Introduction

to
project
management
session-1
Ice Breaking
o Introduce yourself:
o Name.
o Organization (currently working)
o Why you attend that Course.
o Expectations from that course.
o How many of you have been involved in a
project?
o Anyone serve as a project manager?
o How do projects differ from ordinary work?
o What makes project work more difficult?
Course Aims
The course aims at the following learning targets:
To understand the concepts of project definition, life cycle, and
systems approach;
To develop competency in project scooping, work definition, and
work breakdown structure (WBS);
To handle the complex tasks of time estimation and project
scheduling, including PERT and CPM
To develop competencies in project costing, budgeting, and
financial appraisal;
To gain exposure to project control and management, using
standard tools of cost and schedule variance analysis;
To appreciate the elements of risk and quality in hi-tech projects;
To learn project management by practice, through the medium
of study projects; and
To appreciate and understand the use of computers in project
management, especially a tool like Primavera P6 8.3.

Work WEEK
WEEK-1 Introduction To PROJECT management.
Develop Project Overview Statement.
WEEK-2 Project Planning.
OBS.
WBS.
Define Activities.
Sequence Activities.
Define relationship of Activities.
Network Diagram.
GANTT Chart & PERT Chart.
CPM (Critical Path Method).
Project Costing and Scheduling.
WEEK-3 Managing Project Team.
MID PROJECT & PAPER
WEEK-3,4,5 PRIMAVIRA P6 8.3
Final project
Todays Session Learning Outcomes
After attending this chapter you will be able to
understand
o Project & its types
o Difference between project and routine work.
o Project Management & its Importance .
o Project Management Knowledge Areas
o Project Management and its life cycle or Stages.
o Role of strategy in projects management.
o Key Players of project and their roles
o Project overview Statement ,
Why Project Management?

o Coordinate the various interrelated processes of the project.
o Ensure project includes all the work required, and only the work
required, to complete the project successfully.
o Ensure that the project is completed on time and within budget.
o Ensure that the project will satisfy the needs for which it was
undertaken.
o Promote effective communication between the projects team
members and key stakeholders.
o Ensure that project risks are identifies, analyzed, and responded.
Advantages of Project Management
o Better control of human resources
o Improved customer relations
o Shorter development times, lead times
o Lower costs
o Higher quality
o Higher profit margins
o Improved productivity
What is Project ?
A project is a sequence of Unique, Complex and
connected activities having one goal or purpose
must be completed by a specific time, within
budget, and according to specification.
Key Characteristics of Projects
A project has boundaries, so its extent is
defined.
A project is a one-time effort, usually requiring
finite resources.
There are distinct start and end dates for
projects.
You know when you have reached the end of
the project.

Types of projects.
o Educational Projects.
o Engineering and technology Projects.
o Construction projects.
o Business projects.
o Service Projects.
o Marketing Projects.
o HR Projects.

Difference between Project and Program
CHARACTERISTICS OF A GOOD PROJECT
The major characteristics of a project are as follows:

1. An established objective.
2. A defined life span with a beginning and an end.
3. Usually, the involvement of several departments and
professionals.
4. Typically, doing something that has never been done
before.
5. Specific time, cost, and performance requirements.
Project Management.
Project management is the process of achieving set goals
with in the constrains of time, budget, and staffing
restrictions. It allows you to get the most out of your
available resources.
In Short
It is the process of defining, planning, organizing, leading
and controlling the development of a project.

Project management helps you answer
questions such as:
What is to be done?
Who will complete the task?
When must it be done?
How much will it cost?
What happens if work isnt completed on time?
What are the criteria for success in
Project?
o Completion on time.

o Completion within budget.

o Completion with full functionality.


Project Management
Knowledge Areas
Project Integration Management
Project Scope Management
Project Time Management
Project Cost Management
Project Quality Management
Project Human Resource Management
Project Communication Management
Project Risk Management`
Project Procurement Management
Project Integration
Management
includes the processes and activities that
integrate the various elements of project
management, which are identified,
defined, combined, unified and
coordinated within the project
management phases.
The Project Integration Management
Knowledge Area involves.

