TO FAIL TO PLAN IS TO PLAN TO FAIL ANONYMOUS

PROJECT MANAGEMENT TIPS

Film

JILL MITCHELL

Email: jmitchell@vcconnect.co.za

Background

BSc(Hons) Chemical Engineering

Chartered/Professional Engineer

MBA – Bristol Business School, UK

Currently studying for a PhD in Entrepreneurship at Pretoria University

25 years+ industry experience, specifically brewing , food & packaging industry

12 years+ small business management experience, UK & RSA:- setting up and

running businesses

LEARNING OUTCOMES

•Define projects.

•Discuss the types of projects.

•Define Project Management.

•Describe the constraints experienced in a project.

•Describe the importance of Project Management to the small business owner.

•Describe the role of the Project Manager.

•Describe the essential skills for successful project management.

•Determine how Project Management and the Organisational Structure interlink.

•Describe the Systems Approach.

•Describe the three (3) Spheres Model and the four (4) Frames of Organisations.

•Differentiate between the different phases of a project.

•Describe the Project Processes.

•Describe the nine (9) knowledge areas of the Project Management Body of knowledge.

•Use the tools of the trade: Introduction to Excel and MS Project.

RECOMMENDED READING

Lewis, J. (2007). Fundamentals of Project Management.

Amacom, New York.

Burke, R. (2007) Project Management Techniques. (College

Edition). Burke Publishing.

Heldman, K. (2005) Project Management Jumpstart

Alameda, SYBEX inc.

INTRODUCTION

Purpose

Explain & apply the basic principles of project management

- Project management principles

- Phases of project

- Roles within project management

- Feasibility

- Execution of project plans

- Computerised project management systems

INTRODUCTION

- Need to apply theory to practice

- Cannot pass simply by memorising facts

- Need a deep understanding of theory

- Conceptualise and relate to real world scenarios

PROJECT MANAGEMENT – HOW NOT TO!

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PROJECT DEFINITION

” A temporary endeavour, with a definite beginning and end that

produces a unique product or service with dedicated resources.

Ongoing operations have no definite beginning or end and

produce the same product over and over”

(Heldman,2005: pp. 2-3)

“ A temporary endeavour undertaken to produce a unique product,

service or result”

(PMBOK, 2004: p5)

TYPES OF PROJECT

- Administrative Projects

- Construction Projects

- Computer Software Development

- Design of Plans Projects

- Equipment or System Installation Projects

- Event or Relocation Projects

- Maintenance of Process Industry Projects

- New Project Development Projects

- Research Projects

GROUP EXERCISE

Matching Project types

Groups of 4 people

Discuss and agree which category each project described comes into

20 minutes

PROJECT MANAGEMENT DEFINED

“ …… the application of knowledge, skills, tools and techniques to

project activities to meet project requirements”

(Springer et al, 2006: pp 1-3)

“… application of knowledge, skills, tools and techniques to project

activities to achieve project requirements. Project management is

accomplished through the application and integration of the

project management processes of initiating, planning, executing,

monitoring, controlling & closing”

(PMBOK, 2004: p8)

PROJECT MANAGEMENT DEFINED

- Approach to management of work within the

constraints of time, cost and performance

requirements

- Body of knowledge concerned with principles,

techniques and tools used in planning, control,

monitoring and review of projects

- (businessdictionary.com)

CASE STUDY

LENOVO – THE USE OF PM TO IMPROVE BUSINESS PERFORMANCE

GROUPS OF 4

30 MINUTES

Read case study

Discuss:-

1. What alternatives Lenovo could have considered other than the PM route

2. What key areas of PM do you think made this approach so successful for Lenovo

3. What difficulties/barriers do you think the Lenovo senior management team

experienced when introducing this new management concept

MANAGING EXPECTATIONS

Functionality Effort (time &

cost

Delivery Date Quality

HISTORY OF PROJECT MANAGEMENT

The History of Project Management

PROJECT CONSTRAINTS

Changes in

quality

Changes in

cost

Changes in

scope

Changes in

time

Springer et al, (2006)

CONSTRAINTS

SCOPE

All activities that have to be performed on the project

COST

Resources cost money. Bring in project at lowest cost BUT to agreed standard

TIME

Completion date is critical. Many construction companies incur serious financial

penalties if project is delivered late

QUALITY

Standard of workmanship and materials required by client. Crucial that agreed prior

to project commencement. Written and agreed specification preferable

OTHER CONSTRAINTS

Client satisfaction

Availability of skilled workers

Government legislation

Weather

Technical problems etc.

