Project Management Framework Based on PMBOK 5th Edition

Waleed El-Naggar, MBA, PMP

https://www.facebook.com/waleed.naggar

What is a Project

What is Project Management

PMO

Organizational Structure

Project Stakeholders

Project Phases

Project Management Process Groups

PMI/PMP

Agenda

PMP - Project Management Framework 2 https://www.facebook.com/waleed.naggar

Definite beginning and a definite end

Does not mean short duration

Produce a product or artifact, quantifiable, an end item or

a component item

A capability to perform a service, such as call center

A result, such as research results or documents

An improvement in an existing product or service

What is a Project?

PMP - Project Management Framework 3 https://www.facebook.com/waleed.naggar

A temporary endeavor undertaken to create

a unique product, service or result

Project vs. Operation Operations are an organizational function performing an

ongoing execution of activities.

Examples: Production, manufacturing, and accounting

operations.

Projects help achieve the organizational goals when they

are aligned with the organization’s strategy.

Projects require project management while operations

require business process management (BPM) or

operations management.

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 4

Project or Operation?

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 5

Project or Operation?

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 6

Project or Operation?

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 7

Projects and Strategic Planning

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 8

Projects start as a result of:

Market demand

Strategic opportunity and business need

Social need

Environmental consideration

Customer request

Technological Advance

Legal requirements

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 9

The Triple Constraints

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 10

Portfolio, Program and Projects

PMP - Project Management Framework 11 https://www.facebook.com/waleed.naggar

Subproject

A manageable component of a project

May be performed by a separate organization

Could be a project phase

Subprojects are typically referred to as projects

and managed as such

12 https://www.facebook.com/waleed.naggar PMP - Project Management Framework

What Is Project Management? The application of knowledge, skills, tools, & techniques to

project activities to meet project requirements

Project management is accomplished through the

appropriate application and integration of the 47 logically

grouped project management processes categorized into

5 process groups:

• Initiation

• Planning

• Execution

• Monitoring and Controlling

• Closure

13 https://www.facebook.com/waleed.naggar PMP - Project Management Framework

14 https://www.facebook.com/waleed.naggar PMP - Project Management Framework

Program Management A program is a group of related project, sub-projects, and

program activities managed in a coordinated way.

Projects are related through common outcome or

collective capability.

Focus on project interdependencies and help determine

the optimal approach for managing them.

Interdependencies such as:

Resource Constraints

Aligning organizational direction

Resolve issues and change management

15 https://www.facebook.com/waleed.naggar PMP - Project Management Framework

Project Management Office (PMO)

A management structure that standardizes the

project-related governance processes and

facilitates the sharing of resources, methodologies,

tools and techniques.

Provides dedicated training, enterprise-wide project

management software, Coordinates overall project

quality standards.

PMO may have the authority to act as an integral

stakeholder and a key decision maker through the

life of the project

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 16

PMO Structure

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 17

The Role of Project Manager

The project manager is responsible to satisfy

needs: task needs, team needs and individual

needs to achieve project goals.

Project managers need interpersonal skills such as:

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 18

Leadership

Team Building

Motivation

Communication

Influencing

Decision making

Political and culture

awareness

Negotiation

Trust Building

Conflict Management

Coaching

19 https://www.facebook.com/waleed.naggar PMP - Project Management Framework

Organizational Structures

Functional

Projectized

Weak Matrix

Balanced Matrix

Strong Matrix

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 20

Functional Organization

Project

Coordination Chief

Executive

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff Staff

Staff Staff

Staff

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 21

Projectized Organization

Project

Manager

Project

Manager

Project

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Staff Staff

Chief

Executive

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 22

Weak Matrix Organization

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Staff Staff

Project

Coordination

Chief

Executive

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 23

Balanced Matrix Organization

Chief

Executive

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Manager Staff

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 24

Strong Matrix Organization

Functional

Manager

Functional

Manager

Functional

Manager

Staff Staff Staff

Staff

Staff

Staff Staff

Staff Staff

Manager of Project

Managers

Project Manager

Project Manager

Project Manager

Chief

Executive

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 25

Organizational Structure Influences

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 26

Advantages/Disadvantages of Organizations

I. Functional Organization

Grouped by areas of specialization/ functions. Power

is with the functional leader.

Advantages: Access to specialists; members

reporting to only one supervisor, clearly defined

career paths

Disadvantages: less focus on project deliverables,

no career path on Project Management, PM has no

authority

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 27

Organization is by projects. Personnel report to

PM/has total power.

Advantages: Efficient project organization -

Loyalty to the project - effective communications.

Disadvantages: No “home” after the project is

completed - duplication of facilities.

II. Projectized Organization

Advantages/Disadvantages of Organizations

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 28

Power varies between Project & Functional managers according to its type (strong, balanced or weak)

Advantages:

Maximum utilization of scarce resources

Efficient horizontal & vertical dissemination of information

Retention of home after project closure.

Disadvantages:

Different priorities between PM & FM (Conflicts)

Dual reporting

Complex to monitor and control

Duplication of effort

III. Matrix Organization

Advantages/Disadvantages of Organizations

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 29

Salma is a project manager in a company that

regularly builds teams to create products for

clients. When the product is delivered, the team is

dissolved & assigned to other projects. What kind

of organization is that?

