Step by Step Guide to Project Management

Step by Step Guide to Project Management

So… What counts as a ‘Project’?

It produces a unique product, service or result

It is temporary

It is a group activity

Has a defined start and end time

Not a routine operation

Are these projects?

Dinner after work

Dinner with Girlfriend on her

22nd birthday

Dinner with Girlfriend

Are these projects?

Dinner after work

Dinner with Girlfriend on her 22nd birthday

Dinner with Girlfriend

Neither temporary nor unique

Temporary but not unique

Temporary and unique

Is living your life a project?

Yes, if you are livingNo, if it is routine

Roles in a Project

Stakeholders

Project Sponsor

Project Manager

Project Coordinato

r

Roles in a Project

StakeholdersAnyone who has potential interest in the project’s process or outcome, especially those who will be impacted (positively or negatively)

Roles in a Project

Project Sponsor

Gives Project Manager authority and is not involved in day to day activities

Helps to address obstacles, such as funding, resources or organizational barriers

Roles in a Project

Project Manager

Manages and drives the project on a daily basisIs 100% responsible for the outcome of the project

Roles in a Project

Project Coordinato

r Helps the Project Manager on the project management tasksDoes not have authority to make decisions

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Now that we know the roles in a project, let’s talk about Organization Structures

And the Matrix (Organization Structure)

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CEO

Operations

A

B

C

Development

A

B

C

Creative

A

B

C

IT

A

B

C

Here is your typical functional Organization Structure

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This is the Matrix Organization Structure

CEO

Operations

A

B

C

Development

A

B

C

Creative

A

B

C

IT

A

B

C

Project Manager

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There are different types of Matrix Organization Structures

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Strong MatrixIn this matrix, the Project Manager (PM) has more power and authority over the Functional Manager. The PM controls the project budget.

Weak MatrixIn this matrix, the Functional Manager (FM) has more

power and authority over the Project Manager. The FM controls the project budget.

Balanced MatrixIn this matrix, power and authority are shared equally

by both PM and FM. Both managers control the project budget.

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What is your matrix organization structure?

Is it effective?

Consider the advantages and disadvantages of each type of Matrix.

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There is this saying about Project Management…

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Quality

…And so, introducing the Project Management Triangle (CSSQ)!

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•How many people is required?•How much money is required?•What other devices/resources are required?Cost

•What functionality do we want to deliver?•What features do we want to work on?•What are the deliverables?Scope•When is the deadline of the project?•What is the availability of the resources?Schedul

e

•What are the expectations of the stakeholders?Quality

Here is what CSSQ stands for

*It is essential to understand the expectations of the project stakeholders.

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The Project Management Triangle

The Project Management Triangle helps us to visualize the constraints we face when managing a project

It can be useful when analyzing the goals of a project.

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Project Management isn’t just about the Triangle, but also the process:

Plan-Do-Check-Act Cycle (O’PDCA)

Objectives

Plan

Do

Check

Act

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O’PDCA Explained

•What do we want to achieve?Objectives

•How are we going to do it?•5W1H: Why, What, When, Where, Who, HowPlan•Execute the PlanDo

•Check if the plan has been followed•Check if the result is as expectedCheck

•Perform countermeasures to the plan in order to achieve the objectivesAct

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Plan-Do-Check-Act Cycle is particularly effective for

Helping implement Kaizen or Continuous Improvement approaches

Identify new solutions and improvements to existing processes

Avoiding wastage of resources

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Next up… Introducing the Project CharterThe Project Charter is a short document detailing:

Objectives

Scope

Key Stakeholders

Communication Plan

Responsible Parties

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Our Project Charter Form ID: xxxx-x

1. Business Case 1.1. 1.2. 1.3.

2. Goal 2.1. 2.2. 2.3.

3. Objectives 3.1. 3.2. 3.3.

4. Scope

Item Description

5. Cost 5.1. 5.2. 5.3.

6. Schedule

Milestone Date

7. Team Members

8. Responsible Parties

9. Key Stakeholders

Name Interests

10. Communication Plan

Name Frequency Method

11. Project Manager’s Responsibility 11.1. Achieve project goal and objectives 11.2. Accountable for the resource planning and

utilization 11.3. Report and status update to stake holders

12. Project Manager’s Authority 12.1. To plan and control resource, including

budget, human resource, and schedule 12.2. To report project member’s performance to

related department managers

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Project Charter1. Business CaseWhy do we need this project? What are its benefits?

2. GoalWhat do we want to achieve in the long run with this project?

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Project Charter3. Objectives

4 - 6. Scope, Cost, ScheduleRemember CSSQ?

How would we measure the success of the project? (Plan)

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Project Charter7. Team Members

Who will be working on this project?Which area will each member be working

on?How many man days will it take?

8. Responsible PartiesWho else from outside the team needs to assist on this project?

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Project Charter9. Key Stakeholders

Who are the significant stakeholders that we need

to pay attention to?

10. Communication PlanHow will you communicate about the project?

And to whom?

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Tips on Project Management

Who, What, Where, When, Why, How

Be Specific, have Numbers and a Timeline

Use 5W1H

Use SNT

When writing a Project Charter…

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Perform the Work Breakdown Structure

Cover 100% of the work deliverables

State Outcomes, not actions

Keep each work item big enough to matter but small enough to manage

The size of each item should be about 25% of the reporting period

Helpful Tips for WBS

Tips on Project Management

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Map each team member to each WBS item

Assign a schedule (Date and Time) to each WBS item

Helpful Tips for Resource Planning

Tips on Project Management

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We hope that with this guide, you are able to manage your projects better.

Brought to you by

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About TitansoftWe provide complete IT solutions, tailored to

fulfill customers’ needs.

We adopt agile software development, which focuses on the development and quick delivery of high quality software and/or web applications.

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About Titansoft

We are located at

150 Cantonment RoadCantonment Centre Block B, #02-08S(089762)

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About Titansoft

2005 2006 2008 2009 2010

We were

founded!

Launched first major

product!

Reached 60,000

concurrent users!

2011 2012 2014

Reached 90,000 concurrent users!

Launched Workplace Health Programme

Awarded Bronze HEALTH award

Reached 100,000 concurrent users!

Certified with ISO/IEC 27001:2005

Certified as Cisco Select Certified Partner

Achieved Microsoft Silver Competencies in Server Platform, Hosting and Midmarket Solution Provider

Awarded Gold HEALTH award by the Health Promotion Board Singapore

Successful adoption of the Agile Framework

2013

Certified People Developer by SPRING Singapore

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About Titansoft

•Awarded GOLD Health Award

•Awarded People Developer Certification

•Awarded ISO/IEC 27001:2005 for Standard of Information Security Management System

•Certified Cisco Select Partner

•Achieved Microsoft Silver Competencies in Server Platform, Hosting and Midmarket Solution Provider

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