PMP meetings

Project Management Framework

17.05.2017
Project Management Framework

Inputs & outputs

Processes involved
Documents
PMI terms and definitions
Methods, diagrams, tables, tools, techniques
Who is responsible, who has the authority, who is involved
Tricks of the Trade (T&T)
PMI terms and definitions

Project
Is a temporary endeavor with a beginning and with an end
Creates a unique product, service or result
Operations vs Projects
Operational work is ongoing work to support business
Project work finishes when the project is closed
Project Management
Process groups
Initiating, Planning, Executing, Monitoring and controlling, Closing
Knowledge areas
Time, cost, quality, communication, stakeholders management, human resources, procurement,
scope, risk, integration
PMI terms and definitions

Program
Is a group of related projects

Program

Other related work Project Project

Fig.1 Program management

PMI terms and definitions

Portfolio Management
A portfolio includes a group of programs, individual projects and other related
operational work that are prioritized and implemented to achieve a specific
strategic business goal
Portfolio

Other
related work Program Project

Other
related work Project Project
PMI terms and definitions

Organizational Project Management (OPM)

Guides projects, programs, portfolio management and other organizational
practices
It is a framework for keeping the organization as a whole focused on the overall
strategy.
OPM
Provides a strategic framework

Portfolio management
Selects and prioritize projects

Program management
Coordinates the management of related projects

Project management
Manages efforts to develop specific scope
PMI terms and definitions

OPM3
Is designed to help organizations determine their level of maturity in the project
management
Project Management Office (PMO)
Centralizes and standardizes the management of the projects.
It can take one of the forms:
Supportive: provides the policies, methodologies and lessons learned for managing
projects within the organization (low level of control)
Controlling: provides support and guidance in the organization on how to manage projects
(moderate level of control)
Directive: provides project managers for different projects and is responsible for the
results of the projects (high level of control)
PMI terms and definitions

Constraints
Time, cost, scope, quality, customer satisfaction, risk, resources and any other
factors that limit the options
Management sets the priority of each constraint. This prioritization must be used
to properly plan the project

Stakeholder, stakeholder management

Stakeholders are any people or organizations whose interests maybe positively or
negatively impacted by the project or its product
All the stakeholders should be treated as assistant team members keep them
informed, solicit their input and work to satisfy their needs
PMI terms and definitions

project manager team term

refers to anyone doing project management activities on the project
team or project team terms
refers to everyone who does the work on the project, not just those who perform
project management activities

Organizational structure
Functional (silo)
These organizations are grouped by areas of specialization within different functional
areas (accounting, marketing and manufacturing)
Project occur within a single department
Team members complete project work in addition to the normal department work
PMI terms and definitions

Projectized (no home)

the entire company is organized by projects
The project manager has the control of the project
Team members complete only project work, and when the project is over, they do not have a
department to go back
Matrix (two bosses)
Maximizes the strength of the functional and projectized structures
The team members report to two bosses: the project manager and the functional manager
Strong matrix: power rests to the project manager
Weak matrix: power rests to the functional manager
The project manager function might be of a:
Project expeditor: acts primarily as a staff assistant and communications coordinator (can not make
or enforce decision)
Project coordinator: is similar with the project expeditor, only that he has some power to make
decisions, some authority
PMI terms and definitions

Balanced matrix: the power is shared between the project manager and the functional
manager

Project-Based Organization (PBO)

In order to achieve strategic goals, PBOs, create temporary framework around
their projects in order to find a way for any essential obstacle in their existing
organizational structure (functional, matrix, projectized)
Organizational Hierarchy
Organizations are divided into 3 hierarchical level:
1. Operational
2. Middle management
3. strategic

Influences the PMs authority level, resources and team members available for the
project
PMI terms and definitions
Enterprise and Environmental Factors
Company culture and existing systems (ex. Organizational structure, hierarchy..)
T&T company baggage and it is outside the control of the project team
Inputs initiating and planning
Project Management Information System (PMIS)
Includes automated tools (scheduling software, configuration management system, shared
workspaces for file storage, time-tracking software)

Organizational Process Assets

Existing process, procedures and historical information
Inputs to all the project management process groups
Processes, procedures and policies
For quality assurance, continuous improvement, procurement, human resources management,
change control, safety..
PMI terms and definitions
Corporate knowledge base
the historical record and lessons learned must be incorporated into an index corporate knowledge base
available to all

Historical information
is a record of past projects
In includes: activities, lessons learned, WBS, benchmarks, reports, risk and risk response plan, estimates,
resources used, project management plans, correspondence
Lessons learned
Is an essential asset to managing a project
Includes what was done right, what was done wrong and what would be differently if the
project would be redone
Is an input and an output of projects
They are finalized during closing
Should cover 3 areas:
Technical aspect of the project: work to produce the product
Project management: WBS creation, risk planning..
Management: communication and leadership
PMI terms and definitions
Work performance data, information and reports
Work performance data
Initial measurements and details about the activities during project work (executing)

Work performance information

Work performance data analyzed against the project management plan -> the result is
work performance information (monitoring and controlling)
Work performance information can be organized into work performance reports
PMI terms and definitions

Project life cycle and the Project Management Process

A life cycle is a progression through a series of development stages
There is the product life cycle and the project life cycle
project life cycle: what you need to do to do the work
project management process: what you need to do to manage the work
Project life cycle
logical breakdown of what you need to do to produce deliverables of the project
Project life cycles range from plan-driven to change-driven
Plan-driven projects have a predictive life
Scope, schedule and cost must be determined in detail early before the work begins to produce
deliverables

ex: in construction- life cycle phases: feasibility, planning, design, production, turnover, startup
PMI terms and definitions

Change-driven use iterative, incremental or adaptive (agile) life cycles

Will have varying levels of early planning for scope, schedule and cost

Incremental and iterative life cycles involve high level scope sufficient to estimate time
and costs; scope is developed more with each iteration
Incremental- delivers a complete portion of the product for each iteration

Ex: website, you create a function for each different requirement a deliverable portion

Iterative - the complete concept is built in successive levels of detail to create the end result

Ex: create a prototype of the website and each successive iteration adds more detail to the
entire the site is complete

Adaptive life cycle involves fixed time and cost; the scope is mainly defined, but it will
be refined as the project progresses
Ex: a new software development project high level feasibility, design and planning effort,
followed by short, iterative periods of detailed design, testing and release
PMI terms and definitions

Project Management Process

Project management process is what you need to do to manage the work
Includes the management efforts of: initiating, planning, executing, monitoring and
controlling and closing the project
Plan-driven (predictive) life cycle
Small projects: go through the project management process once for the entire project

Large projects: often require each of the life cycle phases to be managed through the project
management process groups

Change-driven life cycle

Large projects: can also be broken into phases, then into small releases and iterations within those
phases