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THE IMPACT OF COST ESTIMATION AND ANALYSIS SOFTWARE
AND ITS INFLUENCE ON I.T PROJECT SUCCESS IN COMPUTER
PLANET LIMITED.
(CASE STUDY)
By
Ismail Amir Mkame.
A Research proposal presented in partial fulfillment for the award of
Bachelor of Business Information Technology from Kenya MethodistUniversity, for the month of August 2011.
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DECLARATION
I declare that this proposal is my original work and has not been presented to any other
institution or examination body for any other award.
SIGNATURE: DATE:
ISMAIL MKAME,
BIT-1-5982-2/2009.
SUPERVISORS:
SIGN ______________________ DATE _____________________
DR.
DEPARTMENT OF IT
SIGN _______________________ DATE______________________
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DEDICATION
I dedicate this proposal to my parents, Mr. and Mrs.Jahazi for their great influence in my life and
their never-ending support.
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ACKNOWLEDGEMENT
This paper would not have been possible to complete without the support of many individuals. It
is however difficult to mention names of all persons that were of great help but nonetheless:
First of all I would want to extend my gratitude to God for giving me the strength and heart to doit to completion.
Secondly to my dear loving family for providing support both financially and even through their
advice.
Third to all my friends who were there through the research study for their generosity in sharing
ideas.
Lastly thanks to Mr.Ombiri with whose guidance has enabled me to come up with this proposal
May God Bless you all.
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THE IMPACT OF COST ESTIMATION AND ANALYSIS SOFTWARE
AND ITS INFLUENCE ON I.T PROJECTS SUCCESS IN COMPUTER
PLANET LIMITED.
CHAPTER ONEINTRODUCTION
The chapter contains background of the study, statement of problem, objectives of
the study, the research questions and scope of the study, the significance,
assumptions and limitations of the study.
1.1BACKGROUND STUDY
Statistics over I.T projects failure rate show that 3 out of 10 projects fail due to poor and
unreliable estimates. Cost estimating and analysis software improve the processes required to
ensure that I.T projects are completed within the approved budget.
This study will be carried out on the senior management, clients, project manager, outside
interested parties and the project team in Kenyan I.T firms. The study aims at efficiently and
effectively allocating organizational resources to project activities focusing on the required
resources, quantities needed, when needed and costs. This is because doing so will help reduce
the chances of failure and thus increase success rates on I.T projects. The focus on cost
estimating and analysis software also help us to understand why some I.T firms produce
successful projects while others fail. Only few projects are successful many more are delivered
which fail on schedule or budget criteria and a substantial number are cancelled having failed
badly.
Both primary and secondary sources of data will be used during data collection. Primary data
will be collected by use of questionnaires and oral interviews. Secondary data will be obtained
from extensive library search, Internet search, journals, bulletins and other relevant from the
various I.T firms. The Data will be entered into excel spread sheets and imparted into statistical
packages for analysis. The Data will then be subjected to descriptive statistics and presented
inform of tables and graphs.
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The results are expected to help I.T firms understand how best to go about developing their
projects so as to attain expected objectives. This will lead to successful projects and better
planning processes that will save time and money along the way.
Failure of IT projects translates to billions of shillings lost by organizations annually, it is thus
necessary to ensure correct processes so as to achieve desired goals and objectives. A project
success or failure is viewed merely by its schedule and budget; projects delivered on time and
within planned cost are deemed to be successful.
IT projects have a terrible track record, a 1995 Standish Group study (CHAOS) found that only
16.2% of IT projects were successful and over 31% were canceled before completion, costing
over $81 B in the U.S. alone. The need for IT projects keeps increasing, in 2000, there were
300,000 new IT projects and in 2001, over 500,000 new IT projects were started.
A project is a temporary endeavor undertaken to create a unique product or service.(PMI
definition:A Guide to the Project Management Body of Knowledge PMBOK Guide, page)
4.Information Technology(I.T) projects must be new or add enhanced functionality to hardware
and software or I.T services, they must also have a start and end date. All this in the long-run is
aimed at creating a unique product or service. For many organizations it is deemed as a onetime
activity, performed by people. It is also constrained by limited resources (budget), planned,
executed and controlled.
I.T project management which is a sub-discipline of project management involves planning,
monitoring and controlling of information technology projects. Many project managers,regardless of their level of training face challenges in developing I.T projects, this may be
because of some pretty common mistakes that they make, they fall under schedule and
budgeting, if these mistakes are made, the project will likely fail.