Develop Project Charter
Develop Preliminary Scope Statement
Develop Project Management Plan
Direct and Manage Project Execution
Monitor and Control Project Work
Integrated Change Control
Close Project


Project Scope Management
which includes the processes involved in
determining that the project includes all the
work required, and only the work required,
to complete the project successfully.
The Project Scope Management
Knowledge Area involves

Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control


Project Time Management
which includes the processes concerning
the timely completion of the project.
The Project Time Management Knowledge
Area involves

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


Project Cost Management
which includes the processes involved in
planning, estimating, budgeting and
controlling costs so that the project is
completed within the approved budget.
The Project Cost Management Knowledge
Area involves

Cost Estimating
Cost Budgeting
Cost Control


Project Quality Management
which includes the processes involved in
assuring that the project will satisfy the
objectives for which to was undertaken.
The Project Quality Management
Knowledge Area involves.

Quality Planning
Perform Quality Assurance
Perform Quality Control


Project HR Management
which includes the processes that organise
and manage the project team.
Project HR Management Knowledge Area
involves

Human Resource Planning
Acquire Project Team
Develop Project Team
Manage Project Team


Project Communication
Management
which includes the processes concerning
the timely and appropriate generation,
collection, dissemination, storage and
ultimate disposition of project information.
Project Communication Management
Knowledge Area involves

Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders


Project Risk Management`
which includes the processes concerned
with conducting risk management on a
project.
Project Risk Management Knowledge Area
involves

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

Project Procurement
Management`
which include the processes that purchase
or acquire products, services or results, as
well as contract management processes.
Project Procurement Management
Knowledge Area involves

Plan Purchase and Acquisitions
Plan Contracting
Request Seller Responses
Select Sellers
Contract Administration
Contract Closure


Mapping of Processes to
Phases and Knowledge
Areas
Knowledge
Areas
Phases (Process Groups)
Initiation Planning Execution Monitoring &
Control
Closure
Scope
Management
Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control
Time
Management
Activity Definition
Activity Sequencing
Activity Resource
Estimating
Activity Duration
Estimating
Schedule
Development
Schedule Control
Cost
Management
Cost Estimating
Cost Budgeting
Cost Control
Quality
Management
Quality Planning Perform Quality
Assurance
Perform Quality
Control
Human Resource
Management
Human Resource
Planning
Acquire Project Team
Develop Project Team
Manage Project Team
Communications
Management
Communications
Planning
Information
Distribution
Performance
Reporting
Manage Stakeholders
Risk
Management
Risk Management
Planning
Risk Identification
Qualitative Risk
Analysis
Quantitative Risk
Analysis
Risk Response
Planning
Risk Monitoring and
Control
Procurement
Management
Plan Purchases and
Acquisitions
Plan Contracting
Request Seller
Responses
Select Sellers
Contract
Administration
Contract Closure
Project Manager
Competencies, Skills and
LEVEL
Business Achievement
Competencies.

Business Awareness.
Business partner Orientation.
Commitment to quality.

Problem solving Competencies

Initiatives
Information Gathering
Analytical Thinking
Conceptual Thinking

Influencing Competencies

Interpersonal Awareness.
Organizational Awareness.
Anticipation of Impact.
People
Competencies.

Motivating others.
Communication Skills.
Developing others.
Monitoring and controlling.
Self Management
Competencies

Self Confidence.
Self Management.
Concern of Credibility.
Flexibility.

Competency Levels:
Knowledge (I can define it)
Comprehension (I Understand it)
Application (I have used it)
Analysis (I know how each part works)
Synthesis (I can adopt it to other uses)
Evaluation (I know when to use it)
Common Key Players of
project and
their roles.
KEY PLAYERS KEY ROLES
SPONSER.
Initiates a project, adds to the teases' authority,
and are the most senior team members.
Ensure that the project is of real relevance to the organization.
Helps in setting objectives and constraints.
Acts as an inspirational figurehead.
May provide resources.
PROJECT MANAGER.
Responsible for achieving the project overall
objectives and leading the project team.
Produces a detailed plan of action.
Motivates and develops project team.
Communicates project information to stakeholders and other interested
parties.
Monitors progress to keep project on track.
STAKEHOLDER.
Any other party who is interested in, or affected
by the outcomes of the project.
Contributes to various stages of the planning process by providing
feedback.
Might only be involved from time to time.
May not be a stakeholder for the entire project if his or her contribution is
complete.
KEY TEAM MEMBERS.
Assist the project manager and provide the
breadth of knowledge needed.
Make a major contribution in examining feasibility and planning a project.
Lends technical expertise when needed.
Is directly responsible for project being completed on time and within
budget.
TEAM MEMBERS.

