Introduction to IT or MM Project Management

Dr Siti Fadzilah Mat Noor G-3-35 fadzilah@ftsm.ukm.my 89216673

INTRODUCTION TO PROJECT MANAGEMENT INTRODUCTION WHAT IS A PROJECT? DESCRIPTION OF WHAT PROJECT MANAGEMENT IS HOW DOES PROJECT MANAGEMENT RELATES TO OTHER DISCIPLINES? THE NEED FOR BETTER PROJECT MANAGEMENT ESP FOR MM PROJECTS CODE OF ETHICS CONCLUSION

WHAT IS A
PROJECT

??

INTRODUCTION
Providing schedule & resource

1980s 1990s

data to senior management

Business environments Becomes more complexnew technologies

21century
Globalization-advancement in hardware & softwares,networks, use of Interdisciplinary and global work teams, radically changed the work environment-there has been an IT project gold rush MULTIMEDIA PROJECTS.

WHAT WENT WRONG?

Standish Group (Prestigious consulting company in US)- published a study termed-CHAOS!-surveyed 365 IT executive managers-managing over 8,380 different IT&MM application projects. IT & MM projects were in a state of chaos! US companies were then spending more than $250billion each yeardevelopment of approx. 175,000 projects. Average IT or MM project for large company-$2.3million Average IT or MM project for medium company-$1.3million Average IT or MM project for small company-$434,000. 31% of projects were CANCELLED before completion-costing companies and US Government agencies over $81billion. The overall success was only 16.2%! Success was defined as meeting the GOALS on TIME and on BUDGET.

There is a Need for better project management in the Information Technology & Multimedia industry.

CLAIMS ON ADVANTAGES OF PROJECT MANAGEMENT

Better control on financial, physical and human resources Improved Customer Relations Shorter Development times Lower costs Higher Quality and increased reliability Higher profit margins Improved productivity Better Internal Coordination Higher work morale

What is a Project?
Attributes are :
A project has a unique purpose-well defined objective a unique product or services A project is temporary-a defined beginning and a definite end-form a team-work on a collaboration mm project-expect a report and executive presentation of the results in a month A project requires resources, often from various areas-people, hardware, software, other assets-collaboration not just from IT department BUT from sales, marketing, and other areas of the company-to develop ideas A project should have primary sponsor or customer-A program is a group of projects managed in a coordinated way A project involves uncertainty- because they are unique, difficult to clearly define projects objectives, or how much it will cost. The uncertainty is why project management is so challenging, especially involving new technologies

A good project manager is the key to a projects success!

Project Managers work with the project sponsors, the project team, and the other people involved in the Project to try to meet goals.

Every project is generally constrained in three possible ways: SCOPE, TIME GOALS & COST GOALS:

3C?

THE TRIPLE CONSTRAINT

Successful project management means meeting all three goals (scope, time and cost)-& satisfying the project sponsor!

Target

SCOPE GOAL

COST GOAL
TIME GOAL

TRIPLE CONSTRAINT OF PROJECT MANAGEMENT

However

IT IS RARE TO COMPLETE MANY PROJECTS ACCORDING THE EXACT SCOPE,TIME & COST PLANS ORIGINALLY PREDICTED

The projects sponsor, team members or other stakeholders may have different views of the project as time progresses

Thus
Although the triple constraints Describes how basic elements of project-scope, time & costinterrelate-Other elements can also play significant roles QUALITY is often a key factor

QUALITY

THAT IS THE KEY FACTOR IN PROJECTS WHICH IS.. CUSTOMER OR SPONSOR SATISFACTION

SO
HOW CAN YOU AVOID THE PROBLEMS THAT OCCUR WHEN YOU MEET SCOPE, TIME, AND COSTS GOALS, BUT LOSE SIGHT OF QUALITY OR CUSTOMER SATISFACTION?

THE ANSWER IS GOOD PROJECT MANAGEMENTWHICH INCLUDES EVEN MORE THAN MANAGING PROJECT CONSTRAINT (3C)

SO.

WHAT IS PROJECT

MANAGEMENT ?