Albert Einstein has been widely quoted as saying "There are two things that are infinite, the
universe, and human stupidity, and I'm not sure about the universe." Like most people, this is
usually written off as an amusing, sarcastic quip he made on a bad day. I mean, it can't possibly
be taken literally, right?Then there are those situations which make someone think whether he
was onto something.Inspite of common sense, again and again many companies repeatedly
tragically avoidable mistakes, hamstringing themselves with the same ludicrous errors their
competitors (fortunately) are also making. When dealing with IT projects, using specialized
project management techniques will be very beneficial to your ongoing progress leading to a
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much higher success rate in the long run. Planning and carrying out IT projects can be tricky for
a variety of reasons, making the ability to complete them successfully a very valuable asset to
any employer.
The software development process has undergone drastic changes over the years. Initially only
requiring a developer to write the code of the software, advances in the industry have expanded
development into a more complex process. Involving architects, analysts, programmers, testers
and users to develop code, it is now capable of delivering more advanced results. You can avoid
some of the most common problems that occur with software development by understanding the
three most common reasons for project failure.
Every IT project is driven by a business requirement. For an IT project manager, the hard part is
translating that business requirement into an end product that fully meets that business need. It's
easy for a project manager to sit in a meeting and listen to what the clients say they need their
new system to achieve. But what happens when what the client asks for and what you think they
mean are two different things? When your solution misses the mark, you're the one your client
will blame, leaving you wide open to a lawsuit.
The primary challenge of project management is to achieve all of the project goals and objectives
while honoring the preconceived project constraints. Typical constraints are scope, time, and
budget. The secondaryand more ambitiouschallenge is to optimize the allocation and
integration of inputs necessary to meet pre-defined objectives.
In todays budget-constrained and increasingly risk-averse world, its not enough to envision and
develop a critical or transformational program; you must also articulate its cost. From start to
finish, you must know the numbers and the design decisions and characteristics that drive
them. You must be confident in your cost analysis software and their capabilities. You need
software that suite the business and can work within the required engineering, logistics and
management so as to identify every cost and develop accurate results; you need proven cost
estimating and analysis software and cost models.
Government, leading strategy and technology consulting firms and other I.T firms like Computer
Planet depend on good cost estimating and analysis software, for cost analyses. The softwareswork with program managers to define and understand programmatic, technical and cost
baselines for critical programs at all stages, and then validates costs for completeness, accuracy,
consistency and sensitivity to ensure success of I.T projects. This leads to credible, auditable,
reasonable and realistic solution. We use cost estimating and analysis software as advanced cost
http://en.wikipedia.org/wiki/Scope_(project_management)http://en.wikipedia.org/wiki/Timehttp://en.wikipedia.org/wiki/Budgethttp://en.wikipedia.org/wiki/Operations_researchhttp://en.wikipedia.org/wiki/Resource_allocationhttp://en.wikipedia.org/wiki/Resource_allocationhttp://en.wikipedia.org/wiki/Operations_researchhttp://en.wikipedia.org/wiki/Budgethttp://en.wikipedia.org/wiki/Timehttp://en.wikipedia.org/wiki/Scope_(project_management)8/3/2019 The Impact of Cost Estimation and Analysis Software and Its Influence on i
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estimation and modeling technique to help decision makers identify cost drivers, mitigate risks,
meet funding objectives and ensure program affordability.
Incepted in 2004, Computer Planet firm has established itself as one of the most accredited and
leading supplier of computer and related products and services in the country; with the state of
the art facilities and fully qualified staff, the company offers top brands in computersystems,peripherals,accessories,software and I.T consultancy services. Computer planet has an
expanding satisfied customer base throughout the country including NGOs corporate and
individuals. The company has its branch in Mombasa and headquarters in Nairobi.
1.2PROBLEM STATEMENT
The firms current approach to management of costs when developing I.T projects is not
appropriate. This is mostly because there is no standard software infrastructure. There is no
formal methodology contributing poor and unreliable estimates thus impacting negatively on the
company.
The employees of Capital Software firm are not really involved wholly in the project
development life-cycle thus add little value. There is also little user involvement in the process
making it more difficult to get feedback that is reliable and complete. The issue of minimized
scope, made to speed up the schedule and complete project earlier than planned requires
assigning more resources, which will pull up the cost, this is exactly the current situation in
Capital Software firm. Their emphasis has been on cost such that contracts are awarded to the
lowest bidder which might not necessarily mean high quality work, this has led to failure of
many I.T projects there before such that even senior management is not motivated about taking
any projects they consider profitable.
As we can see the triple constraint of scope-cost-time constraints every project however the
senior management of the firm is more weary and struggling with the current cost management
system. It is conclusively not efficient and effective as they would like it to be.
