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Project Management
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Covered in last session Definitions of
- Project, Program, Portfolio & PMO
Difference between Project Management & 0peration Management
Strategic Considerations for taking up projects
Various Environmental factors affecting Project Management
Project Life Cycle and its characteristics
Project Phases and phase relationships
Stakeholders and their relevance to Project Management
Organizational structures and their influences on Project Management
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Outline of planned coverage on 04/09/11
Coverage as per syllabus : Role of Project Manager,
Conflicts in Projects and Resolution, Project Objectives /Processes
Divided in three parts one hour each with 5 min break
Project Objectives: Project Processes:
Role of Project Manager:
Conflicts in Projects:
Conflict Resolution:
Case Study - Conflicts
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Project Boundaries
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Project Objectives
Projects established with objectives in mind.
Objectives to be:
Specific, not general
Not overly complex Measurable, tangible and verifiable
Realistic and attainable
Consistent with resources available or anticipated Consistent with organizational plans, policies and
procedures
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Process Groups & Knowledge areas Mapping
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Project Management Process Groups
Process Groups
- Initiating
- Planning
- Executing
- Monitoring & Controlling
- Closing
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Initiating Process Group
Initiating Process Group consists of processes
performed to define a new project by obtaining
authorization to start the project.
- Initial scope defined and initial financial resources
committed.
- Internal & external stakeholders influencing
project are identified.
- Output - Project Charter & Stakeholder register
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Initiating Process Group(contd)
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Planning Process Group
Planning Process Group consists of processes
to establish total scope of effort, define & refine
objectives and develop course of action required
to attain those objectives.
- Output Project Management Plan
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Planning Process Group(contd)
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Executing Process Group
Executing Process Group consists of processes
performed to complete work defined in project
management plan to satisfy project specifications.
- Involves coordinating people and resources and
integrating all activities of project in accordance
with plan.
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Executing Process Group(contd)
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Monitoring & Controlling
Process Group
Monitoring & Controlling Process Group -
consists of processes to track , review and
regulate the progress and performance of the
project.
- This process group includes:- Controlling changes and recommending
preventive action in anticipation of possible
problems
- Monitoring ongoing project activities against
plan
- Implementing approved changes
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Monitoring & Controlling
Process Group(contd)
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Closing Process Group
Closing Process Group - consists of
processes performed to finalize all activitiesacross all Project management process
groups to formally complete the project or
contractual obligations.- Project closing involves:
- Obtaining acceptance by customer or
sponsor- Closing procurements
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Closing Process Group(contd)
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Role of Project Manager
A Central figure ( like captain playing centre
half position)
An effective project manager should have a
balance of technical skills relevant for theproject to analyze situations and
importantly interpersonal skills to interact
with all stakeholders appropriately.
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Role of Project Manager(contd)
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Role of Project Manager
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Role of Project Manager
Project Manager role includes:
- Managing all project activities (i/c human
relationships) within
- Project team
- Project team & functional organizations
- Project team & senior management
- Project team and customers organization
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Role of Project Manager(contd)
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Project Manager & Functional Manager
Role of Project Manager & Functional Manager
- Project Manager identifies the requirements of
the project i. e. what work has to be done andthe constraints whereas Functional Manager role
is to define how the task would be done i.e.
technical criteria and providing sufficient
resources to accomplish the objective withinproject constraints.
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Project Manager Interpersonal Skills
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Interpersonal skills
Leadership Involves focusing the effort of
a group of people towards a common goal
and enabling them to work as a team.
Role very critical during beginning phasesof project while communicating vision and
inspiring participants
Key elements Respect & Trust rather fearand submission
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Interpersonal skills(contd)
Team Building is a process of helping a groupof individuals, bound by a common sense of
purpose, to work interdependently with each
other, the leader, external stakeholders and the
organization.
Team building activities involve establishing
goals, defining roles and procedures, managing
conflicts etc. Though ongoing process but role very critical
during beginning phases of project
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Interpersonal skills(contd)
Motivation Involves creating a
environment to meet project objectives
while offering maximum self satisfaction
related to what people value most. Values may include Job satisfaction,
challenging work, achievement & growth,
recognition, financial compensation etc.
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Interpersonal skills(contd)
Communication Identified as one of the singlebiggest reason for project success or failure.
Effective communication within the project team
and between the project manager, teammembers and all stakeholders is essential.
