lecture 1 - project management concepts

Project Management ProfessionalDumitru Radoiu

2013 - 2014

Process & Methodology

Sequence of Processes

Detailing PMP Processes

Initiation PlanningExecution +Monitoring

&ControllingPMP Processes

Why Transylvania?

Q & A Time

Process

Project Management Professional

ClosingClosing


&ControllingClosingClosing

MethodologyMethodology

How can I help you? ReferencesAssignment

What is a Process?

Input OutputProcess

= any item required by a process to move forward

= any product, service or result of a process

= a set of interrelated actions and activities that are performed to achieve a pre-specified set of products, services or results

A Generic Project Management Methodology

Inputs

Sub-Process

Outputs

Deliverables

INITIAL INTERMEDIATE FINAL

Idea

PM Team

Charter

Scope

Product

PlanAcceptance of the progress

ApprovalProgress Handover






Why Transylvania?

Q & A Time

Process


ClosingClosing





PMP (Project Management Professional)

PMI (Project Management Institute) www.pmi.org

PMBOK (Project Management Book of Knowledge)

I. The Project Management Framework (pp 3 – 33)− What is a project? − Project Life Cycle− Organizations

II. The Standard for Project Management (pp 37 – 70)− Initiating − Executing − Closing− Planning − Monitoring & Controlling

III. The Project Management Knowledge Areas (pp 71 – 295)− Integration − Cost −

Communications− Scope − Quality − Risk− Time − Human Resources − Procurement

Methodology

Who supports it

Where is theknowledge

http://www.pmi.org/

Initiation

PMP Processes

Planning Execution

Monitoring & Control

time

Requirements ProductService or Result

Closing

Initiation Planning Execution


time


Closing

Define the scopeIdentify stakeholdersAuthorize the project

PMP Processes



time


Closing

Detail/refine the scopePlan the project

PMP Processes



time


Closing

Carry out the plan

PMP Processes



time


Closing

Asses the progress against the planIf needed, take corrective actions

PMP Processes



time


Closing

Formalize acceptance of deliverables

PMP Processes



Closing

time

The “Heart” of PMP

time

Initiation Closing

PLAN ACT

CHECKREACT


Planning Execution

The “Heart” of PMP






Why Transylvania?

Q & A Time

Process


ClosingClosing





time

Product Life Cycle

Year 1 Year 2 …… Year N

Reasons for the project: BUSINESS CASE

Project Life Cycle

Project selection, approval and funding

Sponsor’s responsibility

Project Manager’s responsibility

Functional Manager’s responsibility



Closing

time

Product Life Cycle

Year 1 Year 2 …… Year N

BUSINESS CASE

Project Life Cycle



Closing

Project Costs Operational Costs

Benefits



time


Closing

Initiation

Project Charter

Project Scope

2 sub-processes

Project Charter

Preliminary Project Scope

…who is involved?

…what should be done?

Initiation Process Group (Output)

Project Charter +Stockholder Register


…who and what is involved?- Business case/Statement of Work/Contract- Constraints? (time, budget, scope)- Who are the stakeholders?- How we communicate? (Comm. Protocol)- When we meet?- Who makes the decisions?

…what exactly should be done?-High level requirements- Expected deliverables- Quality expectations- Measurable acceptance criteria- Procurement?- Project approach ?(in house/of the shelf…)- Evaluate feasibility- Resources needed to do the project- Preliminary estimations: time, money, people- Indentify risks…

Initiation Process Group (Output)

Scope of a project = ALL and ONLY the work required to complete the project successfully

EnvironmentInfluence

PhysicalSocial/CulturalPoliticalEconomical…

HRDefined processesHistorical InfoPM Information SystemCulture

Project

CompanyInfluence



Closing

All things considered

SponsorRequirements



time


Closing

Initiation

Project Charter

Project Scope

Business Case/Contract/Statement of Work

HRCulturePM info system

Defined processesHistorical Information



time


Closing

Planning

Project Plan

Project Charter

Project Scope

21 sub-processes

Project Charter


Project Plan

…who is involved?

…what should be done?

= Σ Subsidiary Plans

Who? What? When? How? Time? Costs? Risks? Communication?

Planning

Project Plan

Scope PlanSchedule PlanCost PlanQuality PlanStaffing PlanCommunication PlanRisk PlanProcurement Plan

What do we do, in detail?When and in what order?How much it costs us?How do we ensure quality?Who is doing it?How do they communicate?What are the risks to fail?What should be procured?

Planning

Initiation

Execution

Planning Execution


time


Closing

Project Plan

Deliverables

Execute what the Plan says!

Initiation

Monitoring and Controlling

Planning Execution


time

RequirementsProductService or Result

Closing

Project Plan

Deliverables

Compare execution outcomes with the Plan; align them!!!

Get the right info (reporting) forsuccess factors:

- Scope- Time- BudgetMake decisions! (corrective, preventive)

Keep stakeholders happy - Changes?

Watch out for Risks

Change requestsMake decisions!