Computer Planet Limited is located in Mombasa along Maungano road, opposite Kenya National
Library.
1.3OBJECTIVES OF STUDY
The specific objectives will be:-
To find out whether proper cost management influences I.T project success. To evaluate the types and variety of software packages.
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To find out if good cost estimating and analysis software motivate I.T firms to carry outmore projects.
1.4RESEARCH QUESTIONS
This study will be guided by the following research questions:
Does proper cost management influence IT project success? How are cost estimating and analysis software designed and used? Do good cost estimating and analysis software motivate IT firms to carry out more
projects?
1.5SIGNIFICANCE OF STUDY
This study clearly aims at saving a lot of resources in terms of time and money when developing
I.T projects and also increasing the success rates of I.T projects in the firm. The reasons for the
increase in successful projects vary. First, the average cost of a project has been more than cut in
half. Better tools have been created to monitor and control progress and better skilled project
managers with better management processes are being used. The fact that there are processes is
significant in itself. *The study will benefit different parties as explained below:-
(a)To the senior Management of Capital Software firmSuccess in developing any project depends on the effectively and efficiently handling
of organizational resources. This understanding will lead to management better
planning and allocation of resources so as to achieve desired goals.
(b)To the Employees of Capital Software firmThe employee is the most important asset in building the customer relationship chain.
When the management properly understands the role of the employee in this chain,
the employee will be motivated to work better. Increased involvement boosts
employee morale and commitment to give better services to the firm.
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(c)To the customers and clients of Capital Software firmA motivated workforce will always reflect to the companys customers and clients.
With increased productivity clients and consumer would enjoy quality service.
Customers are then more inclined to stay loyal to Capital Software Limited.
(d)To the project teamThe study will enable the project team to effectively understand and appreciate the
usage of cost estimating and analysis software in the development of I.T projects.
(e)To the project managerThis study will be used define scope of project, evaluate project requirement and
identify required resources and budget.
1.6SCOPE OF STUDY
The research study will be conducted at Computer Planet Limited. The aim of the study will be
to establish that truly the use of cost estimating and analysis software in the firm will increase
success rate of I.T projects. It also aimed at improving planning, scheduling and budgeting thus
enabling projects to be completed in time with efficient usage of resources. This will help firm
realize its desired goals and objectives. The study will take about three months, due to certain
foreseen difficulties that might be experienced during the study.
1.7LIMITATIONS OF STUDY
The researcher might face the following challenges:-
(i) Non-responseMost of the respondents may not be willing to give out the relevant information
for effective data analysis. The respondents being employees of Capital Software
Limited will not be willing to give out information for fear of being victimized.
The researcher will have to carry out a familiarization exercise and seek
permission from the respondents before carrying out any interviews.
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(ii) IgnoranceSome of the respondents might not be aware of the impact of cost estimating
and analysis software and its influence on I.T projects success. They might not
be able to give valuable information required to enable the researcher compile a
proper report and relevant report.
1.8Fig 1: CONCEPTUAL FRAMEWORK
Dependant Variable
Source: Author 2009
EXPLANATION
The dependant variable in the conceptual framework is profitability. It establishes that truly the
use of cost estimating and analysis software in the firm will increase success rate of I.T projects.
It also aimed at improving planning, scheduling and budgeting thus enabling projects to be
completed in time with efficient usage of resources. This will help firm realize its desired goals
and objectives.
Cost management
processes
Cost estimation software
I.T Project Success
Technologyi.e hardware
Reliable estimates
Standard s/w infrastructure
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However, there must be a dedicated and committed workforce to make it possible. The employee
must be committed to their work and must all think value-adding to be able to create a superior
value for the firm. The creation of superior value is the key driver of satisfaction and loyalty.
Therefore profitability loyalty, satisfaction, commitment and productivity are all related to each
other.
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CHAPTER TWO
LITERATURE REVIEW
2.1 INTRODUCTIONThis study will be carried out to establish that truly the use of cost estimating and analysis
software in the firm will increase success rate of I.T projects. In this chapter the researcher will
analyze the already existing literature information relevant to the area of study. This chapter
makes an explanation of the existing theories and analysis of the past established knowledge
which will help to outline the organized understanding of the major issues and past studies in the
related field of study. It also aimed at improving planning, scheduling and budgeting thus
enabling projects to be completed in time with efficient usage of resources. This will help firm
realize its desired goals and objectives.
2.2 Definition of terms and meanings
A project is a temporary endeavor undertaken to create a unique product or service. (PMI
definition:A Guide to the Project Management Body of Knowledge PMBOKGuide, page) IT
projects refers to projects involving hardware, software, and networks.