Full or part time persons who have action to
carry out in the project plan.
Takes responsibility for completing activities as set out in the project plan.
Fulfills a specialized role if involved as a consultant, or as an individual who
is only needed for part of the project.
CUSTOMER.

Internal or external person who believe from
changes brought about by the project.
Strongly influences the objectives of the project and how its success is
measured.
Dictates how and when some activities are carried out.
Provides direct for the project manager.
SUPPLIER.

Provider of materials, products, or services
needed to carry out the project.
Can become very involved with, and supportive of, the project.
Delivers supplies on time and provides services or goods at a fixed cost,
agreed with the project manager at the outset.
STAGE 1:
Conceptualizin
g-and-Defining
STAGE 2:
Planning-and-
Budgeting
STAGE 3:
Executing
STAGE 4:
Terminating-
and-Closing
Project
overview
Statement
1-Project Overview Statement
o State the problem/Opportunity.
o Establish the Project Goal.
o Define the Project Objectives.
o Identify the Success Criteria.
o List Assumptions, Risk, Obstacles.
o Approval process.

2-Planning and budgeting.
o Define WBS.
o identify Project Activities.
o Estimate Activity Durations.
o Set Milestones.
o Develop Relationships among Activities
o Gantt Chart
o Float and CPM (critical path method)
o Determine Resource Requirement.
o Analyzing Project NETWORK.
o Cost Estimation (Budgeting)
o Prepare Project Proposal


3-Executing
o Recruitment and organize the project team.
o Level Project Resource.
o Schedule and Document work packages.
o Monitor and control progress.
o Close out the project.
4-Terminating & CLOSING
o Train Customer.
o Transfer Documents.
o Reporting.
Organization Strategy
and
Project management
Strategy is implemented through projects. Every
project should have a clear link to the organizations
strategy
Why Project Managers Need to Understand
Strategy
The 1
st
reason is so they can make appropriate
decisions and adjustments.
The 2
nd
reason project managers need to
understand their organizations strategy is so they
can be effective project advocates.
The Strategic Management :
Strategic management is the process of
assessing what we are and deciding and
implementing what we intend to be and how
we are going to get there.

Strategy describes how an organization intends
to compete with the resources available in the
existing and perceived future environment
Strategic Management Process
The typical sequence of activities of the
strategic management process is outlined here; a
description of each activity then follows:

1. Review and define the organizational mission.
2. Set long-range goals and objectives.
3. Analyze and formulate strategies to reach
objectives.
4. Implement strategies through projects.

What Is Organizational Culture?
Organizational culture refers to a system of shared
norms, beliefs, values, and assumptions which
binds people together, thereby creating shared
meanings.
Culture reflects the personality of the
organization and, similar to an individuals
personality, can enable us to predict attitudes
and behaviors of organizational members

Characteristics of Organizational
CULTURE
1. Member identitythe degree to which employees identify with
the organization as a whole rather than with their type of job or field
of professional expertise.

2. Team emphasisthe degree to which work activities are
organized around groups rather than individuals.

3.Management focusthe degree to which management decisions
take into account the effect of outcomes on people within the
organization.

4. Unit integrationthe degree to which units within the organization
are encouraged to operate in a coordinated or interdependent
manner.

5. Controlthe degree to which rules, policies, and direct supervision
are used to oversee and control employee behavior.
6. Risk tolerancethe degree to which employees are
encouraged to be aggressive, innovative, and risk seeking.

7. Reward criteriathe degree to which rewards such as
promotion and salary increases are allocated according to
employee performance rather than seniority, favoritism, or
other nonperformance factors.

8. Conflict tolerancethe degree to which employees are
encouraged to air conflicts and criticisms openly.

9. Means versus end orientationthe degree to which
management focuses on outcomes rather than on techniques
and processes used to achieve those results.

10. Open-systems focusthe degree to which the organization
monitors and responds to changes in the external environment.

Challenges in International
Projects.
o Political disturbances.
o Economy instability.
o Sudden changes in Tax laws.
o Time consuming government procedures.
o Cultural barriers.
o Patent Laws.
o Dispute settlements.

