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Managing Projects in

Organizations

Magus Training & Consultancy


Organizations

Perform work

Operations
 Projects

Performed by people
Constrained by limited resources
Planned, executed, and controlled
Project

 Temporary
 Unique(Product, Service, Result)
 Systems

Implemented to achieve strategic plans


Progressive elaboration
Project Management

Application of knowledge, skills, tools and


techniques to project activities to meet project
requirements.

Process : Initiating, Planning, Executing, Controlling, Closing


People : Teams
Constraints : Scope, time, cost, risk, and quality
Stakeholders needs and expectations
Identified requirements
Project Management

 Project Management Framework


PM Context : People, Teams, and Organizations
PM Processes : Initiating, Planning, Executing, Controlling, Closing

 Project Management Knowledge Areas


PMBOK : Integration, Scope, Time, Cost, Quality, Risk,
Human Resource, Procurement,
and Communication
Project Management Context

 Project Phases and Project Life Cycle


 Project Stakeholders
 Organizational Influences
 Key General Management Skills
 Social-Economic-Environmental
Influences
Organizational Influences

 System
 Culture and Style
 Structure
 Project Office

Divorce of responsibility and authority


The ideal project staff team member is pure fiction
Project team is subject to the effects of friction
General Management Skills

 Leadership
 Establishing directions, Aligning people, Motivating and Influencing

 Communication
 Sender-receiver models, Choice of media, Writing styles,
Presentation techniques, and Meeting Management

 Negotiation
 Problem Solving
 Influencing the Organization
Social-Eco-Env Influences

 Standards and Regulations


 Internationalization
 Time zones, National and regional holidays, travel requirements,
Teleconferencing, and political differences

 CulturalInfluences
 Social-Eco-Env Sustainability
Project Processes

 Initiating
 Planning
 Executing
 Controlling
 Closing

Process: Series of actions bringing about a result


Project Integration
Management

 Project Plan Development


 Project Plan Execution
 Project Change Control

Includes the processes required to ensure that various elements of the


project are properly coordinated.
Project Scope Management

 Initiation
 Scope Planning
 Scope Definition
 Scope Verification
 Scope Change Control

Includes the processes required to ensure that the project includes all
the work required, and only the work required, to complete the project
successfully
Project Time Management

 Activity Definition
 Activity Sequencing
 Activity Duration Estimating
 Schedule Development
 Schedule Control

Includes the processes required to ensure timely completion of the


project.
Project Cost Management

 Resource Planning
 Cost Estimating
 Cost Budgeting
 Cost Control

Includes the processes required to ensure that the project is completed


within the approved budget.
Project Quality Management

 Quality Planning
 Quality Assurance
 Quality Control

Includes the processes required to ensure that the project will satisfy
the needs for which it was undertaken.
Project HR Management

 Organizational Planning
 Staff Acquisition
 Team Development

Includes the processes required to make the most effective use of the
people involved in the project.
Project Communications
Management

 Communications Planning
 Information Distribution
 Performance Reporting
 Administrative Closure

Includes the processes required to ensure timely and appropriate


generation, collection, dissemination, storage, and ultimate disposition
of project information.
Project Risk Management

 Risk Management Planning


 Risk Identification
 Qualitative Risk Analysis
 Quantitative Risk Analysis
 Risk Response Planning
 Risk Monitoring and Control

Systematic process of identifying, analyzing, and responding to project risk.


Project Procurement
Management

 Procurement Planning
 Solicitation Planning
 Solicitation
 Source Selection
 Contract Administration
 Contract Closeout

Includes processes required to acquire goods and services, to attain project


scope, from outside the performing organization.
Project Planning

 Involves defining and refining


objectives and selecting the best of the
alternative courses of action to attain
the objectives that the project is
undertaken to address
Tool & Techniques

 Work Breakdown Structure


 PERT Charts
 Gantt Charts
Core Process
 Some planning processes have clear
dependencies that require them to be
performed in essentially the same order
on most projects.

 Example: Activities must be defined before they can be


scheduled or costed.
Facilitating process
 Some interaction among the other
planning processes are more
dependent on the nature of the project.

 Example: On some projects there is little or no
identifiable risk until after most of the planning has
been done and the team recognizes that the cost and
schedule targets are extremely aggressive
Core Process
Activity
Scope Sequencing Schedule
Activity
Planning Development
Definition
Activity
Scope Duration
Definition Estimating
Resource Cost
Planning Budgeting
Cost
Estimating
Integrated
Risk
Plan
Monitoring
Development
Planning
Facilitating Process
Organizational Staff Procurement Solicitation
Planning Acquisition Planning Planning

Risk Quantitative Qualitative Risk


Identification Risk Risk Response
Analysis Analysis Planning

Quality Communications
Planning Planning
Scope Planning

 Developing a written scope


statement as a basis of future project
decisions
Scope Definition

 Subdividing the major project


deliverables into smaller more
manageable components.

 T&T: Work Breakdown Structure


Activity Definition

 Identifying the specific activities that


must be performed to produce the
various project deliverables

 T&T: WBS
Activity Sequencing

 Identifying and documenting


interactive dependencies (FF, SS,
FS,SF)

 T&T: PERT (PDM & ADM)


 CPM, Float
Activity Duration Estimation

 Estimating the number of work


periods that will needed to complete
individual activities

 T&T: Estimation methods


Schedule Development

 Analyzing activity sequences, activity


durations, and resource requirements to
create the project schedule

 Exercise: Project Planning


Risk Management Planning

 Deciding how to approach and plan


for risk management in a project

 Stages: Risk Identification, analysis,


and response planning
Resource Planning

 Determining the resources (people,


equipment, material etc.) and what
quantities of each must be used to
perform project activities

 T&T: Resource loading charts


Cost Estimating

 Developing an approximation
(estimate) of the cost of resources to
complete project activities

 T&T: Cost curves


Cost Budgeting

 Allocating the overall cost estimate


to individual work packages.

 T&T: Cost curves


Project Plan Development

 Taking the results of other planning


processes and putting them into a
consistent, coherent document

 Exercise: Modeling exercise (Schedule crashing, fast


tracking, resource heuristics)
Project Planning …Continued

 Facilitating processes are performed


intermittently and as needed during
project planning, they are not optional –
they include:
 Quality planning, organizational planning, staff acquisition,
communication planning, risk planning, procurement planning,
and solicitation planning