SAKARYA NVERSTES
Project Cycle ManagementAssoc. Prof. Erkan DEMRBA1First of
all
What is your expectation from taking this course ? (as a
stakeholder)Do you have any experience on PCM?What do you know!What
& how it will contribute us?How can I use learning outcomes of
this course? What is your target as a student here? 2Where can I
follow the Call Proposals?
3
4
5
http://ec.europa.eu/contracts_grants/grants_en.htm6
Adres: http://www.abgs.gov.tr/online_egitim/
7www.cfcu.gov.tr www.mfib.gov.trIPA projects (Instrument for
Pre-Accession Assistance)
Follow Developmeny Agencies in Turkey26 agencyNational Agency
projects8Shall I write a project proposal?Yes,But in this stage the
boss factor is an important factor.
I want to apply but he does not= t can not be written
I do not want but the boss wants=it will be written any case
Why shall I do?9why?To contribute your
organization,yourself,your colleaques,And your environment
How can I do that? 10Contribution to company;
Will develop management capacity (human res., time planning,
quality planning etc.)Will be known by more peopleMore
costumerBetter sales,Greater experince on PCMEasier project
applications in the future.Will have new equipment Will contribute
internationalization processBecome a good model,Develop relation
with public org. &universities etc.
11Contribution to boss
Opportunity to be close with staffDuring the travelsOpportunity
to improve your languageMeeting new peopleMore experince on PCMA
better resumePut planning in the core of your life
12Contribution to other staff;More experince,An extra incomeAn
extra job,Writing Project proposal,Being an assessor (during the
working or after retirement),CFCU,SODES,Nat. Agency,Development
Agency, (weekly 2 thousandsTL)Get another skill, (PMP
certification)A better CV,More friends,More planning in daily life.
May contribute your academic life
13Contribution to environment;Increase the awareness in some
important issues (health, consumer rights, human rights,
employment, democracy, poverty)
Money will enter the economyCreate new jobs and areasIncrease
employment,Growth in production (new equipmnet: Made in Turkey&
Made in EU, no second hand)Contribute equal income distribution
Also especially for teen., youth Social inclusion for drug
addictives, and other vulnerable groups1415
What is project?A project is a temporary attempt undertaken to
create a unique product, service, or result. The temporary nature
of projects indicates a definite beginning and end. The end is
reached when the projects objectives have been achieved or when the
project is terminated because its objectives will not or cannot be
met,or when the need for the project no longer exists.
Temporary does not necessarily mean short in duration. Temporary
does not generally apply to the product, service, or result created
by the project; most projects are undertaken to create a lasting
outcome. For example, a project to build a national monument will
create a result expected to last centuries. Projects can also have
social, economic, and environmental impacts that far outlast the
projects themselves.16Every project creates a unique product,
service, or result.A project can create: A product that can be
either a component of another item or an end item in itself, A
capability to perform a service (e.g., a business function that
supports production or distribution), or A result such as an
outcome or document (e.g., a research project that develops
knowledge that can be used to determine whether a trend is present
or a new process will benefit society).17Examples of projects
include, but are not limited to: Developing a new product or
service, Effecting a change in the structure, staffing, or style of
an organization, Developing or acquiring a new or modified
information system, Constructing a building or infrastructure, or
Implementing a new business process or procedure.18Here are some of
the characteristics OF PROJECTProjects are different from ordinary
work. It has to be different from your ord. Work, assessor may ask
that you are already doing this)Intended to change things Projects
have a timeframe with a beginning and an endProjects have to be
plannedProjects use resources and need a budgetProjects require
evaluation the criteria for evaluation need to be established from
the beginningProjects have an outcome, which is not necessarily
known at the outsetThe outcome is very often a product of some
kindAt the end of a project, decisions need to be taken about
whether to use or institutionalise the outcomeProjects involve
people19Projects and innovationSo, a good first question in project
planning is do we need to change? A goodfirst principle is:Look at
present practiceIs it OK?Yes!! keep it and reinforce itNo!! change
and innovate(the needs are the eagle-eyed guide of
inventions)Wikings used crystals called sunstones when the weather
was cloudy. 20Understanding the three main components that define a
projectLarge or small, a project always has the following three
components: Specific scope: Desired results or products Schedule:
Established dates when project work starts and ends Required
resources: Necessary amounts of people, funds, and other
resources21
