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Challenging Aspects of Modern Project Management
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Challenging Aspects of
Modern Project Management
Yamanta Raj Niroula, PMP, PMI-SP
Planning and Project Controls Manager
International Organization for Migration (IOM)
yamanta.raj@gmail.com
Project Management:
Project Defined:
– PMBOK Guide, Fifth Edition : “A project is a temporary endeavor
undertaken to create a unique product, service, or result.”
– A complex, non-routine, one-time effort limited by time,
budget, resources, and performance specifications designed
to meet customer needs.
Major Characteristics of a Project:
– Has an established objective.
– Has a defined life span with a beginning and an end.
– Requires across-the-organizational participation.
– Involves doing something never been done before.
– Has specific time, cost, and performance requirements.
Success and failure is no longer within the total
control of that project
Project Management:
Project Management Defined:
– PMBOK Guide, Fifth Edition : “Project management is the application
of knowledge, skills, tools, and techniques to project activities to
meet the project requirements.”
– Project Management : a well-understood discipline.
– Produce predictable, repeatable results.
Project Management Processes:
– A project management process is the management process of
planning and controlling the performance or execution of a project.
– According to PMI, project management is accomplished through the
appropriate application and integration of the 47 logically grouped
project management processes, which are categorized into five
Process Groups - Initiating, Planning, Executing, Monitoring and
Controlling, and Closing.
Project Management Process:
InitiationComplete
&
Assess
Tracking
& Control
Reporting
Review
Planning
Initiation
Plan
Detailed
Plan
Status
Report
Post
Project
Review
Report
The Project Life Cycle:
A representation of the phases that a project typically goes through.
General, but representative of the common flow of activities on a project.
The phases represented at the bottom of the graphic below describe the
way in which a project typically progresses.
Project Success:
The 'Golden Triangle of
Project Success
Objectives
Time Cost
Project success occurs when we have:
I
I
I
I A delighted client (expectations met)
Delivered the agreed objectives
Met an agreed budget - resources etc.
Within an agreed time frame
and
I Done it all professionally &
safely
Project Failure:
• I've been involved in several projects that;
- went over budget,
- were delivered late, and
- didn't make the customer happy.
• But I've never heard any of them actually called "failures".
• What is Project Failure?
A project is considered a failure when it has not delivered
what was required, in line with expectations.
In US, more than $250 billion dollars is spent each year on
IT application development in approximately 175,000
projects.
Project Failure:
• Summary of 2009 Standish Group CHAOS report:
• This result shows a marked decrease in project success rates.
Why Do Projects Fail?:
The number of reasons can be infinite. However, if weapply the 80/20 rule the most common reasons for failurecan be found in the following list:
Poor sponsorship
Unclear requirements
Unrealistic timescales or budgets
Scope creep
Poor risk management
Poor processes/documentation
Poor estimating
Poor communication/stakeholder engagement
Poor business case
Inadequate/incorrectly skilled resources
Project Management Maturity Model
No formal
consistent process
Adhoc
(1)
Foundation
(2)
Consistent, basic approach to
project execution
Managed
(3)
Consistent, comprehensive
approach
Integrated
(4)
Institutionalized & integrated
Into planning
Optimizing
(5)
Project-centered
organization
• A common method of determining the current level of project management
capability and maturity is to use the project management maturity model
illustrated by five distinct levels of maturity as shown in the
following diagram:
Level 1 – Adhoc:
No formal, consistent process to execute a project.
Many, incomplete, informal approaches.
Project outcomes unpredictable.
Little organizational support for project management.
Lesson learned are not gathered and passed on to
other projects.
Projects happen without correct initiation.
Communication is poor.
Interdependencies are not managed.
Standards, if any, are poorly defined or unenforced.
Adhoc
(1)Success rate less
than 20%
Level 2 – Foundation:
Consistent, basic approach to project execution is
adopted.
Managed support for project management.
Repeatable processes are applied to basic project
management steps
Project outcomes are more predictable
Use of common tools and techniques for key project
management processes
Foundation
(2)
Success rate of
20% to 40%
Level 3 – Managed:
Consistent, comprehensive approach to project
execution
Senior management support for project management
Organization can efficiently plan, manage, integrate
and control single projects
Repository of previous project experience is
maintained and utilized
Team members and project managers trained in
project management
Consistent use of tools and techniques for project
management processes
Managed
(3)
Success rate of
40% to 60%
Level 4 – Integrated:
Project portfolio management is institutionalized and
integrated into the organization’s business planning
process.
Active senior management support for integration of
business planning and project execution.
Organization can efficiently plan, manage, integrate
and control multiple projects
Database of previous project data is maintained and
utilized (Organizational Process Assets).
Success rate of
60% to 80%Integrated
(4)
Level 5 – Optimization:
Project-centered organization with an established
approach to continuous improvement of project
Management.
Project management environment improvement is
actively encouraged.
Flexible, project-centered organization structure.
Career program for project managers.
Project management training is a key component in
staff development.
Success rate better
than 80%Optimization
(5)
Why Should We Care?:
To answer following questions:
- Where does your organization fit today? How importantare successful projects to your business?
- Based on the level of business importance is yourorganization at the appropriate level? For example, ifthe successful delivery of projects is important to yourbusiness success then you will likely want to be at levelthree or greater. If you have a software developmentcompany, consulting company or engineering firm thatis totally based on projects then you will likely want tobe at level four or five.
- Each organization is different and must carefullyanalyze their position in terms of the impact projectshave on their own bottom-line.
