Introduction To Project Management Megat

Project ManagementDay 1 / S1

INTRODUCTION TO PROJECT MANAGEMENT

MODULE 1

by: DREAMSOFT (M)SDN BHDhttp://www.thedreamsoft.com

[email protected]

http://www.thedreamsoft.com/

table of contents

• What is Project• Projects vs. Operational Work• What is Project Management• Story: Why project fail?• Understanding Project Life Cycle• Understanding Project Stakeholders• 21st Project Management [Triple Constraint]

– Technique: Creative Thinking› Creativity› Three Components of Creativity › The Paradoxical Characteristics of Creative Groups› Tools for Defining Problems and Creating New Ideas› Creating a Creative Climate

• Project Initiation

What is Project

Project Characteristics• Temporary: means that every project has

a definite beginning and a definite end.• Unique Products, Services or Results: A

projects creates unique output, which are products, services or results.

• Progressive Elaboration: means developing in stages and continuing by increments.

Projects vs. Operational Work

• Projects and operations differ primarily in that operations are ongoing and repetitive, while projects are temporary and unique

What is Project Management

Project Management is the application of: – Knowledge, – skills, – tools and technique

to perform project activities.

What is Project Management..+

Project activities is a process of :• Initiation, • Planning, • Executing, • Monitoring and controlling and• Closing.

exercise 1

wedding planner

• rules (30 minutes)• prepare the wedding plan from start

to end. • Write down the detail programme

Project Life Cycle

• Project Life Cycle defines the phases that connect the beginning of a project to its end.

• PLC inputs:– what technical work to do in each phase– when the output are to be generated in

each phase– who is involved in each phases– how to control and approve each phases

Understanding Project Life Cycle

ProjectInitiation

ProjectExecution

Pro

ject

Pla

nn

ingP

roje

ct

Clo

sin

gProject

DefinitionProjectReview

Monitoring& Control

DetailedPlanning

Level of Activity and Overlap of Process Groups Over Time

Understanding Project Stakeholders

• Stakeholders are the people involved in or affected by project activities.

include:– Project sponsor– Project manager– Project team– Support staff– Customers– Users– Suppliers

A stakeholder analysis helps identify:• Which individuals or organizations to include

in your project • What roles they should play and when• What the stakeholders need from the project• What the project needs from the stakeholders• Who to build and nurture relationships with• Who to inform and consult about the project

How to do stakeholders analysis1. brainstorm to identify stakeholders2. prioritize the stakeholders3. determine the needs of the

stakeholders4. document the needs of the

stakeholders in a stakeholders analysis planning document

Influence / Interest Grid

high

low

INFLUENCE

INTERESTlow high

KEEP SATISFIED MANAGE CLOSELY

MONITORMinimum effort

KEEP INFORMED

The Triple Constrain

• Every project is constrained in different ways by its:

• Scope goal: What work will be done?• Time goals: How long should it take

to complete?• Cost goals: how much should it cost?

21st Project Management [Triple Constraint]

scope cost

time

Thinking Skills - Creative

ContentsContents

1.Creativity

2.Three Components of Creativity

3.The Paradoxical Characteristics of Creative Groups

4.Tools for Defining Problems and Creating New Ideas

5.Creating a Creative Climate

CreativityCreativity

What is Creativity?What is Creativity?

CreativityCreativityBringing into existence an idea that is new to you

InnovationThe practical application of

creative ideas

CreativCreativ

e e

ThinkinThinkin

gg

An innate talent that you were born with and a set of skills that can be learned, developed, and utilized in daily problem solving

What is Creativity?What is Creativity?

Creative solutions are more than ideas - they must work in the real world. A creative solution has three attributes:

• It is new (otherwise it would not be creative).

• It is useful, in that it solves the problem (otherwise it would not be a solution).

• It is feasible, given the messy real world constraints like money and time.

Types of InnovationTypes of Innovation

• Business Model InnovationBusiness Model Innovation involves changing the way business is done in terms of capturing value e.g. HP vs. Dell, hub and spoke airlines vs. Southwest

• Process InnovationProcess Innovation involves the implementation of a new or significantly improved production or delivery method.

Types of InnovationTypes of Innovation

• Product InnovationProduct Innovation, involves the introduction of a new good or service that is new or substantially improved. This might include improvements in functional characteristics, technical abilities, ease of use, or any other dimension.

• Service InnovationService Innovation, is similar to product innovation except that the innovation relates to services rather than to products

Three Components of CreativityThree Components of Creativity


Expertise

Motivation

Creative Thinking

Skills

CreativityCreativity


Expertise

Motivation

Expertise is, in a word, knowledge – technical, procedural, and intellectual

Not all motivation is created equal. An inner passion to solve the problem at hand leads to solutions far more creative than do external rewards, such as money.


Creative Thinking

Skills

Creative thinking skills determine

how flexible and imaginatively

people approach problems.

