Project Management OverviewInstitute of Information Technology, Quaid-i-Azam University Islamabad

Lecture # 1INAM-ULLAH

PMP, Diploma in Project Mgmt., Masters in Comp Science , Executive-MBA

Manager Projects & Products AdvOSS Inc.

"A project is a temporary endeavor undertaken to create a unique product or service“

Project Characteristics Temporary ( Start & End Date ) Unique Product 0r Service Cost Requirements/Work to be done

Examples Construction of Dam Building Car Manufacturing Plant Building a Hospital Developing a Software for Accounting/Finance

What is Project ?

Pakistan National Monument * Started : May 25, 2004 * Completed: March 23, 2007* Devp By: Universal Corporation Private LTD.* project cost : Rs.456 million

Pakistan Motorway (M-2 Segment)* Length: 367 km * Direction: North-South * Start: Lahore * Primary destinations Faisalabad, Sargodha,

Rawalpindi * End: Islamabad * Construction dates : 1992 – 1997* COST: Rs. 28 billion (as per PC I)

Non-IT Projects Examples

* Codename Longhorn, * Start: May 2001* Originally expected to ship: Sometime late

in 2003* Developers were also re-tasked to build

updates to Windows XP and Windows Server 2003 to strengthen security

* Faced with ongoing delays and concerns about feature creep, Microsoft announced on August 27, 2004 that it had revised its plans

* Completed: January 30, 2007* Cost : 6 billion dollars to develop

IT Projects Example

Ongoing /Repetitive Task Need resources i.e. people, time, money Performed by the people/machines

Examples Daily Bath /Shave Breakfast Product ion of CARS Treating the Patients Customer Support Treating & Greeting Customers at Hotel Cleaning House.

What is an Operation?

Both are performed by people Need resources ( Man, Material , Machine)

Time ,Money ($) Project is Temporary Activity Operation is continuous/repetitive Activity Project has Unique Output Operation May not have a unique Output

Project vs. Operations?

Customer Request

Strategic Objective/Goal

Technological Change

Operational Efficiency

Serving the under served Market

Need for the Project?

Quality

Project Constraints - Project Triangle

Time Cost

Scope

“Triple Constraint”

Anyone who affects/ gets affected by the project Positively or negatively

Stakeholder Identification is Key Responsibility of Project Team Failing to Identify the key Stakeholder and its effects on the project may

lead to project failure Examples

Project Team & Project Manager Legal Authorities Social Agencies Environmental Organizations Customer Funding Agency Project Performing Organization Top Management

Project Stakeholders

Stakeholders Identification

Determination of Stakeholders

Requirements

Determination of Stakeholders Expectations

Communicating with Stakeholders

Managing Stakeholders Influence

Project Stakeholders

Everyone Who has Stakes in the Project is Responsible for its success or failure. CEO of Project Performing Organization PM and Project Team Funding Agency Customer Everyone …

Who Is Responsible ?

Application of Knowledge, Skills , Tools and Techniques to achieve the project objectives

Discipline of Organizing ,Planning, Executing and Controlling

Is Science or an Art ?

What's Required for Effective Project Management?

Project Management Skills Domain Knowledge Leadership Skills Interpersonal Skills Knowledge of Project Environment

Project Management?

Program Program groups related projects Done for the better coordinated management of

projects For the purpose of achieving benefits that can not

be achieved by managing projects individually Economy of Scale

Portfolio For the Strategic Purpose Groups Programs and Projects

What is Program & Portfolio?

Project vs. Program vs. Portfolio

Centralized Project Management

Office/Home of the Project Managers

Projects Policies and Direction

Organization wide procedures and Policies

Project Lessons Learned Archives

Project Managers are assigned to the Projects by the

PMO

Project Management Office (PMO)

Task Management Roles & Responsibility Attaining team objectives Planning work Allocating resources Defining tasks Assigning responsibility Controlling and monitoring quality Scrutinizing progress Checking performance

Team Management Roles & Responsibility Appointing secondary leaders Building and upholding team sprit Setting standards and maintaining regulation Training the team Setting up systems to facilitate communication with the team Developing work methods to craft team function cohesiveness

Role of Project Manager

Individuals Management Roles & Responsibility Developing the individual Balancing team needs and task needs Balancing team needs and individual needs Performance appreciation and rewards Helping with other team members personal problems

Stakeholders Management Roles & Responsibility Identifying stakeholders Determining their requirements Determining their expectations Communicating with the Stakeholders Managing their influences on Project

PM Roles Continued…..

Cultural and Social Environment Economic Demographics Culture Ethical Educational Ethnic Religious

International and Political Environment Political Climate Local, International and Regional Laws Time Zones Differences National/Local/Religious Holidays

Physical Environment Physical Surroundings Local Ecology & Physical Geography

Project Environment

Type of the Project Organizations

1. Functional Organization

2. Matrix Organization

3. Projectized Organization

Project Organizations

Grouped by Functions e.g. Manufacturing/Operation/Engineering, Finance , HR and Marketing Departments etc..

Each Department is lead by Functional Manager

Power rests with Functional Manager

Functional Organization

Functional Organization

Organized by the Project Dedicated Project Team Power rests with Project Manager

Pure Project/Projectized Organization

Projectized Organization

Balance between the two extreme Project Manager has more power compared to

Functional Three Types

Strong Matrix Power rest with PM

Balanced Matrix Power is balanced b/w PM & FM

Weak Matrix Balance of power rests Functional Manager

Matrix Organization

Matrix Organization VariantsWeak Matrix Balanced Matrix

Strong Matrix

Functional Matrix ProjectizedAdvantages •Specialized

Knowledge•Project Team has Home•Report to one Boss•Easier Management of Professionals

•Improved PM Control over Resources•More Support from Functional Departments•Better Resource Management•Better Coordination•Improved Horizontal & Vertical Information Distribution

•Absolute Power with PM•Project Team is Loyal to the Project•Dedicated Project Resources

Disadvantages

•People put more Emphasis on Functional Expertise•No career path in PM•Functional Paradoxes

•More than one boss•More Complex •Resource Contentions•Extensive Policies and Procedures needed

•Inefficient Resource Management•No Home for the Project Team•Team Layoffs after Project

Project Organizations Comparison