Project management phases

Lecture 2

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Project ManagementProject management is “the application of

knowledge, skills, tools and techniques to project activities to meet project requirements.”*

Management: it is a procedural approach through which all the project activities(from the initiation of project till its delivery to the customer), are completely controlled.

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*Project Management Institute, Inc., A Guide to the Project Management Body of Knowledge (PMBOK® Guide, Fifth Edition) (2012).

What is the mission of Project Management?The mission is to help organizations achieve

their project :

objectives of scope,

quality,

budget,

and schedule

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Why Need Project Management?

Complex project needs coordination of:

• Multiple people• Multiple resources (labs, equipment, etc.)• Multiple tasks – some must precede others• Multiple decision points – approvals• Phased expenditure of funds• Matching of people/resources to tasks

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Benefits of Sound Project Management

Less overall project cost

Effective use of resources

On time project completion

Higher quality of the final product

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Project Management Framework

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Project Management phases

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Planning Objectives Resources Work break-down

schedule WBS

Scheduling Project activities Start & end times Networks Pert/ CPM

Controlling Monitor, compare, revise, action

Activities involved in each PM phase

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Project PlanningEstablishing objectivesDefining projectCreating work

breakdown structure Determining resources

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© 1995 Corel Corp.

The Role of the Project Manager

3-10

Project Planand Schedule

Revisions andUpdates

ProjectManager

ProjectTeam

TopManagementResources

PerformanceReports

Informationregarding times,costs, problems,

delays Feedback Loop

The Project Manager

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The project manager responsibilities:

• Create the project schedule• Track progress against baseline schedule• Make proper adjustments

• Keep senior management informed

The Project Manager The project manager should make sure that :

All necessary activities are finished in proper sequence and on time

The project comes in within budgetThe project meets its quality goalsPeople assigned to the project receive the

information needed to do their jobs

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Suggested Skills for Project ManagersKnowledge of the following:

All ten project management knowledge areasThe application area (domain, industry, market, etc.)The project environment (politics, culture, etc.)General management (financial management, etc.)Human relations (leadership, motivation,

negotiations, etc. ( Trust your team, and delegate decisions)

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Most Significant Characteristics of Effective and Ineffective Project Managers

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EFFECTIVE PROJECT MANAGERS

INEFFECTIVE PROJECT MANAGERS

Lead by example Set bad examplesAre visionaries Are not self-assuredAre technically competent

Lack technical expertise

Are decisive Avoid or delay making decisions (hesitant)

Are good communicators

Are poor communicators

Are good motivators Are poor motivators

Importance of Leadership SkillsEffective project managers provide

leadership by example.A leader focuses on long-term goals and big-

picture objectives while inspiring people to reach those goals.

A manager deals with the day-to-day details of meeting specific goals.

Project managers often take on the role of both leader and manager.

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Project Management phases2- scheduling phase:At this stage, managers decide on :How much time each activity will take, How many people and material will be

needed, The sequence of activities thus: resources are related to specific activities activities are related to each other

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Purpose of Project Scheduling Identifying precedence

relationships Sequencing activities Determining activity

times & costs Estimating material &

worker requirements Determining critical

activities

3-17

© 1995 Corel Corp.

JF

MA M

J J

MonthActivity

Design

Build

Test

PERT

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Gantt chart Critical Path Method (CPM) Program Evaluation & Review

Technique (PERT)

© 1984-1994 T/Maker Co.

Project Management schedulingTechniques

3-19

J F M A M J JTime Period

Activity

Design

Build

Test

Gantt Chart

Gantt Chart

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Project Management phases3- controlling phase:is monitoring all the activities of the project

to record any deviation, from the original plan in order to prevent or delete the reason of deviation

Monitoring includes resources, costs , quality, and budgets

Revising and changing plansShifting resources where they are needed

most, to meet time and cost demands21

Outcomes of Project Planning, Scheduling, and Controlling

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Project Planning1. Setting goals2. Defining the project3. Tying needs into timed project activities4. Organizing the team

Project Scheduling1. Tying resources to specific activities2. Relating activities to each other3. Updating and revising on a regular basis

Time/cost estimatesBudgetsEngineering diagrams/shop drawingsCash flow chartsMaterial availability details

CPM/PERTGantt chartsMilestone chartsCash flow schedules

Project Controlling1. Monitoring resources, costs, quality, and budgets2. Revising and changing plans3. Shifting resources to meet demands

Reports• budgets• delayed activities• slack activities

Before Project During Project

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Project Control ReportsDetailed cost breakdowns for each taskTotal program labor curvesCost distribution tablesFunctional cost and hour summariesRaw materials and expenditure forecastsVariance reportsTime analysis reportsWork status reports

Suggested Steps in Project Management

• Generate a formal definition of the project goals

• Identify project start/end dates, deliverables, etc.

• List constraints – money, equipment availability, holidays, etc.

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Project CloseoutThe job is not over until the paperwork is done…

Closeout documentation is used to:Resolve disputesTrain project managersFacilitate auditing

Closeout documentation includes:Historical recordsPost project analysisFinancial closeout

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Super Tools

“Tools already extensively used that have been found to improve project importance include:

Progress reports Meetings Gantt chartsChange requests

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Super Tools

“Super tools” are those tools that have high use and high potential for improving project success, such as:

Software for task scheduling (such as project management software)

Scope statementsRequirements analysesLessons-learned reports

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