These three components are the basis of a projects definition
for the following three reasons:
The only reason a project exists is to produce the results
specified in its scope.The projects end date is an essential part
of defining what constitutes successful performance the desired
result must be provided by a certain time to meet its intended
need.The availability of resources shapes the nature of the
products the project can produce.22PROJEct constraints1-Scope;
indicates what the output is;Lets create a new productA babys
bedStarts to swing wher she cryies,Stops after 2 mimutes when she
goes to sleep.Stops if she tries to stand on the bed,If she falls
down.2-Time; we have 8 months3-Resources: Staff (5 technical, 3
adminis., 1 advisor, 1 translater)equipment, (3 driller)Raw
material (10 kg. copper, 10 mt. cable, )Premises (at least 50
m2)Budget;
23Recognizing the diversity of projects Projects come in a wide
variety of shapes and sizes. For example, projects can
Be large or small Installing a new subway system, which may cost
more than $1 billion and take 10 to 15 years to complete, is a
project. Preparing an ad hoc report of monthly sales figures, which
may take you one day to complete, is also a project. Involve many
people or just you Training all 10,000 of your organizations staff
in a new affirmative action policy is a project. Rearranging the
furniture and equipment in your office is also a project.24 Be
defined by a legal contract or by an informal agreement A signed
contract between you and a customer that requires you to build a
house defines a project. An informal promise you make to install a
new software package on your colleagues computer also defines a
project. Be business-related or personal Conducting your
organizations annual blood drive is a project. Having a dinner
party for 15 people is also a project.25Describing the four stages
of a projectStarting the project:Organizing and preparing:Carrying
out the work:Closing the project:26
Describing the four stages of a project Starting the project:
This stage involves generating, evaluating, and framing the
business need for the project and the general approach to
performing it and agreeing to prepare a detailed project plan.
Outputs from this stage may include approval to proceed to the next
stage, documentation of the need for the project and rough
estimates of time and resources to perform it (often included in a
project charter), and an initial list of people who may be
interested in, involved with, or affected by the
project.27Organizing and preparing: This stage involves developing
a plan that specifies the desired results; the work to do; the
time, the cost, and other resources required; and a plan for how to
address key project risks.
Outputs from this stage may include a project plan documenting
the intended project results and the time, resources, and
supporting processes to help create them.28 Carrying out the work:
This stage involvesestablishing the project team and the project
support systems, performing the planned work, and monitoring and
controlling performance to ensure adherence to the current plan.
Outputs from this stage may include project results, project
progress reports, and other communications.29 Closing the project:
This stage involvesassessing the project results, obtaining
customer approvals, transitioning project team members to new
assignments, closing financial accounts, and conducting a
postproject evaluation.
Outputs from this stage may include final, accepted and approved
project results and recommendations and suggestions for applying
lessons learned from this project to similar efforts in the
future.30For small projects, this entire life cycle can take a few
days. For larger projects, it can take many years!
In fact, to allow for greater focus on key aspects and to make
it easier to monitor and control the work, project managers often
SUBDIVIDE larger projects into separate phases, each of which is
treated as a miniprojectand passes through these four life cycle
stages.
No matter how simple or complex the project is, however, these
four stages are the same.31KIMPeople often confuse the following
two termswith project: Process: A process is a series of routine
steps to perform a particular function, such as a procurement
process or a budget process. A process isnt a one-time activity
that achieves a specific result; instead, it defines how a
particular function is to be done every time. 32A Program is
defined as a group of related projects managed in a coordinated way
to obtain benefits andcontrol not available from managing them
individually.
A project may or may not be part of a program but a program will
always have projects.
Projects will contribute the objectives of the program.Please.
Show examples from CFCU33Be flexibleIn a perfect world, you
complete one stage of your project before you move on to the next
one; and after you complete a stage, you never return to it
again.
But the world isnt perfect, and project success often requires a
flexible approach that responds to real situations that
You may face, such as the following:34 You may have to work on
two (or more) project stages at the same time to meet tight
deadlines.
