ADVANCE PROJECT

MANAGEMENT

Executive Master in Safety

Health & Environment
 Objectives
To explain the main tasks undertaken by project
managers
To introduce project management and to describe
its distinctive characteristics/ areas
To discuss project planning and the planning process
To show how graphical schedule representations are
used by project management
To discuss the notion of risks and the risk
management process
 What is a Project?
A project is a temporary endeavor undertaken
to produce a unique product or service

Temporary Characteristics of Unique

Projects

Temporary Definitive beginning and end

Unique New undertaking, unfamiliar ground
 Project Success

Customer Requirements Completed within allocated

satisfied/exceeded time frame

Completed within allocated Accepted by the customer

budget
 Project Failure

Poor Requirements
Scope Creep
Gathering

Unrealistic planning and Lack of resources

scheduling
 What is Project Management
Project Management is the application of skills,
knowledge, tools and techniques to meet the needs
and expectations of stakeholders for a project.
The purpose of project management is prediction
and prevention, NOT recognition and reaction
Comprehensive Approach to Balance
the Project Contraints
Increased Scope = increased time + increased
cost
Tight Time = increased costs + reduced scope
Tight Budget = increased time + reduced
scope.
Increased Quality
Allocated Resources
Less Risk
Key Areas of Project Management
Integrated Management
Scope Management
Cost Management
Quality Management
Communications Management
Risk Management
Human Resource Management
Procurement Management
Integrated Management
 Integrated Management
Project Plan Development: taking the results of other
planning processes and putting them into a
consistent, coherent documentthe project plan
Project Plan Execution: carrying out the project plan
Integrated Change Control: coordinating changes
across the entire project
 Scope Management
The term scope has two distinct uses- Project Scope
and Product Scope.
Scope involves getting information required to start a
project, and the features the product would have that
would meet its stakeholders/ customers requirements.
Project Scope "The work that needs to be
accomplished to deliver a product, service, or result
with the specified features and functions."[1]
Product Scope "The features and functions that
characterize a product, service, or result."[1]
 Procurement Management
Procurement planning: determining what to procure and
when
Solicitation planning: documenting product requirements and
identifying potential sources
Solicitation: obtaining quotations, bids, offers, or proposals as
appropriate
Source selection: choosing from among potential vendors
Contract administration: managing the relationship with the
vendor
Contract close-out: completion and settlement of the contract
 Cost Management
This process is required to ensure the project
is completed within the approved budget and
includes:
Resources:
people
equipment
materials
Budget
Quantities
 Project staffing
May not be possible to appoint the ideal people to work on a
project
Project budget may not allow for the use of highly-paid staff;
Staff with the appropriate experience may not be available;
An organisation may wish to develop employee skills on a software
project.
Managers have to work within these constraints especially when
there are shortages of trained staff.
 Quality Management
Quality Management is the process that
insure the project will meet the needs
conformance to requirements - Crosby

fitness for use - Juran

the totality of characteristics of an

entity that bear on its ability to
satisfy stated and implied need - ISO 8402:1994
 Communications Management
This process is necessary to ensure timely and appropriate
generation, collection, dissemination, and storage of project
information
 Risk Management
Risk identification and mitigation strategy
Risk update and tracking

Risk POTENTIAL negative impact to project

Tree location, accessibility, Weather

ownership
 Risk Management
Risk management is concerned with
identifying risks and drawing up plans to
minimise their effect on a project.
A risk is a probability that some adverse
circumstance will occur
Project risks affect schedule or resources;
Product risks affect the quality or performance of
the software being developed;
Business risks affect the organisation developing
or procuring the software.
 The risk management process
Risk identification
Identify project, product and business risks;
Risk analysis
Assess the likelihood and consequences of these
risks;
Risk planning
Draw up plans to avoid or minimise the effects of
the risk;
Risk monitoring
Monitor the risks throughout the project;
 Monitoring & Control Management
Monitoring and Control are opposite sides of
selection and planning
bases for selection dictate what to monitor
plans identify elements to control
Monitoring is collection, recording, and reporting of
information
Control uses monitored information to align actual
performance with the plan
 Change Control Management
Define how changes to the project scope will
be executed
Scope Change Technical Specification Changes

Schedule changes

All changes require collaboration and buy in via the project sponsors signature
prior to implementation of the changes
 Change Control Management
Define how changes to the project scope will
be executed
Formal change control is required for all of the
following
Scope Change
Schedule changes
Technical Specification Changes
Training Changes
All changes require collaboration and buy in
via the project sponsors signature prior to
implementation of the changes
 Project Management Phase/ Process
Project management as "the application of
knowledge, skills, tools and techniques to a broad
range of activities in order to meet the
requirements of a particular project." The process
of directing and controlling a project from start to
finish may be further divided into 5 basic phases
or process:
Initiating phase
Definition and planning phase
Executing phase
Controlling phase
Closing phase
 Project Constraints

Time

Quality
Resources
Risk
Cost Scope
 Project Contraints
Increased Scope = increased time + increased
cost
Tight Time = increased costs + reduced scope
Tight Budget = increased time + reduced scope.
Increased Quality
Allocated Resources
Less Risk
 Project Life Cycle

Definition & Monitoring &

Initiating Executing Controlling Closing
Planning
Phase Phase Phase Phase
Phase
Project Life Cycle
 Initiation Phase
Define the need
Return on Investment Analysis
Make or Buy Decision
Budget Development
 Definition Phase

Determine goals, scope and project

constraints
Identify members and their roles
Define communication channels, methods,
frequency and content
Risk management planning
 Planning Phase

Resource Planning
Work Breakdown Structure
Project Schedule Development
Quality Assurance Plan
The project scheduling process
 Work Breakdown Structure
For defining and organizing
the total scope of a project
First two levels - define a set
of planned outcomes that
collectively and exclusively
represent 100% of the
project scope.
Subsequent levels -
represent 100% of the scope
of their parent node
 Executing Phase

Execute project plan and accomplish project

goals
Training Plan
System Build
Quality Assurance
 Monitoring & Control Phase

Monitoring and Control are opposite sides of

selection and planning
bases for selection dictate what to monitor
plans identify elements to control
Monitoring is collection, recording, and
reporting of information
Control uses monitored information to align
actual performance with the plan
 Closing Phase

Contractual Closeout
Post Production Transition
Lessons Learned
 Project Management Tools
PERT Chart- designed to
analyze and represent the
tasks involved in completing
a given project
Gantt Chart - popular type
of bar chart that illustrates a
project schedule
Project Management Fundamental
Project Management Fundamental
Project Management Fundamental
Project Management Fundamental
Project Management Fundamental
 Role of a Project Manager

Project issues
Disseminating project information Implementing standard processes
Mitigating project risk Establishing leadership skills
Quality Setting expectations
Managing scope Team building
Metrics Communicator skills
Managing the overall work plan

Process People
Responsibilities Responsibilities
Project Management Tools
Gantt Chart
Advance Project Management

THE END