HISTORY OF PROJECT MANAGEMENT

The modern concept of project management began with the Manhattan Project, which the US military led to develop the atomic bomb.

The Military was the key industry behind the development of several project management techniques. 1917-Henry Gantt, developed the famous Gantt Chart as a tool for scheduling work in job shops. This tool provided a standard format for planning and reviewing all the work that needed to be done on early military projects. Timelines drawn by hand. Todays project managers still use the Gantt Chart as a primary tool to communicate project schedule information and with the help of computers, no longer to draw by hand.

PROJECT MANAGEMENT:

The application of knowledge, skills, tools, and techniques to specify activities in order to meet project requirements
Project managers must not only strive to meet specific scope,Time, cost and quality goals of the project, BUT

They must also facilitate the entire process to meet needs and expectations of the people involved in the entire project

PROJECT MANAGEMENT FRAMEWORK

9 Knowledge Areas Core Functions

Tools & Techniques

100 80 60 East West Nor th 1st 2nd 3r d Qtr Qtr Qtr 4th Qtr

Scope Mgt

Time Mgt

Cost Mgt

Quality Mgt

40 20 0

PROJECT INTERGRATION MANAGEMENT

STAKEHOLDERS NEEDS & EXPECTATIONS

PROJECT SUCCESS

HR Mgt

Comm Mgt

Risk Mgt

Procure Mgt

Facilitating Functions

STAKEHOLDERS ?
Are the people involved in or affected by project activities and included: project sponsor project team support staff customers users suppliers and even opponents to the project.
Project managers work on developing good relationships with project stakeholders to ensure their needs and expectations are understood and met

KNOWLEDGE AREAS
Describe the key competencies that project managers must develop. The four core areas of project management include project scope, time, cost and quality management. These are considered to be core knowledge areas because the lead to specific project objectives.

PROJECT SCOPE MANAGEMENT involves defining and managing all the work required to successfully complete the project PROJECT TIME MANAGEMENT includes estimating how long it will take to complete the work, developing an acceptable project schedule, and ensuring timely completion of the project PROJECT COST MANAGEMENT consists of preparing and managing the budget for the project PROJECT QUALITY MANAGEMENT ensures that the project will satisfy the stated or implied needs for which it was undertaken

FACILITATING KNOWLEDGE AREAS The facilitating knowledge areas of project management are: Human resource Communications Risk Procurement They are called facilitating areas because they are means through which the project objectives are achieved.

PROJECT HUMAN RESOURCE MANAGEMENT is concerned with making effective use of the people involved in the project PROJECT COMMUNICATIONS MANAGEMENT involves generating, collecting, disseminating, and storing project information PROJECT RISK MANAGEMENT includes identifying, analysing and responding to risks related to the project

PROJECT PROCUREMENT MANAGEMENT involves acquiring or procuring goods and services that are needed for the project from outside the org

PROJECT INTEGRATION MANAGEMENT

The ninth knowledge area, is an overarching function that affects and is affected by all of the other knowledge areas
PROJECT MANAGERS MUST HAVE KNOWLEDGE AND SKILLS IN ALL NINE OF THESE AREAS

PROJECT MANAGEMENT TOOLS AND TECHNIQUES

Project Management Tools and Techniques assist project managers and their team in carrying out scope, time, cost and quality management. Additional tools help them carryout human resource, communications, risk, procurement and integration management.Eg. Gantt Charts, network diagrams (PERT charts), & Critical Path Analysis. Project management software is a tool that can facilitate management processes in all the knowledge areas.

WHAT MAKES A PROJECT MANAGEMENT RIGHT? In spite of the advantages that project management offers, it does not guarantee success on all projects. Project management is very broad, often complex discipline. What works on one project may not work on another. so it is essential, for project managers to continue develop their knowledge and skills in managing projects. The unique nature of projects &the challenges involved in managing them are what excites many people working in project management

HOW PROJECT MANAGEMENT RELATES TO OTHER DISCIPLINES

PROJECT MANAGEMENT KNOWLEDGE AND PRACTICE KNOWLEDGE NEEDED TO MANAGE PROJECTS IS UNIQUE TO THE DISCIPLINE OF PROJECT MANAGEMENT