Working on the next stage before you complete the current one
increases the risk that you may have to remake tasks, which may
cause you to miss deadlines and spend more resources than you
originally planned.
If you choose this strategy, be sure people understand the
potential risks and costs associated with it.35 Sometimes you learn
by doing. Despite doing your best to assess feasibility and develop
detailed plans, you may realize you cant achieve what you thought
you could. When this situation happens, you need to return to the
earlier project stages and rethink them in light of the new
information youve acquired.36 Sometimes things change unexpectedly.
Your initial feasibility and benefits assessments are sound and
your plan is detailed and realistic.However, certain key project
team members leave the organization without warning during the
project. Or a new technology emerges, and its more appropriate to
use than the one in your original plans. Because ignoring these
occurrences may seriously jeopardize your projects success, you
need to return to the earlier project stages and rethink them in
light of these new realities.37What is Project Management ?Project
management is the process of guiding a projectfrom its beginning
through its performance to its closure. Project management includes
five sets of processes, which will be described in more detail in
the following sections:38
KIM: these five process groups help support the project through
the four stages of its life cycle.
39
Five sets of processes of Project management 1-Initiating
processes: Each project starts with an idea. Who will pull the
trigger, who will say YES. (you may start)Clarifying the business
need, defining high-level expectations and resource budgets, and
beginning to identify audiences that may play a role in your
project 2- Planning processes: Detailing the 1-project scope,
2-time frames, 3-resources, and 4-risks, as well as intended
approaches to 5-project communications, 6-quality, and 7-management
of external purchases of goods and services 3-Executing processes:
Establishing and managing the project team, communicating with and
managing project audiences, and implementing the project plans
Preparation: Introduce the members of projectIntroduce them with
projectTell them what to do or ask them what they can doDecide how
often to come togetherIntroduce project to
environmentImplementation:Do your dutyReach the expected
qualificationLead the teamShare the information
4-Monitoring and controlling processes: Tracking performance and
taking actions necessary to help ensure project plans are
successfully implemented and the desired results are achieved.nform
everoneMake adjustment if needed 5-Closing processes: Ending all
project activity.nform everoneClose the budgetArrange an evaluation
meetingWrite a final report
40Project Management Process Groups are linked by the outputs
they produce.they are overlapping activities that occur throughout
the project.The output of one process generally becomes an input to
another process or is a deliverable of the project.e.g. The
Planning Process Group provides the Executing Process Group with
the project management plan and project documents, and, as the
project progresses.41
ALWAYS REMEMBERProject Life Cycle has 4 Stages42Projects vary in
size and complexity. No matter how large or small, simple or
complex, all projects can bemapped to the following life cycle
structure (see Figure 2-1): Starting the project, Organizing and
preparing, Carrying out the project work, and Closing the
project.Characteristics of the Project Life Cycle43
The generic life cycle structure characteristics:44
Life Cycle Stages of a project45
As illustrated in Figure 1-2, these five process groups help
SUPPORT the projectthrough the four stages of its life cycle.
How do five processes groups SUPPORT 4 stages?Initiating
processes support the work to be done when starting the
project,
Planning processes support the organizing and preparing
stage.
Executing processes guide the project tasks performed when
carrying out the work,
Closing processes are used to perform the tasks that bring the
project to an end.
The figure highlights how you may cycle back from executing
processes to planning processes when you have to return to the
organizing and preparing stage to modify existing plans to address
problems you encounter or new information you acquire while
carrying out the project work.
Finally, monitoring and controlling processes are used in each
of the four stages to help ensure that work is being performed
according to plans.4647
Successfully performing these processes requires the
following:
Information: Accurate, timely, and complete data for
theplanning, performance monitoring, and final assessment of the
project Communication: Clear, open, and timely sharing of
information with appropriate individuals and groups throughout the
projects duration Commitment: Team members personal promises to
produce the agreed-upon results on time and within
budget48Examining the initiating processesAll projects begin with
an idea. Perhaps your organizations client identifies a need; or
maybe your boss thinks of a new market to explore; or maybe you
think of a way to refine your organizations procurement
process.