Project management is the application of knowledge, skills, tools, and techniques to project
activities in order to meet project requirements (PMI*, Project Management Body of
Knowledge (PMBOK Guide), 2000, p. 6).
Cost is a resource sacrificed or foregone to achieve a specific objective or something given up in
exchange (Macmillan dictionary definition 2005 version).
Profitability generally is the making of gain in business activity for the benefit of the owners of
the business. The word comes from Latin meaning "to make progress", Bobette Kyle (2005).
An employee - may be defined as: "A person in the service of another under any contract ofhire,
express or implied, oral or written, where the employer has the power or right to control and
direct the employee in the material details of how the work is to be performed, Black's Law
Dictionary page 471 (5th ed. 1979).
Project Cost Management includes the processes required to ensure that project is completed
within an approved budget.marselle biottelly (2007).
http://en.wikipedia.org/wiki/Service_(economics)http://en.wikipedia.org/wiki/Contracthttp://en.wikipedia.org/wiki/Hirehttp://en.wikipedia.org/wiki/Oral_contracthttp://en.wikipedia.org/wiki/Righthttp://en.wikipedia.org/wiki/Managementhttp://en.wikipedia.org/wiki/Materiality_(law)http://en.wikipedia.org/wiki/Wage_labourhttp://en.wikipedia.org/wiki/Black%27s_Law_Dictionaryhttp://en.wikipedia.org/wiki/Black%27s_Law_Dictionaryhttp://en.wikipedia.org/wiki/Black%27s_Law_Dictionaryhttp://en.wikipedia.org/wiki/Black%27s_Law_Dictionaryhttp://en.wikipedia.org/wiki/Wage_labourhttp://en.wikipedia.org/wiki/Materiality_(law)http://en.wikipedia.org/wiki/Managementhttp://en.wikipedia.org/wiki/Righthttp://en.wikipedia.org/wiki/Oral_contracthttp://en.wikipedia.org/wiki/Hirehttp://en.wikipedia.org/wiki/Contracthttp://en.wikipedia.org/wiki/Service_(economics)8/3/2019 The Impact of Cost Estimation and Analysis Software and Its Influence on i
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Quality iso defines quality totality of characteristics of an entity that bear on its ability to satisfy
specific needs.
Figure 2.1. The Triple Constraint of Project Management
The Triple constraint, Scope-Cost-Time, is a key aspect of project management because
each facet is critical and related to the other two.Infact changing one almost inevitably changes
one or both of the others.
If a decision is made to speed up the schedule and complete project earlier than planned,
this may require either reduction of project scope or assigning more resources, which will pull up
cost. If emphasis is on time then the completion date will be dominant factor. In high technology
projects quality requirements often have priority over time and cost.
Stakeholders are the people involved in or affected by project activities. Stakeholders include:
the project sponsor and project team, support staff, customers, users, suppliers, opponents to the
project just to name but a few.
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Fig 2.2 Project Management Framework
9 Project Management Knowledge Areas:
Knowledge areas describe the key competencies that project managers must develop
4 core knowledge areas lead to specific project objectives (scope, time, cost,and quality) 4 facilitating knowledge areas are the means through which the project
objectives are achieved (human resources, communication, risk, and
procurement management)
1 knowledge area (project integration management) affects and is affected byall of the other knowledge areas
Project Management Tools and Techniques
Project management tools and techniques assist project managers and their teams in
various aspects of project management
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Some specific ones include:
Project Charter, scope statement, and WBS (scope) Gantt charts, network diagrams, critical path analysis, critical chain
scheduling (time)
Cost estimates and earned value management (cost) Much of the knowledge needed to manage projects is unique to the discipline
of project management
Project managers must also have knowledge and experience ino general managemento the application area of the project
2.3HISTORY OF MANAGEMENT OF I.T PROJECTS
Some people argue that building the Egyptian pyramids was a project, as was building the Great
Wall of China. Most people consider the Manhattan Project to be the first project to use
modern project management. This three-year, $2 billion (in 1946 dollars) project had a
separate project manager and a technical manager
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Fig 2.3 Sample Gantt chart
The WBS is on the left, and each tasks start and finish date are shown on the right using a
calendar timescale. Early Gantt Charts, first used in 1917, were drawn by hand.
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Fig 2.4 Sample Network Diagram
Each box is a project task from the WBS. Arrows show dependencies between tasks. The bolded
tasks are on the critical path. If any tasks on the critical path take longer than planned, the whole
project will slip unless something is done. Network diagrams were first used in 1958 on the
Navy Polaris project, before project management software was available.
