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ContentsContents::
What is Project and Project Management?5 Phases of Project Management:
– Define – Plan– Organize– Control– Close
What is a project?What is a project?
Characteristics:
1. Complex and numerous activities2. Finite – with a begin and end date3. Defined priorities & deadlines4. Horizontal communication across
several functional areas required
What is a project?What is a project?
1. Limited resources and budget2. Unique – a one-time set of activities3. Innovative4. Goal-oriented, must result in an end
product/service
PROJECT MANAGEMENT
Project is successful, if:Project is successful, if:
• Project’s result satisfy defined specification (function, quality, ...) – the result approved by the Project client
• Within defined time limit• Within the budget and defined
resources
Causes of Causes of Project Project Failure:Failure:
• Wrong definition of problem, definition of problem is constantly changing
• No one except the project team is interested in the end result
• Inappropriate structure of management• The project plan lacks structure• The project is underbudgeted• Insufficient resources are allocated
Causes of Causes of Project Project FailureFailure (2)(2)
• The project is not tracked against its plan• Lack of communication between team
members• Wrong style of project management • Improvisation, occasional/nonconsistent
interventions of a "strong personality“• Analytical phase was underestimated in
the planning phase
5-5-PPhase Project managementhase Project management
• Define• Plan• Organize• Control• Close
PLANNING + IMPLEMENTATION
PhasePhase 1 1: DEFINING THE PROJECT: DEFINING THE PROJECT
Project Overview:• General information piece• Statement of the problem and
opportunities to be addressed • Early statement of the goal• Serves for decision „Go / Non Go“
Yes Reference base for the Project
Project Project OverviewOverview::
• Brief (1-2 pages), concise• Goal & Objectives - standard for
solving conflicts in future• Close contact wih end users• Answers question „What?”, not
“How?”
Define Define the the problemproblem
Where are you now? What is your expectation? (& Why do
you want it?) How do you want to achieve it? When do you want to achieve it? How much are you willing to invest? What resources are available? What risk is necessary to accept?
Define Define the Project …the Project …
What is the problem/opportunity? What is to be done? Who is responsible for the project? When must the project be completed?
Imposed deadline Planned deadline
Identify Project Identify Project GoalGoal
Goal statement – action oriented, short, simple, as understandable as possible
Defines the final outcome in terms of the end product or services
Continual point of reference for settling disputes about the project
Guide that keeps all objectives and the work on the track
Goal in triangle: Time vs. Costs vs. Quality
List the List the ObjectivesObjectives
Criterion S.M.A.R.T.: Specific) Measurable Assignable Realistic Time-related
Define the Project …Define the Project …
Determine preliminary resources:• Finances• Human resources (how many
people, who, when, for what time)• Equipment (how much, when, for
how long)• Technologies
Identify assumptions and risks
IdentifiIdentificcaation of ristion of risk ak andnd assumassumptionsptions
Risk analysis: Identify risks Estimate probability of risks Design how to prevent negative
circumstances Evaluation of possible impact of negative
circumstances Contingency (what to do if something
wrong happens)
MilestonesMilestones
Check points towards the defined objective, achievement of specific subgoal
Measuring work progress towards the final goal
Project division into phases Deliverable (tangible outcome) is linked
to each milestone
RolRolees in thes in the proje projecct manat managegementment
• Project manager• Project investor / Sponsor / Top
management• Supervisor• Client (end user)• Expert team
ExampleExample: P: Planning alanning an Annualn Annual C Conferenceonference
Problem: Association of Project Managers (APM) is a new organization. Its future depends on its ability to maintain membership and conduct a successful annual conference.
Goal: To secure a upward trend in membership and annual conference attendance.
ExampleExample: Conference P: Conference Planning lanning (2)(2)
Objectives:• Conduct APM Annual Conference with
at least 120 participants. • Net profit from the conference has to
be at least $25,000.• Offer two sessions in the program led
by internationally recognised experts
ExampleExample: : CConference Ponference Planning lanning (3)(3)
Succes criteria:• At least 40% members of APM will
attend.• 15% non-members receiving
invitation will attend a conference. • At least 20% non-members, which
will attend a conference, will join APM as new members
ExampleExample: : CConference Ponference Planning lanning (4)(4)
Assumptions:• Successful Annual Conference will
increase interest in membership of APM
• Quality professional program will attract members and non-members as well
Project Overview Acid TestProject Overview Acid Test::
• Understandable to an outisder• It can be used to “sell” the project
(to top management, partners, team members)
• Can be used to develop a project proposal
• Core project team participated and approved the Project overview
TEAM ASSIGNMENT 1TEAM ASSIGNMENT 1
Develop a Project Overview for the „ACRU Continuing Education Project“ with the following items:
• Problem• Goal & Objectives• Approach taken, Expected benefits• Assumptions and risks
1st 1st PhasePhase:: PROJECT DEFINE Summary
• Define a project• Project characteristics• Design of a Project overview• Basic parts of the Project overview • Functions the Project overview serves • Write a Project overview for your idea