Sometimes the initiating process is informal. For a small
project, it may consist of just a discussion and a verbal
agreement. In other instances, especially for larger projects, a
project requires a formal review and decision by your boss and/or
other members of your organizations senior management
team.49Decision makers consider the following two questions when
decidingwhether to move ahead with a project: Should we do it? Are
the benefits we expect to achieve worth the costswell have to pay?
Are there better ways to approach the issue? Can we do it? Is the
project technically feasible? Are the required resources
available?
If the answer to both questions is Yes, the project can proceed
to the organizing and preparing stage, during which a project plan
is developed.50Performing a benefit-cost analysisA benefit-cost
analysis is a comparative assessmentof all the benefits you
anticipate from yourproject and all the costs to introduce the
project,perform it, and support the changes resultingfrom
it.51Considering the planning processesWhen you know what you hope
to accomplish and you believe its possible,you need a detailed plan
that describes how you and your team will make it happen. Include
the following in your project-management plan:
An overview of the reasons for your project A detailed
description of intended results A list of all constraints the
project must address A list of all assumptions related to the
project A list of all required work A breakdown of the roles you
and your team members will play A detailed project schedule52Also
Needs for personnel, funds, and nonpersonnel resources (such as
equipment, facilities, and information) A description of how you
plan to manage any significant risks and uncertainties Plans for
project communications Plans for ensuring project quality53The
success of your project depends on 1-the clarity and accuracy of
your plan and 2-on whether people believe they can achieve it.
Considering past experience in your project plan makes your plan
more realistic; involving people in the plans development
encourages their commitment to achieving it.54Examining the
executing processesAfter youve developed your project-management
plan and set your appropriate project baselines, its time to get to
work and start executing your plan. 55PreparingPreparing to begin
the project work involves the following tasks your plan.
Assigning people to all project roles: Confirm the individuals
wholl perform the project work, and negotiate agreements with them
and their managers to assure theyll be available to work on the
project team.
Introducing team members to each other and to the project: Help
people begin developing interpersonal relationships with each
other. Help them appreciate the overall purpose of the project and
how the different parts will interact and support each other.
Giving and explaining tasks to all team members: Describe to all
team members what work theyre responsible for producing and how the
team members will coordinate their efforts.
Defining how the team will perform its essential functions:
Decide how the team will handle routine communications, make
different project decisions, and resolve conflicts. Develop any
procedures that may be required to guide performance of these
functions.
Setting up necessary tracking systems: Decide which system(s)
and accounts youll use to track schedules, work effort, and
expenditures, and set them up.
Announcing the project to the organization: Let the project
audiences know that your project exists, what it will produce, and
when it will begin and end. (leaflets, brochures etc)56Suppose you
dont join your project team until the actual work is getting
underway. Your first task is to understand how people decided
initially that the project was possible and desirable. If the
people who participated in the start of the project and the
organizing and preparing stages overlooked important issues, you
need to raise them now.When searching for the projects history,
check minutes from meetings, memos, letters, e-mails, and technical
reports.Then consult with all the people involved in the initial
project decisions.57
PerformingFinally, you get to perform the project work! The
performing subgroup of theexecuting processes includes the
following tasks:
Doing the tasks: Perform the work thats in your plan. Assuring
quality: Continually confirm that work and results conform to
requirements and applicable standards and guidelines. Managing the
team: Assign tasks, review results, and resolve problems.
Developing the team: Provide needed training and mentoring to
improve team members skills. Sharing information: Distribute
information to appropriate project audiences.58Examining the
monitoring andcontrolling processesAs the project progresses, you
need to ensure thatplans are being followed and desired results are
being achieved.
Comparing performance with plans: Collect information on
outcomes, schedule achievements, and resource expenditures;
identify deviations from your plan; and develop corrective
actions.
59 Fixing problems that arise: Change tasks, schedules, or
resources to bring project performance back on track with the
existing plan, or negotiate agreed-upon changes to the plan itself.