Project
Overview
Statement
1
sT
Step Of
Project Life Cycle
Project Overview Statement (POS)
It is a written one page document
which give us a concise information
about the project.

A general statement of the project
A reference for the planning team
A decision aid for the project
To get management approval to plan the project

POS is used
To secure senior management approval
Assure required resources are available

POS also
Provides continuity for inherited projects
Serves as a reference for project team

Contents of the POS
1. Problem / Opportunity
2. Project goal
3. Project Objectives
4. Success Criteria
5. Assumptions, Risks, Obstacles
1-Stating the Problem /
Opportunity
Situations that lead to P/O
Known problem / opportunity area
Customer Request
Corporate Initiative
Mandated Requirements
Market demand
Organizational need
Legal requirement
Technological advance
Social needs

Conditions of Satisfaction
(COS)
COS process is to negotiate to closure on
exactly what will be done to meet the
request. Obviously, some type of
compromise will be negotiated.
Requester -- Provider

Request
Clarification
Provider restates request
Discuss until both agree on understanding
Response
Provider states what will be done for request
Agreement
Requester restates response
Discuss until both agree on understanding

2-Establishing Project Goal
There must be one, single goal
Clearly stated
No possibility for misunderstanding
Short and to-the-point
Leave specific dates to planning phase, if
possible
George Dorans S.M.A.R.T.
Specific
Measurable
Assignable
Realistic
Time-related
3-Defining Project Objectives
More detailed version of goal statement
Clarify exact boundaries
Is it clear what is not part of project?
May change during project planning
Characteristics of an Objective
STATEMENT
An outcome A statement of what is to
be accomplished.
A time frame A preliminary estimate of
duration.
A measure Metrics that will measure
success.
An action How the objective will be met
4-Identifying Success Criteria
Normally fall into one of three categories
Increased revenue
Reduced costs
Improved service
Must be
Well-defined
Measurable
Subjective measures will not do
5-Assumptions, Risks, Obstacles
Focus on most significant issues
Meaningful to senior management
General areas of concern
Technology
Environment (of project)
Interpersonal issues
Cultural issues
Cause and effect relationships
Added Detail: Attachments
Risk Analysis
More detailed
Financial Analysis
Feasibility Studies
Cost-benefit Analysis
Break-even Analysis
Return on Investment
Plan Approval
POS serves three audiences:
Senior Management
Customer
Team
Gaining management approval is key
event in project!
Participants in Approval
Process
Core project team
Project team
Project manager
Resource managers
Function/process managers
Sometimes also project manager
Senior management
Project Approval
Possible outcomes
Approval
Recalibration for resubmission
Resubmission at a later time
Rejection
POS
Template
POS
Example

PROJECT OVERVIEW
STATEMENT
Project Name
"taking a course in project
management."
Project No.
005
Project Manager
Not yet assigned
The problem is that your employer would like you to take on more management duties, but you don't
yet have the experience or knowledge. The opportunity is that your employer will pay for your tuition!
Your goal is: "Complete an online course in project management at the University of Washington by
the end of June of this year, with a grade of 3.0 or better, and be able to write a scope definition, a
Project Overview Statement, and a Work Breakdown Structure for a project at your workplace."
Success Criteria
Your criteria for success are the grade of 3.0 and your ability to show your employer that you can
write a scope definition and a POS that will get customer approval, and a Work Breakdown Structure
that can be followed by the project team.
Assumptions are that
you have a working computer with a good Internet connection, and you have basic computer
skills;
the UW is offering the course you need between now and June of this year;
your employer has budgeted for the tuition and materials;
you have at least 20 hours a week to study and complete assignments.
Risks include
the possibility that your computer could crash during a crucial moment in the course;
the chance of a family emergency taking time away from your studies;
the possibility that you don't have the ability to acquire the skills your employer wants.

Prepared by Gavin Norquay Partners:
Maybe, IATSU if not DOA.
Date
May 23, 2007
Class EXERCISE. Write a POS:
The problem is that your Organization's
finance department is working manually
which creates a problem for faculty and
students. You need to computerize the
whole system. (Purchase and Install
Software)

Assignment.
Identify the project idea from your work Situation
or related to your are of specialization and try to
develop POS for it. Pay particular attention to the
language that you use.

Remember: anyone in the enterprise who may have
a reason to read your POS should be able to
understand it.