2.4 PROJECT MANAGEMENT SOFTWARE
By 2003, there were hundreds of different products to assist in performing project management
Three main categories of tools exist:
Low-end tools: Handle single or smaller projects well, cost under $200 peruser
Midrange tools: Handle multiple projects and users, cost $200-500 per user,Project 2000 most popular
High-end tools: Also called enterprise project management software, oftenlicensed on a per-user basis
Project 2002 now includes a separate version for enterprise project management (see Appendix
A for details on Project 2002)
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CHAPTER THREE
RESEARCH METHODOLOGY
3.1 INTRODUCTION
This section will discuss the methods that were used during data collection for the research in
order to attain the objectives of the study. The study will outline the research plan, that is, the
research site, design, population, sample size, sampling technique, source of information, data
collection instruments and procedures and data analysis method.
3.2 Research Design
This research study will be undertaken as a case study as the investigation will only cover
Computer Planet Limited, it is aimed at improving planning, scheduling and budgeting thus
enabling projects to be completed in time with efficient usage of resources.
3.3 Population of the study
The study area of the research will be Computer Planet Limited with the target population being
clients, employees, project team and the Senior Management. Computer Planet Limited,
Mombasa has a population of approximately 150 employees and six managers. The study will
target a population of 100 drawn from the three cadres; clients, employees and the senior
management.
3.4 Sample Size/Design
The sample size will be drawn from the target population. A sample size of 100 respondents will
be drawn and fairly distributed throughout the sections of the hotel fraternity. Below is a
representation of the sample size.
Table 1: Sample size in strata
Cadre Population Sample Size Percentage
Senior
Management
6 3 50
Employees 150 72 48
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Clients 50 25 50
TOTAL 206 100 148
3.5 Sampling Technique
For the purpose of time saving and to eliminate bias, random sampling technique will be used to
be sure of availability of respondents and to obtain accurate information required.
The respondents will be picked randomly and also the questionnaires will be randomly
distributed across the three cadres.
3.6 Data Collection Instruments/Methods
ThePrimary data will be collected by use of questionnaires and Personal Interviews.
a) Questionnaires
The researcher will prepare simple open ended and structured questions in line
with the research objectives which will be distributed to the respondents.
(b) Personal Interviews
This is a face to face conversation with the respondents where the researcher will
collect data from the responses given during the interviews.
Secondary data will be collected from text books, extensive library research, the Internet,newspapers, bulletins and Hotel magazines.
3.7 Data collection procedures
a) Questionnaires
The researcher will prepare 100 questionnaires that will help realize the
objectives.
In order to guarantee the soundness of this instrument, the researcher will give a
draft of the survey questionnaires to some of the managers for approval. After
approval of the questionnaires, the researcher will sought for permission from the
sections heads for the lists of targeted respondents and then distribute the
questionnaires. The respondents will be requested to complete the questionnaires
and hand over after three days.
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b) Personal Interviews
The researcher will carry out the interviews at the firm premises. There will be
pre-arranged appointments with the guests through the management made to
make it as convenient as possible to conduct the interviews. The researcher will
then record all responses as data. For those respondents who will be busy during
working hours, the researcher will schedule for interviews during lunch breaks.
3.8 Data analysis method and Presentation technique
Subsequent to the giving out of the survey questionnaires and conducting the personal
interviews, the researcher will then collect the data and reported the findings in terms ofrespondents sample size, cadres and respondents characteristics. The analysis will be given in
terms of percentages and in tabulations. The representation will then be done graphically.
REFERENCE
1. ^abcChatfield, Carl. "A short course in project management". Microsoft.http://office.microsoft.com/en-us/project/HA102354821033.aspx.
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2. ^*The Definitive Guide to Project Management. Nokes, Sebastian. 2nd Ed.n. London(Financial Times / Prentice Hall): 2007. ISBN 978 0 273 71097 4
3. ^Paul C. Dinsmore et al (2005) The right projects done right! John Wiley and Sons,2005. ISBN 0-7879-7113-8. p.35 and further.
4. ^Lewis R. Ireland (2006) Project Management. McGraw-Hill Professional, 2006. ISBN0-07-147160-X. p.110.
5. ^Joseph Phillips (2003). PMP Project Management Professional Study Guide. McGraw-Hill Professional, 2003. ISBN 0-07-223062-2 p.354.
6. ^Dennis Lock (2007) Project management(9e ed.) Gower Publishing, Ltd., 2007. ISBN0-566-08772-3
7. ^Young-Hoon Kwak (2005). "A brief history of Project Management". In: The story ofmanaging projects. Elias G. Carayannis et al. (9 eds), Greenwood Publishing Group,2005. ISBN 1-56720-506-2
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