdUse MS Project to make a GANTT chart• First capture tasks and task groups, milestones• Identify critical path, see if it can be shortened • Assign person-hours and specific team member(s)
to each task – identify “task leads”
Suggested Steps, cont.As project progresses:• Monitor, record progress on all tasks, at least
weekly – use “Tracking Gantt Chart”• Pay particular attention to those on critical
path• Revise plan as needed to take into account
changes, adapt to meet milestones
Project Life Cycle
17
InitiatingProcesses
PlanningProcesses
ControllingProcesses
ExecutingProcesses
ClosingProcesses
Project Initiation PhaseTo commit the organization to a project or phaseTo set the overall solution direction To define top-level project objectives To secure the necessary approvals and resourcesValidate alignment with strategic objectives To assign a project manager
Project Planning PhaseOrganize and staff the projectDevelop a Project PlanSign off on the Project Plan
Project Execution PhaseExecute the Project PlanManage the Project PlanImplement the project’s resultsSign off on project’s completion
Project controlling PhaseTo keep the project on track in order to achieve
its objectives as outlined in the project plan by:
Monitoring and reporting variances Controlling scope changesControlling schedule changesControlling costsControlling qualityResponding to risks