Due emphasis on Listening and its importance for
communication
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Interpersonal skills(contd)
Influencing is a strategy of sharing power andrelying on interpersonal skills to get other to
cooperate towards common goals.
Project manager can influence team membersthrough guidelines like:
- Leading by example
- Clarifying how decision is made
- Adjusting interpersonal style to the audience
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Interpersonal skills(contd)
Decision Making
Four basic decision making styles (Four Cs)
used by project managers:
- Command
- Consultation
- Consensus- Coin flip(Random)
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Interpersonal skills(contd)
Political and Cultural Awareness
- Organizational politics inevitable in project
environments due to diversity of norms,
backgrounds and expectations of peopleinvolved.
- For projects operating in global environments,
cultural differences both individual and corporate
in nature to be taken care of.
Negotiation is a strategy of conferring with parties
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of shared or opposed interests with a view to
compromise or reach an agreement.
- Skills and behaviors useful in negotiating:
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Conflicts and its Resolution
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Conflicts in Projects
Conflict defined as behavior of an individual, agroup or an organization which impede or
restricts another party from attaining its desired
goal.
- Conflicts result in poor decision making, lengthy
delays over trivial issues or a disintegration of
team effort.
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Common type of conflicts involve
- Manpower resources
- Equipment and facilities
- Capital expenditures
- Priorities- Administrative Procedures
- Personality clashes
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Why conflicts occur
Some of the reasons for conflict occurrence are:
- Greater the diversity of disciplinary expertise
among participants of project team, greater the
potential for conflict.- Lower the project managers degree of authority,
reward and punishment power over individuals in
project, greater the potential for conflict.
- Less understanding of objectives of project byproject team members, more likelyhood of
conflict.
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Why conflicts occur(contd)
- Greater the role of ambiguity among participantsof project team, the more likelihood of conflict.
- More the members of functional areas perceivethat project implementation would adversely
affect their role, the greater the potential for
conflict.
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Conflict Resolution
Five modes of Conflict Resolution ( Blake &Mouton):
- Withdrawal Retreating or withdrawing from an
actual or potential disagreement- Smoothing De-emphasizing or avoiding areas
of difference and emphasizing areas of
agreement.
- Compromising Bargaining and searching forsolutions that bring some degree of satisfaction to
the parties in dispute. Characterized by give and
take attitude.
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Conflict Resolution(contd)
- ForcingExerting ones viewpoint at the potentialexpense of another. Characterized by win-lose
situation.
- Confrontation Facing the conflict directly which
involves a problem solving approach whereby
affected parties work through their
disagreements.
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Withdrawal It is generally used:
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Smoothing It is generally used:
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Compromising It is generally used:
F i I i ll d
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Forcing It is generally used:
C f t ti It i ll d
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Confrontation It is generally used:
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Conflicts A research study
A Research st d Anal sis
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A Research study - Analysis
A research study conducted on 100 projectmanagers. The questionnaire designed
measured values on these three variables:
- The average intensity of potential conflict
determinants(7 nos) over entire project life cycle.
- The intensity of each of the seven conflict
sources in four project life phases.
- The conflict resolution modes used by projectmanagers
Mean conflict intensity profile over project life cycle
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Mean conflict intensity profile over project life cycle
Relative intensity of conflict over project life cycle
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Relative intensity of conflict over project life cycle
Conflict intensity trend over project life cycle stages
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Conflict intensity trend over project life cycle stages
Conflict resolution profile
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Conflict resolution profile
Another study on understanding superior,
subordinate and functional conflicts
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subordinate and functional conflicts
Relationship between conflict causes and sources
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Case Study
Case Study
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Case Study
- You are project manager for a MIS project.- A new departmental manager has changed the
input and output requirements of the project
based on several complaints received by
departmental employees.
- It is contradictory to project plan you developed
with former departmental manager and currently
working on.- Changing input-output requirements will require
major revision in costs and schedule.
Case Study Format
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Part I: Facing the Conflict 10 min
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Part II: Understanding Emotions - 10 min
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Part III: Establishing Communications- 10 min
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Part III: Establishing Communications 10 min
Part IV: Conflict Resolution - 10 min
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Part V: Understanding Your Choices - 5 min
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Part VI: Interpersonal Influences - 10 min
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p
Case Study Format
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Just to revise
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Project Objectives:
Project Processes:
Role of Project Manager:
Conflicts in Projects:
Conflict Resolution:
Research study analysis
Case Study - Conflicts
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THANK YOU
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