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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.
36
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.
37
About Titansoft
We are located at
150 Cantonment RoadCantonment Centre Block B, #02-08S(089762)
38
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
40
Check us out from our Website!
Follow us on our Social Media and our Blog!
If you would prefer, write to us [email protected]
Connect with Us!
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