Keeping everyone informed: Tell project audiences about the teams
achievements, project problems, and necessary revisions to the
established plan.60Acknowledging the closing processes
Finishing your assigned tasks is only part of bringing your
project to a close.In addition, you must do the following:
Get your clients approvals of the final results. Close all
project accounts (if youve been charging time and money tospecial
project accounts). Help team members move on to their next
assignments. Hold a post-project evaluation with the project team
to recognize project achievements and to discuss lessons you can
apply to the next project. (At the very least, make informal notes
about these lessons and how youll use them in the future.)61Knowing
the Project Managers Role
The project managers job is challenging. For instance, she often
coordinates technically specialized professionals who may have
limited experience working together to achieve a common goal.
Although the project managers own work experience is often
technical in nature, her success requires a keen ability to
identify and resolve sensitive organizational and interpersonal
issues.62Looking at the project managers tasksThe project manager
must be involved in developing the plans because she needs the
opportunity to clarify expectations and proposed approaches and
then to raise any questions she may have before the project work
begins.63The key to project success is being proactive. Instead of
waiting for others to tell you what to do, Seek out information
because you know you need it. Follow the plan because you believe
its the best way. Involve people whom you know are important for
the project. Raise issues and risks, analyze them, and elicit
support to address them. Share information with the people you know
need to have it. Put all important information in writing. Ask
questions and encourage other people to do the same. Commit to your
projects success.64
Staying aware of otherpotential challengesNew people on new
teams: People who havent worked together before and who may not
even know each other may be assigned to the same project team. This
lack of familiarity with each other may slow the project down
because team members may Have different operating and communicating
styles Use different procedures for performing the same type of
activity Not have the time to develop mutual respect and
trust65
Do You Have What It Takes to Bean Effective Project
Manager?Questions1. Are you more concerned about being everyones
friend or getting a job done right?Answers1. Although maintaining
good working relations is important, the project manager often must
make decisions for the good of the project that some people dont
agree with.662. Do you prefer to do technical work or manage other
people doing technical work?
2. Most project managers achieve their positions because of
their strong performance on technical tasks. However, after you
become a project manager, your job is to encourage other people to
produce high-quality technical work rather than to do it all
yourself.673. Do you think the best way to get a tough task done is
to do it yourself?
3. Believing in yourself is important. However, the project
managers task is to help other people develop to the point where
they can perform tasks with the highest quality.684-Do you prefer
your work to be predictable or constantly changing?
4. The project manager tries to minimize unexpected problems and
situations through responsive planning and timely control. However,
when problems do occur, the project manager must deal with them
promptly to minimize their impact on the project.695. Do you prefer
to spend your time developing ideas instead of explaining those
ideas to other people?
5. Though coming up with ideas can help your project, the
project managers main responsibility is to ensure that every team
member correctly understands all ideas that are developed.706. Do
you handle crises well?
6. The project managers job is to provide a cool head to size up
the situation, choose the best action, and encourage all members to
do their parts in implementing the solution.717. Do you prefer to
work by yourself or with others?
7. Self-reliance and self-motivation are important
characteristics for a project manager. However, the key to any
project managers success is to facilitate interaction among a
diverse group of technical specialists.728. Do you think you
shouldnt have to monitor people after theyve promised to do a task
for you?
8. Although you may feel that honoring ones commitments is a
fundamental element of professional behavior, the project manager
needs both to ensure that people maintain their focus and to model
how to work with others cooperatively.739. Do you believe people
should be self-motivated to perform their jobs?
9. People should be self-motivated, but the project manager has
to encourage them to remain motivated by their job assignments and
related opportunities.7410. Are you comfortable dealing with people
at all organizational levels?
10. The project manager deals with people at all levels from
upper management to support staff who perform project-related
activities.75Project Management Knowledge Areas When you are
following the 5 process of project management, KIM Project
Management Knowledge Areas as well.