PROJECT MANAGEMENT AND THE SMALL

BUSINESS OWNER Case Study:-

Group exercise

4 people per group

20 minutes

1. Make a list of all possible people involved with a building project

2. List the possible roles that Andrew had to fulfil to build the house successfully

PROJECT MANAGEMENT PROCESS

ROLE OF PROJECT MANAGER

“…..the single point of responsibility, it is the project

manager who integrates And coordinates all the

contributions, and guides them to successfully

complete the project”

Burke (2007:p26)

SUCCESSFUL PROJECT MANAGEMENT

….is accomplished through meeting the stakeholders’

needs and expectations, which will need to be

clearly defined and documented

ROLE OF PROJECT MANAGER

PROJECT MANAGER SKILLS

Film : Tips for PM

SKILLS FOR PROJECT MANAGEMENT

- Communication skills key to success

- Organisation techniques

- Time management skills

- Ability to prioritise

- Information management proficiency

- People management

- General management skills

PROJECT MANAGEMENT & ORGANISATIONAL

STRUCTURE(SPRINGER AT AL)

FUNCTIONAL STRUCTURE

Company structured according to funtional departments

Departments probably work in relative isolation

Directives come from the top and have a hierarchy down to staff

Simple to understand

Reporting lines are clear

Traditional structure – most companies configure to

Time consuming and inflexible

Not good in a fast changing business environment

Project managers usually have little power

PROJECT STRUCTURE

Usually designed for companies that complete projects for

clients

Project Manager in a position of authority

Project Manager needs extensive experience

Difficult to keep key people as not always projects available

Many Project Managers employed on contract basis

PROJECT MANAGEMENT & ORGANISATIONAL

STRUCTURE(SPRINGER AT AL)

MATRIX STRUCTURE

Mixture between functional and project

Weak form: functional heads have more power than project managers

Strong form: project managers have more power than functional heads

Balanced Form: functional and project managers share power

PROJECT MANAGEMENT & ORGANISATIONAL

STRUCTURE(SPRINGER AT AL)

INDIVIDUAL EXERCISE

Summarise the advantages and disadvantages of the three different management structures:-

15 minutes

Structure Advantage Disadvantage

Functional

Project

Matrix

GROUP EXERCISE

You are required to design an “APP” for the Iphone

Select project team and appoint responsibilities

Brainstorm ideas for proposed application

ESTABLISH PROJECT MANAGEMENT STRUCTURE

Define responsibilities for each team member

Establish method of managing the project

PROJECT DEFINITION

Confirm;-

Objectives

Scope

Benefits

Risk

DEVELOP IMPLEMENTATION APPROACH

Develop resource plan

People

Budget

Materials

PROJECT PLAN

Develop detailed working plan

Schedule

Resources

Costs

REPORT BACK

Prepare 2 page summary to include:-

Details of “APP”

Project team and their responsibilities

Resource plan

Time plan

A summary of the risks and benefits of plan

Hand in the report at the end of session 4. Please ensure that all names of project team are included in the report.

REVISION EXERCISE

1. Explain the difference between the terms “project” and “project management”

2. Explain how different constraints can possibly affect one another.

3. Explain why good project planning is crucial in the small business environment

4. Describe the role and function of a project manager in a project

5. Name the nine knowledge areas defined by PMBOK

ICE TASK NO 1

Using pages 13 -43 in your Project Management manual please complete :-

Using the website www.worditout.com create a word cloud using the key principles and concepts of the theory that you have learned in the section of the manual detailed above. Print the word cloud and bring to the next lecture.

EXCEL SPREADSHEET

ACTIVITY JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Budget COMMENTS

Design "app" 35000

Prepare marketing plan 5000

Prepare business plan 7500

Develop sales presentation 5000

Present to Apple 500

Approval 0

Upload APP 1500

TOTAL 54500

Sales & Marketing budget 10000

Design and implementation Budget 36500