A. Weak matrix

B. Projectized

C. Functional

D. Strong matrix

Quiz:

PMP - Project Management Framework 30 https://www.facebook.com/waleed.naggar

Balance of Power in an Organization

Pure

Functional

Weak

Matrix

Balanced

Matrix

Strong

Matrix

Pure

Projectized

Functional Influence in Decision Making

Project Influence in Decision Making

31 PMP - Project Management Framework https://www.facebook.com/waleed.naggar

Authority/Responsibility Balance

32 PMP - Project Management Framework https://www.facebook.com/waleed.naggar

Organizational Process Assets

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 33

Enterprise Environmental Factors

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 34

Which of the following is NOT part of the

enterprise environmental factors?:

A. Lessons learned from previous projects

B. Knowledge of which departments in your

company typically work on projects

C. The work authorization system

D. Government and industry standards that affect

your project

Quiz:

PMP - Project Management Framework 35 https://www.facebook.com/waleed.naggar

Project Stakeholders

Key Stakeholders

Project manager Manages the project

Customer Uses the product or service

Performing organization Enterprise that does the project

work

Sponsor Provides financial resources

Individuals and organizations who are

actively involved in the project and whose

interests may be positively or negatively

affected by the project success or failure

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 36

Project Stakeholders

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 37

What Is a Deliverable?

A unique and verifiable product, result, or

capability to perform a service that is required to

be produced to complete a process, phase or

project.

A deliverable often marks the end of a phase of

the project or a major milestone.

Phase end = Phase exit, stage gates, or kill points

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 38

Cost & Staffing levels across the project life cycle

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 39

Impact of Variable Based on Project Progress

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 40

Project Phases

Divides the project into phases that provide

better management control and the appropriate

links to the operations of the organization

Project Governance Across the Life Cycle

Phase-to-Phase Relationship

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 41

Project Phases

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 42

Predictive Lifecycle

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 43

Iterative/Incremental Lifecycle

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 44

Adaptive/Agile Lifecycle

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 45

Project Management Process Groups

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 46

Project Management Process Groups (1)

Initiating Process Group

Defines and authorizes the project or a project phase

Planning Process Group

Defines and refines objectives, and plans the course

of action required to attain the objectives and scope

that the project was undertaken to address

Executing Process Group

Integrates people and other resources to carry out the

project management plan for the project

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 47

Project Management Process Groups (2)

Monitoring and Controlling Process Group

Regularly measures and monitors progress to identify

variances from the project management plan so that

corrective action can be taken when necessary to meet

project objectives

Closing Process Group

Formalizes acceptance of the product, services or

result and brings the project or a project phase to an

orderly end

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 48

Process Groups Interaction

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 49

Quiz

The project life cycle is comprised of which of

the following?

A. Phases

B. Milestones

C. Estimates

D. Deliverables

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 50

Quiz

What type of organization is BEST for

managing complex projects involving cross

disciplinary efforts?

A. Projectized

B. Functional

C. Line

D. Matrix

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 51

Quiz

Of the following, which is the logical order of the

project management processes?

A. Initiating, planning, controlling, executing, closing

B. Planning, initiating, controlling, executing, closing

C. Initiating, planning, executing, controlling, closing

D. Planning, initiating, executing, closing

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 52

Project Management Institute

Founded in 1969, the Project Management

Institute (PMI) has grown to be the organization

of choice for project management professionals

world wide.

600,000 members representing 184 countries

Establishes project management standards,

provide seminars, educational programs and

professional certification.

http://www.pmi.org

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 53

Project Management Professional (PMP)

The PMP certification is the most widely recognized and

respected certification in the field of project

management. The purpose and goal of this certification

program is the development, maintenance, evaluation,

promotion, and administration of a rigorous,

examination-based, professional certification program of

the highest caliber.

Worldwide there are 510,434 PMPs all over the world

(Dec 31st, 2012).

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 54

Certification Test Eligibility Requirements

Category 1 •Baccalaureate/equivalent degree

•Minimum of 4,500 hours of project

management experience within the five

process groups (Initiation, Planning,

Execution, Control, Closing)

• 3 years of project management

experience within the last 6 years (36

months of non-overlapping months of

PM experience).

• 35 contact hours of project management

education.

Category 2 •High School diploma/equivalent degree

•Minimum of 7,500 hours of project

management experience within the five

process groups (Initiation, Planning,

Execution, Control, Closing)

• 5 years of project management

experience within the last 8 years (60

months of non-overlapping months of

PM experience).

• 35 contact hours of project management

education.

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 55

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 56

PMP Over the Years

Project Management Institute Certificates

Certified Associate in Project Management (CAPM)®

Project Management Professional (PMP)®

Program Management Professional (PgMP)®

PMI Agile Certified Practitioner (PMI-ACP)®

PMI Risk Management Professional (PMI-RMP)®

PMI Scheduling Professional (PMI-SP)®

OPM3® Professional Certification

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 57

Thank you

PMP - Project Management Framework https://www.facebook.com/waleed.naggar 58