The Paradoxical Characteristics of The Paradoxical Characteristics of Creative GroupsCreative Groups

Beginner’s Mind

Freedom

Play

Improvisation

Experience

Discipline

Professionalism

Planning

Myths about CreativityMyths about Creativity

1.1. The smarter you are, the more creative you The smarter you are, the more creative you areare

2. The young are more creative than the old2. The young are more creative than the old

3. Creativity is reserved for the few – the 3. Creativity is reserved for the few – the flamboyant risk takersflamboyant risk takers

4. Creativity is a solitary act4. Creativity is a solitary act

5. You can’t manage creativity 5. You can’t manage creativity

Tools for Creating New IdeasTools for Creating New Ideas

Tools for Creating New Tools for Creating New IdeasIdeas

Attribute ListingAttribute Listing

BrainstormingBrainstorming

VisioningVisioning

Tools for Tools for

Creating New Creating New

IdeasIdeas


Attribute Listing

• Use Attribute Listing when you have a situation that can be decomposed into attributes - which itself can be a usefully creative activity.

• Particularly useful with physical objects. You can use it elsewhere, too.

• Highly rational style. Suitable for people who prefer analytic approaches. Good for engineering-type situations.

Attribute Listing

• For the object or thing in question, list as many attributes as you can.

• It can also be useful to first break the object down into constituent parts and look at the attributes of each part in question.


Attribute Listing

• For each attribute, ask 'what does this give'? Seek the real value of each attribute. It is also possible that attributes have 'negative value' -- i.e.. they detract from the overall value of the object.

• Finally look for ways in which you can modify the attributes in some way. Thus you can increase value, decrease negative value or create new value.


Attribute Listing

• Attribute Listing works as a decompositional approach, breaking the problem down into smaller parts that can be examined individually.

• All things have attributes which are sometimes overlooked. By deliberately focusing on these, you can find new ways to be creative.



Brain-storming

• Brainstorming is probably the best-known creative tool.

• It can be used in most groups, although you will probably have to remind them of the rules.

• It is best done using an independent facilitator who manages the process (so the group can focus on the creative task).

• Typically takes around 30 minutes to an hour.

Brain-storming

• Brainstorming Rules :

• No criticism or debate

• Quantity over quality

• Freewheel

• Combine and improve


Brain-storming

• Brainstorming works when people use each other's ideas to trigger their own thinking. Our minds are highly associative, and one thought easily triggers another.

• If we use the thoughts of others, then these will stop us getting trapped by our own thinking structures.


VisioningVisioning

Visioning• A vision is a 'motivating view of the

future'. It creates pull. It gives direction.

• Imagine brilliant and innovative future. Think about what you are trying to achieve.

• Go out into the future. Look around and see what is there.

VisioningVisioning

Visioning• Use dynamic and emotive words to

paint motivating pictures. Use words like 'sharp', 'now' and 'value'.

• Phrase it in the present tense to make it more immediate. Use 'is' rather than 'will'.

• Use active verbs that talk about what is happening.

• Test it with others to ensure it works for them too.

VisioningVisioning

Visioning• Visioning works because we are an

imaginative species and are motivated by what we perceive as a possible or desired future.

Creating a Creative ClimateCreating a Creative Climate

Organizational Characteristics Organizational Characteristics

that Support Creativity and that Support Creativity and

InnovationInnovation

Risk taking is acceptable to management

New ideas and new ways

of doing things are welcomed

Information is free flowing

Employees have access to knowledge

sources

Good ideas are supported by executive

patrons

Innovators are rewarded


MotivationMotivation ChallengeChallenge

EmpowermentEmpowerment

FunFun

FreedomFreedom Time Time

SupportSupport


DynamismDynamism EnergyEnergy

OpennessOpenness

Debate Debate and and

DialogDialog

ExperimentationExperimentation TrustTrust

RiskRisk

• Project Initiation

Project Initiation

• 1st phase in the Project Management Life Cycle

start a new project

by defining its:

• objectives, • scope • purpose and • deliverables to be produced.

**You’ll also hire your project team, setup the Project Office and review the project, to gain approval to begin the next phase.

5 steps to project initiation

1. business case2. feasibility study3. project charter4. job description5. project office checklist

– phase review form (initiation)


1. business case• business problem or opportunity, • listing the alternative solutions,• undertaking a cost / benefit analysis

and • selecting the preferred solution to be

delivered by a Project.


2. feasibility study• determine whether the alternative

solutions you have identified are likely to satisfy the requirements of the customer.


3. project charter• Objectives• Scope• Deliverables• Stakeholders Roles & Responsibilities• Implementation Plans.


4. job description

• Create a detailed Job Description for a Project Manager. [Who do What]


5. project office checklist• This comprehensive checklist takes

you through all of the steps needed to establish and operate a complete Project Office.

[Advance Level]

Story: Why project fail?

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exercise / lesson learned

• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________

• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________• __________________________________

Education

Introduction To Project Management Megat