MUST KNOW GENERAL MANAGEMENT AREAS SUCH AS ORGANISATIONAL BEHAVIOUR,FINACIAL ANALYSIS, & PLANNING TECHNIQUES

IF PROJECT INVOLVES MM COURSE WARE DEVELOPMENT, PROJECT MANAGER NEED TO KNOW EDUCATIONAL SOFTWARE DEVELOP MENT, MM AUTHORING, ID, etc

GENERAL MANAGEMENT KNOWLEDGE AND PRACTICE

APPLICATION AREA KNOWLEDGE AND PRACTICE

MICROSOFT PROJECT:

MICROSOFT PROJECT:

TASK AND DURATION

MICROSOFT PROJECT:

UPDATE DESIGN USING GANTT CHART

Microsoft Project:

SCHEDULE STATUS

MICROSOFT PROJECT

TASK SCHEDULING

MICROSOFT PROJECT:

PORTFOLIO ANALYZER

MICROSOFT PROJECT:

MICROSOFT PROJECT:

PERFORM KICKOFF MEETING

MICROSOFT PROJECT:

VARIOUS USE OF MICROSOFT PROJECT

MICROSOFT PROJECT:

TASK DESCRIPTION USING GANTT CHART

MICROSOFT PROJECT
A START: 1/1/07 ID: 1 FINISH:1/1/07 DUR: 1 DAY RES: E START: 1/4/07 ID : 5 B START: 1/2/07 ID:2 FINISH:1/3/07 DUR: 2 DAYS RES: F FINISH: 1/9/07 DUR: 5 DAYS RES: J START: 1/9/07 ID: 10 FINISH: 1/19/07 DUR: 10 DAYS RES: D START: 1/3/07 ID: 4 FINISH: 1/7/07 DUR: 4 DAYS RES: H START: 1/7/07 ID : 8 FINISH: 1/15/07 DUR: 8 DAYS RES:

START: 1/5/07 ID: 6

FINISH: 1/11/07 DUR; 6 DAYS RES:

C START: 1/2/07 ID: 3 FINISH: 1/4/07 DUR: 3 DAYS

G START: 1/6/07 ID: 7 FINISH: 1/13/07 DUR: 7 DAYS

I START: 1/8/07 : 9 FINISH: 1/17/07 DUR: 9 DAYS

RES:

RES:

RES:

SAMPLE NETWORK DIAGRAM

SAMPLE NETWORK DIAGRAMS

Network diagrams first used in 1958 for the NAVY POLARIS Missile/submarine project Shows relationships among tasks Helps to find and monitor critical paths-the longest path through the project network diagram that determines the earliest completion of a project Network Diagrams can today be created by using Microsoft Project

CODE OF ETHICS

Ethics is important part of all professions. PMP (CERTIFICATION)developed project management professional code of ethics

CODE OF ETHICS I will maintain high standards of integrity and professional conduct I will accept responsibility for my actions I will continually seek to enhance my professional capabilities I will practice with fairness and honesty I will encourage others in the profession to act in an ethical and professional manner

CONCLUSION
PROJECT MANAGEMENT IS THE APPLICATION OF KNOWLEDGE, SKILLS, TOOLS, AND TECHNIQUES TO PROJECT ACTIVITIES IN ORDER TO MEET PROJECT REQUIREMENTS A FRAMEWORK OF PROJECT MANAGEMENT INCLUDES PROJECT STAKEHOLDERS, PROJECT MANAGEMENT KNOWLEDGE AREAS, AND PROJECT MANAGEMENT TOOLS AND TECHNIQUES.
THE KNOWLEDGE AREAS INCLUDE PROJECT INTEGRATION MANAGEMENT, SCOPE, TIME, COST, QUALITY, HUMAN RESOURCES, COMMUNICATIONS, RISK AND PROCUREMENT MANAGEMENT

Assignment
1). Familiarise With Microsoft Project And Prepare A Gantt Chart To Show Task Scheduling Of A Project Topic Of Your Groups Choice (To Be Presented in Week 4) GROUP WORK