ReportsDeliverablesCompare /w planMake decisions

Correspondence

Management file Specialist file

Project file Stage file Quality file Config. items

Project archive

Organization· Org. Structure· Job descriptionPlansBusiness CaseRisk logControlsChange requestsProj. closure docs

Organization· Org. Structure· Job descriptionPlansBusiness CaseRisk logControlsChange requestsProj. closure docs

Organization· Org. structure of a Stage· Team structure· Performance appraisalsPlans· Stage plans· Team plans· Exception plansControls· Work package· Progress reports· End Stage reviews· Exception reviewsDaily logCorrespondence

Organization· Org. structure of a Stage· Team structure· Performance appraisalsPlans· Stage plans· Team plans· Exception plansControls· Work package· Progress reports· End Stage reviews· Exception reviewsDaily logCorrespondence

Proj. quality plan· Org. Structure· Job descriptionConfiguration records· Original product description· Additional informationQuality control· Quality reviews· Quality logProject issues· Issue log

Proj. quality plan· Org. Structure· Job descriptionConfiguration records· Original product description· Additional informationQuality control· Quality reviews· Quality logProject issues· Issue log

Product descriptionProduct informationProduct descriptionProduct information

Initiation

Closing

Planning Execution


time


Closing

Finalize ALL project activities

Deliverables and documents

Initiating Planning Monitor&control

Executing Closing

Integration

Scope

Time

Cost

Quality

HR

Communication

Risk

Procurement

Process groupsKnowledgeAreas






Why Transylvania?

Q & A Time

Process


ClosingClosing







time


Closing

Initiation

Project Charter

Project Scope

Contract and Statement of Work

HRCulturePM info system

Defined processesHistorical Information


Executing Closing

Integration

Scope

Time

Cost

Quality

HR

Communication

Risk

Procurement

Develop Prj. Charter


Develop Proj Scope

Protocol

Customer quality expectations

Constraints?

Constraints?

Available resources?

Project approach?

Identify risks



time


Closing

Planning

Project Plan

Project Charter

Project Scope

21 sub-processes

Define Scope

Make Estimations

Plan HR Plan CostPlan Schedule

Plan Quality

Plan Communication

Plan Risk

HR, time, cost

Plan

Project Charter Scope Statement

Activity Cost Estimation

Cost Budgeting

Activity Duration Estimation

Schedule Development

Activity Resource Estimation

Activity Resource Planning

HR, Schedule and Cost Estimation: Who will do it, when and how much will cost?

Plan HR Plan CostPlan Schedule

Plan Quality

Plan Communication

Create WBS

Activity Definition

Activity Sequencing

Plan Risk

HR, time, cost

Create PBS

Plan

Project Charter Scope Statement

Activity Cost Estimation

Cost Budgeting

Activity Duration Estimation

Schedule Development

Activity Resource Estimation

Activity Resource Planning

HR, Schedule and Cost Estimation: Who will do it, when and how much will cost?

Product - PBS

Activities - WBS

Estimations

Risks

Revised activities/resources

Products

Quality requirements

Control Points

NOTE: All steps are iterative

How to Build a Plan

Step 1: Do the Product Breakdown Structure (PBS)

Child components include 100% of the parent

Product

Accountancy

Payroll

Retail

PBS focuses on DELIVERABLES!!!!

Don’t forget a glossary of terms!Don’t forget a glossary of terms!

Step 2: Use experts to define activities and sequence them = WBS

Accountancy

Payroll

Retail

1.2.3.11.2.3.1

1.2.3.21.2.3.2

1.2.3.31.2.3.3

A CB

D FE

Start Stop

Experts identify ACTIVITIES!!!!

ACTIVITY 1.2.3.1 is completed by doing tasks A, B, C, D, E, FNO activity longer than 80 hours!!!

ACTIVITY 1.2.3.1 is completed by doing tasks A, B, C, D, E, FNO activity longer than 80 hours!!!

Step 3: Build Precedence Diagram

PDM (Precedence Diagram Method) or AON (Activity on Node method)Add a brief narrative describing dependencies.PDM (Precedence Diagram Method) or AON (Activity on Node method)Add a brief narrative describing dependencies.

A CB

D FE

StartStop

Dependencies:-Mandatory-Discretionary-External

Step 4: Estimate resources

ALL resources contribute to the cost!!!ALL resources contribute to the cost!!!

A CB

D FE

StartStop

Task A requires:People =?Equipment = ?Duration = ?Make estimations: most likely, optimistic, pessimistic

Step 5: Develop Schedule (Critical Path Method)

A CB

D FE

StartStop

3 1 5

2 7 4

Task C could be executed if B and D were executed. How long would the task take?Task is ready when C and F were executed.

Task C could be executed if B and D were executed. How long would the task take?Task is ready when C and F were executed.

Milestone!

Number of days

Step 5: Develop Schedule (Critical Path Method)

A CB

D FE

StartStop

2x3 1x1 2x5

1x2 3x7 2x4

What is the total effort for the task?What is the total effort for the task?

Milestone!

Effort = Nr. of people x number of days


Executing Closing

Integration

Scope

Time

Cost

Quality

HR

Communication

Risk

Procurement

Develop Prj. CharterDevelop Proj Scope

Develop Prj. Management Plan



Executing Closing

Integration

Scope

Time

Cost

Quality

HR

Communication

Risk

Procurement



Ensure that we do ALL and ONLY the work required to complete the project successfully

Scope definitionCreate WBS



Executing Closing

Integration

Scope

Time

Cost

Quality

HR

Communication

Risk

Procurement




Def. & Seq. activitiesEstimate: time, resourcesDevelop schedule



Executing Closing

Integration

Scope

Time

Cost

Quality

HR

Communication

Risk

Procurement





Cost estimatingCost budgeting



Executing Closing

Integration

Scope

Time

Cost

Quality

HR

Communication

Risk

Procurement





Cost estimatingCost budgeting

HR planning







Why Transylvania?

Q & A Time

Process


ClosingClosing





Project 2: Individual Work

1. Read PMP ExamStudyGuide Chapter 1, pp 51 – 1332. Answer the questions in PMP Exam Practice Test 2 and 33. Watch the QuickTime Movie Exam Practice Test 2 and 3 to correct your

answers

Project 3: Individual Work

For your Personal Project, develop the following documents:

− Project Scope− Project Charter

lecture 1 - project management concepts

Documents