Project Management - Key Challenges:
Key challenges of today's project managements are:
- Increased magnitude of project complexities.
- Uncontrollable changes.
- Communication and liaison with team members andstakeholders.
- Managing and dealing with multiple people from differentregions / countries (in global projects).
- Obtaining resources with right skills or characteristics.
- Managing high risk projects.
- Non-centralized communication flow.
- Padding of estimates (Parkinson's Law).
Management Techniques:
To increase the likelihood of project success you must manage:
Stakeholders
Risks
Issues
Change
ProjectAcademic &
Business Units
Who Are Stakeholders?
Outside Groups
(Vendors)
Team
Members
Information
Technology
Steering
Committee
Clients & Users Senior Mgmt
Interdependent
Projects
How to Manage Stakeholders:
Project stakeholders are individuals, groups, or organizationswho may affect, be affected by, or perceive themselves to beaffected by a decision, activity, or outcome of a project.
Every project will have stakeholders who are impacted by or canimpact the project in a positive or negative way. They exertinfluence over the project and its deliverables and could causethe success or failure of the project.
The ability to correctly identify and manage these stakeholders inan appropriate manner can mean the difference betweensuccess and failure.
Stakeholder management is all about engagement. Engagementis about involvement. Involvement means communication, but italso means participation. Get your stakeholders to participate inthe project and you can manage them better.
Get them involved; Keep them informed; Gain their endorsement
Stakeholder Management Overview:
Identify Stakeholders
Plan Stakeholder Management
Manage Stakeholder Engagement
Control Stakeholder Engagement
Risk Management:
What is “risk”?
An uncertain event or condition that, if it occurs, has a positive or negative effect on one or more project objectives such as scope, schedule, cost, and quality.
To be successful, an organization should be committed to address risk management proactively and consistently throughout the project.
Risk Management Overview:
Identify Risks
Perform Qualitative Risk Analysis
Perform Quantitative Risk Analysis
Plan Risk Responses
Control Risks
Issues Management:
Unresolved issues will drive a project towards failure and consume a significant part of a project manager’s time.
Stakeholders play key role in issues management and resolution
- Establish Issues log, review, escalation process
Change Management:
Uncontrolled changes to a project will probably account for up to 30% of a project’s total effort.
If these changes are not managed, the project will be viewed to be over time and over budget.
- Establish a Change management process
Project Management Best Practices:
Project planning : the project definition, the work plan, and the project management procedures.
Plan the work by utilizing a project definition document.
Create a planning horizon : detailed work plan, including assigning resources and estimating the work.
Define project management procedures up front.
Look for warning signs.
Ensure that the sponsor approves scope-change requests.
Guard against scope creep.
Identify risks up front.
Continue to assess potential risks throughout the project.
Resolve issues as quickly as possible.
The Project Management Certification:
Certification allows for industry wide recognition.
It is an excellent way for new graduates to gain the attention of the companies they apply for and work in.
Shows dedication and knowledge in industry.
Represents experience on the job.
Aids employers in the management of costs, time and quality.
The Project Management Certification:
Better control of financial, physical, and human resources
Improved customer relations
Shorter development times
Lower costs
Higher quality and increased reliability
Higher profit margins
Improved productivity
Better internal coordination
Higher worker moral.
The Project Management Institute (PMI):
Founded in 1969. Largest Not-for-Profit Organizationfor Project Management Professionals.
Truly global membership with representation in 190+countries.
PMI has 12 standards for project, program and portfoliomanagement and they are most widely recognizedstandards in the profession.
Credentials, Research, Standards, Promotion of ProjectManagement Profession.
PMI offers 6 global certifications – PMP, CAPM, PgMP,PMI-SP, PMI-RMP, PMI-ACP
More than 250 chapters, and 30 industry or interest-based communities of practice.
More than half million members and credential holdersworldwide.
PMP – Certification Benefits:
A truly global certification. Provides professional andpersonal recognition.
Expedites professional advancement.
Creates job growth and opportunities within anorganization.
Provides a framework for standardized projectmanagement requirements.
Increases an employee’s value to the organization.
PMI Certified Project Managers are a preferred lot byany organization worldwide.
High Demand due to short supply of Certified ProjectManagers.
Increase in compensation within the organization.
PMP Journey:
PMP Prerequisites:
Secondary Diploma + 5 Years Experience in Project Management + 7500 Hours + 35 Hour PM Education
Or
4 years degree + 3 Years Experience in Project Management + 4500 Hours + 35 Hour PM Education
PMP Costs of Certification:
Registration fees for 35 Contact Hours program througha R.E.P.
PMI Membership Fees for General Candidates: $129
PMP Examination Fees
- Non-Members : USD 555
- PMI Members : USD 405
Re-Examination Fees
- Non-Members USD 375
- PMI Members USD 275
Nine steps in the Journey towards PMP:
1. Become a PMI member.
2. Mandatory training/PM education for 35 hours of credits(chapter, university, institute or REP).
3. Prepare for Exam
4. Submit PMP examination Application (You get 90 days tocomplete application).
5. Receipt of PMP examination eligibility notice from PMI.
6. Submit Fees (Cost: US$ 405).
7. Application Audit (if selected).
8. Get Eligibility Letter. Schedule Exam.
9. Execute, Succeed & Celebrate
Post Successful PMP Certification:
Certificate is valid for 3 years.
Within three years, individual need to earn 60 PDUs.
Go to www.pmi.org for registering 60 PDUs & paying60$ (current fee)
Your certificate will be renewed for next three years.
Thank You
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