Ahmad Al-Ghoul

Learning ObjectivesExplain what a project is,, list various attributes of

projects.Describe project management, discuss Who uses Project

Management.Discuss The Project Management Process.Explain Benefits of Project ManagementDiscuss how to control projects.Discuss Suggested Steps in Project ManagementDiscuss the activities in a Project Life Cycle

What is Project Management?

Project : A group of milestones or phases, activities or tasks that support an effort to accomplish something

Management : is the process of Planning,

Organizing, Controlling and Measuring

Project...A collection of linked activities, carried

out in an organized manner, with a clearly defined START POINT and END POINT to achieve some specific results desired to satisfy the needs of the organization at the current time

What Is a Project?A project is “a temporary endeavor

undertaken to create a unique product, service, or result.”*

Operations is work done to sustain the business.

A project ends when its objectives have been reached, or the project has been terminated.

Projects can be large or small and take a short or long time to complete.

Attributes of a ProjectHas a well-defined objectiveComposed of a series of interdependent tasks Utilizes various resourcesHas a specific time frameMay be a unique or one-time endeavorHas a customerInvolves a degree of uncertainty

Project ManagementA dynamic process that utilizes the

appropriate resources of the organization in a controlled and structured manner, to achieve some clearly defined objectives identified as needs.

It is always conducted within a defined set of constraints

Why Need Project Management?• Complex project needs coordination of:

Multiple peopleMultiple resources (labs, equipment, etc.)Multiple tasks – some must precede othersMultiple decision points – approvalsPhased expenditure of fundsMatching of people/resources to tasks

Who uses Project Management? Nearly Everyone to some degree

People plan their Days, their Weeks, their Vacations and their Budgets and keep a simple project management form known as ‘’To Do’’ list

Any Process or Means used to track tasks or efforts towards accomplishing a goal could be considered Project Management

The Project Management ProcessThe project management process means planning the work and

then working the plan.

Clearly define the project objective.

Divide and subdivide the project.

Define the specific activities that need to be

performed.

Graphically schedule the activities in a project.Make a time estimate.Make a cost estimate.

Calculate a project schedule and budget.

Benefits of Project ManagementLess overall project costEffective use of resourcesMore timely project completionHigher quality of the final product

Controlling ProjectsEstablish a baseline plan.Monitor progress.Measure actual progress and compare it to planned progress.Take corrective action if the project is behind schedule,

overrunning the budget, or not meeting technical specifications.

Suggested Steps in Project Management• Generate a formal definition of the project, with

goals, constraints, assumptions• Identify project start/end dates, any mandatory

milestones, including reports, signoffs, deliverables, etc.

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

• Identify tasks to be accomplished – high level (i.e., by categories), then details within each, using brainstorming method – green light

Suggested Steps, cont.• Refine detailed task list, dropping/ combining,

adding things omittedThen, for each task in list:• Estimate time (person hours, calendar period)• Identify dependencies among tasks• Identify resources (people, money, parts, etc.)

Suggested Steps, cont.Organize task groups roughly by starting dateList dependencies that should or MUST holdUse MS Project to make a GANTT chart• First capture tasks and task groups, milestones• Identify critical path, see if it can be shortened • Assign person-hours and specific team member(s)

to each task – identify “task leads”

Suggested Steps, cont.As project progresses:• Monitor, record progress on all tasks, at least

weekly – use “Tracking Gantt Chart”• Pay particular attention to those on critical

path• Revise plan as needed to take into account

changes, adapt to meet milestones

Project Life Cycle

17

InitiatingProcesses

PlanningProcesses

ControllingProcesses

ExecutingProcesses

ClosingProcesses

Project Initiation PhaseTo commit the organization to a project or phaseTo set the overall solution direction To define top-level project objectives To secure the necessary approvals and resourcesValidate alignment with strategic objectives To assign a project manager

Project Planning PhaseOrganize and staff the projectDevelop a Project PlanSign off on the Project Plan

Project Execution PhaseExecute the Project PlanManage the Project PlanImplement the project’s resultsSign off on project’s completion

Project controlling PhaseTo keep the project on track in order to achieve

its objectives as outlined in the project plan by:

Monitoring and reporting variances Controlling scope changesControlling schedule changesControlling costsControlling qualityResponding to risks

Project Close-out PhaseDocument the lessons learned during the

projectAfter-implementation reviewProvide performance feedbackClose-out contractsComplete administrative close-outDeliver project completion report