project management tomáš sabol technical university in košice tomas.sabol@tuke.sk

ProjeProject Managementct Management

Tomáš Sabol

Technical University in Košice

Tomas.Sabol@tuke.sk

ContentsContents::

What is Project and Project Management?5 Phases of Project Management:

– Define – Plan– Organize– Control– Close

What is a project?What is a project?

Characteristics:

1. Complex and numerous activities2. Finite – with a begin and end date3. Defined priorities & deadlines4. Horizontal communication across

several functional areas required

What is a project?What is a project?

1. Limited resources and budget2. Unique – a one-time set of activities3. Innovative4. Goal-oriented, must result in an end

product/service

PROJECT MANAGEMENT

Project is successful, if:Project is successful, if:

• Project’s result satisfy defined specification (function, quality, ...) – the result approved by the Project client

• Within defined time limit• Within the budget and defined

resources

Causes of Causes of Project Project Failure:Failure:

• Wrong definition of problem, definition of problem is constantly changing

• No one except the project team is interested in the end result

• Inappropriate structure of management• The project plan lacks structure• The project is underbudgeted• Insufficient resources are allocated

Causes of Causes of Project Project FailureFailure (2)(2)

• The project is not tracked against its plan• Lack of communication between team

members• Wrong style of project management • Improvisation, occasional/nonconsistent

interventions of a "strong personality“• Analytical phase was underestimated in

the planning phase

5-5-PPhase Project managementhase Project management

• Define• Plan• Organize• Control• Close

PLANNING + IMPLEMENTATION

PhasePhase 1 1: DEFINING THE PROJECT: DEFINING THE PROJECT

Project Overview:• General information piece• Statement of the problem and

opportunities to be addressed • Early statement of the goal• Serves for decision „Go / Non Go“

Yes Reference base for the Project

Project Project OverviewOverview::

• Brief (1-2 pages), concise• Goal & Objectives - standard for

solving conflicts in future• Close contact wih end users• Answers question „What?”, not

“How?”

Define Define the the problemproblem

Where are you now? What is your expectation? (& Why do

you want it?) How do you want to achieve it? When do you want to achieve it? How much are you willing to invest? What resources are available? What risk is necessary to accept?

Define Define the Project …the Project …

What is the problem/opportunity? What is to be done? Who is responsible for the project? When must the project be completed?

Imposed deadline Planned deadline

Identify Project Identify Project GoalGoal

Goal statement – action oriented, short, simple, as understandable as possible

Defines the final outcome in terms of the end product or services

Continual point of reference for settling disputes about the project

Guide that keeps all objectives and the work on the track

Goal in triangle: Time vs. Costs vs. Quality

List the List the ObjectivesObjectives

Criterion S.M.A.R.T.: Specific) Measurable Assignable Realistic Time-related

Define the Project …Define the Project …

Determine preliminary resources:• Finances• Human resources (how many

people, who, when, for what time)• Equipment (how much, when, for

how long)• Technologies

Identify assumptions and risks

IdentifiIdentificcaation of ristion of risk ak andnd assumassumptionsptions

Risk analysis: Identify risks Estimate probability of risks Design how to prevent negative

circumstances Evaluation of possible impact of negative

circumstances Contingency (what to do if something

wrong happens)

MilestonesMilestones

Check points towards the defined objective, achievement of specific subgoal

Measuring work progress towards the final goal

Project division into phases Deliverable (tangible outcome) is linked

to each milestone

RolRolees in thes in the proje projecct manat managegementment

• Project manager• Project investor / Sponsor / Top

management• Supervisor• Client (end user)• Expert team

ExampleExample: P: Planning alanning an Annualn Annual C Conferenceonference

Problem: Association of Project Managers (APM) is a new organization. Its future depends on its ability to maintain membership and conduct a successful annual conference.

Goal: To secure a upward trend in membership and annual conference attendance.

ExampleExample: Conference P: Conference Planning lanning (2)(2)

Objectives:• Conduct APM Annual Conference with

at least 120 participants. • Net profit from the conference has to

be at least $25,000.• Offer two sessions in the program led

by internationally recognised experts

ExampleExample: : CConference Ponference Planning lanning (3)(3)

Succes criteria:• At least 40% members of APM will

attend.• 15% non-members receiving

invitation will attend a conference. • At least 20% non-members, which

will attend a conference, will join APM as new members

ExampleExample: : CConference Ponference Planning lanning (4)(4)

Assumptions:• Successful Annual Conference will

increase interest in membership of APM

• Quality professional program will attract members and non-members as well

Project Overview Acid TestProject Overview Acid Test::

• Understandable to an outisder• It can be used to “sell” the project

(to top management, partners, team members)

• Can be used to develop a project proposal

• Core project team participated and approved the Project overview

TEAM ASSIGNMENT 1TEAM ASSIGNMENT 1

Develop a Project Overview for the „ACRU Continuing Education Project“ with the following items:

• Problem• Goal & Objectives• Approach taken, Expected benefits• Assumptions and risks

1st 1st PhasePhase:: PROJECT DEFINE Summary

• Define a project• Project characteristics• Design of a Project overview• Basic parts of the Project overview • Functions the Project overview serves • Write a Project overview for your idea