There are 9 Project Management Knowledge Areas.Project
Integration ManagementProject Scope ManagementProject Time
ManagementProject Cost ManagementProject Quality ManagementProject
Human Resource ManagementProject Communications ManagementProject
Risk ManagementProject Procurement Management
76Project ManagementProcess Groups and Project Management
Knowledge Areas
Table 3-1 reflects the mapping of the 42 project management
processes into the 5 Project Management Process Groups and the 9
Project Management Knowledge Areas7778
79
5 Process GroupsAnd 9 Knowledge Area are LINKED each other.
80Example: To make it more clearer, just focus on the Project
Time Management (Knowledge Area)And Planning Process Group.It
means, when you are Planning the project, in what issues you have
to be cautious regarding timing.81We need to answer during the
planning? 5 W+1H
Whowill do that?Whatwill be happened?Wherewill it take
place?Whenwill it take place?Whywill that happen?Howwill it
happen?We may also consider & make a plan budget, quality and
risks.
When we are shaping the processes ALWAYS bear in mind the
knowledge areas.82Case stduy: sheep, wolf and hay take them across
the river. (Constraint: two of them at same time in the boat)
Keep in mind the integration1-(Project Integration Managemet),
sheep, wolf, and hay have to be transferred together.What am I
expected to do, (what, where, why, how? 3 W +1 H rule)2-(Project
Scope Managemet) (sheep and hay will not be eaten and consumed,
will be transferred with wolf)Cautious with Timing (1W)3-(Project
Time Managemet) (in a day, I must across the river)Cautious with
your constraints,4-(Project Budget Managemet) (Renting&buying a
boat)Cautious with Quality,5-(Project Quality Managemet) (live
sheep, live wolf, not consumed hay, )About staff, (Who will do
that? 1W rule)6-(Project Human Resources Managemet) (a sheperd who
is good at boating. )Cautious with Communications,7-(Project
Communication Managemet)(a rope for sheep, and strap for
wolf)Cautious with Risks evaluation, 6W 1H 1I 8-(Project Risk
Managemet) (sheep may be eaten; sheep and wolf may jump into the
river etc/ and solutions)Cautious with procurement, 9-(Project
Procurement Managemet) (boat has to be ready when I reach
there.)Those mentioned above arecalled Project Knowledge
Areas.83What to do right know?Could you please raise your right
hand?(magine they are the 5 Project Process Groups)Please raise
your left hand (magine they are the 9 Knowledge Areas)and clasp
right and left hand fingers.
Interaction between Project process groups and knowledge areas
are also same.84
Matching Project ManagementProcess Groups and Project Management
Knowledge Areas
85InitiatingProcessGroupPlaningProcessGroupExecutingProcessGroupMonitoring&
ControllingProcess Gr.ClosingProcessGroupProcess GroupsKnowledge
Areas
Project Integration Management Scope Man. Time Man. Scope Man.
Time Man. Cost Man. Cost Man. Quality Management Human Res. Man.
Communication Man. Risk Man. Risk Man. Procurement Man. no. of
subprocess share %3.3 Initiating Process GroupThe Initiating
Process Group consists of those processes performed to define a new
project or a new phase of an existing project by obtaining
authorization to start the project or phase.863.3.1 Develop Project
CharterDevelop Project Charter is the process of developing a
document that formally authorizes a project or a phase and
documenting initial requirements that satisfy the stakeholders
needs and expectations.87What we understand what they mean?88
89
90
Who is stakeholderStakeholders are persons or organizations
(e.g., customers, sponsors, the performing organization, or the
public), who are actively involved in the project or whose
interests may be positively or negatively affected by the
performance or completion of the project. Stakeholders may also
exert influence over the project, its deliverables, and the project
team members.
The project management team must identify both internal and
external stakeholders in order to determine the project
requirements and expectations of all parties involved.91The
following are some examplesof project
stakeholders:Customers/users.Sponsor.Portfolio managers/portfolio
review board.Program managers.Project management office.Project
managers.Project team.Functional managers.Operations
management.Sellers/business partners.923.3.2 Identify
StakeholdersIdentify Stakeholders is the process of identifying all
people or organizations impacted by the project, and documenting
relevant information regarding their interests, involvement, and
impact on project success.93A project can be perceived as having
both positive and negative results by the stakeholders.An important
part of a project managers responsibility is to manage stakeholder
expectations.
This can be difficult because stakeholders often have very
different or conflicting objectives.
Part of the project managers responsibility is to balance these
interests and ensure that the project team interacts with
stakeholders in a professional and cooperative manner. 9495
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