Project ManagementProject Management

An overviewAn overview

What is a ProjectWhat is a Project A temporary job to accomplish a A temporary job to accomplish a

specific taskspecific task AttributesAttributes

Unique purposeUnique purpose Involves resourcesInvolves resources May involve uncertaintyMay involve uncertainty

Factors influencing a projectFactors influencing a project GoalGoal TimeTime CostCost

Project managementProject management

Involves applications of Involves applications of knowledge, skills, tools and knowledge, skills, tools and techniques to project activities in techniques to project activities in order to meet or exceed order to meet or exceed stakeholders’ expectation from a stakeholders’ expectation from a projectproject

The processThe process

TT

Who are stakeholdersWho are stakeholders Are the people involved or Are the people involved or

affected by the projectaffected by the project It may beIt may be

The project sponsor and the teamThe project sponsor and the team Support staffSupport staff CustomersCustomers UsersUsers Supplier etc.,Supplier etc.,

Tools and TechniquesTools and Techniques Assist the team in various Assist the team in various

functionsfunctions Some toolsSome tools

ScopeScope Critical path analysis, PERT and Critical path analysis, PERT and

Gantt chartsGantt charts Cost estimatesCost estimates

AdvantagesAdvantages Minimizes surprisesMinimizes surprises Provides assurance and reduces Provides assurance and reduces

riskrisk Manages resources effectivelyManages resources effectively Helps in future plansHelps in future plans Integrates activities of people Integrates activities of people

from different functions – from different functions – Encourages teamworkEncourages teamwork

RiskRisk ComplexityComplexity

Pace of technological changePace of technological change Interdependency of componentsInterdependency of components

Clarity – the ability to define the Clarity – the ability to define the requirements clearlyrequirements clearly

SizeSize

StepsSteps Visualizing the projectVisualizing the project Identifying of requirementIdentifying of requirement Organizational integrationOrganizational integration Team managementTeam management Risk and opportunity managementRisk and opportunity management Project controlProject control Corrective actionCorrective action

Project Time managementProject Time management

Why Time management?Why Time management? Delivering projects on time is high Delivering projects on time is high

on agenda for managerson agenda for managers Time is not a flexible unit; It Time is not a flexible unit; It

passes no matter what happenspasses no matter what happens Scheduling project which involves Scheduling project which involves

many components is main reason many components is main reason for conflictsfor conflicts

ProcessProcess Activity definitionActivity definition SequencingSequencing

Building dependenciesBuilding dependencies Estimating durationEstimating duration Developing scheduleDeveloping schedule Controlling scheduleControlling schedule

Project network diagramProject network diagram A method for showing activity A method for showing activity

sequencingsequencing Portrays logical relationships Portrays logical relationships

among activitiesamong activities Schematic display of Sequencing Schematic display of Sequencing

of Project activitiesof Project activities

Sample network diagramsSample network diagrams Also called Activity Also called Activity

on Arrow diagramson Arrow diagrams Activities Activities

represented by represented by arrowsarrows

Nodes or circles are Nodes or circles are starting and ending starting and ending point of activitiespoint of activities

Can show only Can show only Finish-to-Start Finish-to-Start dependenciesdependencies

Precedence diagramPrecedence diagram Activities Activities

represented by represented by boxesboxes

Arrows show Arrows show relationships relationships between activitiesbetween activities

Better at displaying Better at displaying dependenciesdependencies

Used by Project Used by Project management management softwaresoftware

Duration estimatingDuration estimating After defining the activities and After defining the activities and

determining their sequence, the determining their sequence, the next step is estimating durationnext step is estimating duration

Duration means time worked on Duration means time worked on activity plus time elapsedactivity plus time elapsed

Duration estimating should be Duration estimating should be done by people doing the work done by people doing the work and reviewed by managementand reviewed by management

Schedule developmentSchedule development Determines the start and end date Determines the start and end date

of project and other activitiesof project and other activities The goal is to create a realistic The goal is to create a realistic

project schedule that works as the project schedule that works as the basis for monitoring project basis for monitoring project progressprogress

Important tools are Gantt charts, Important tools are Gantt charts, PERT and Critical Path analysisPERT and Critical Path analysis

Gantt chartsGantt charts Provides a standard format for Provides a standard format for

displaying project schedule by listing displaying project schedule by listing activities and their corresponding start activities and their corresponding start to finish dates in a calendar formatto finish dates in a calendar format

Symbols used areSymbols used are A black diamond – milestones or events A black diamond – milestones or events

with zero durationwith zero duration Thick black bars – Summary tasksThick black bars – Summary tasks Light horizontal bars – tasksLight horizontal bars – tasks Arrows – dependencies between tasksArrows – dependencies between tasks

Sample Gantt chartSample Gantt chart

Finding the critical path for a Finding the critical path for a projectproject Develop a project network Develop a project network

diagramdiagram Add the durations of all activities Add the durations of all activities

on each path through the network on each path through the network diagramdiagram

The longest path is the critical The longest path is the critical pathpath

Using software in time Using software in time managementmanagement Helps people exchange project Helps people exchange project

related informationrelated information Help analyze tradeoffsHelp analyze tradeoffs

Features of Project Features of Project management(MS Project) management(MS Project) softwaresoftware

Reports Views and Table Views Filters Overview reports: critical

tasks and milestones Current activities reports:

unstarted tasks, tasks startingsoon, tasks in progress,completed tasks, should havestarted tasks, and slippingtasks

Assignment reports: whodoes what when

Gantt chart, PERTchart, Tracking Gantt,schedule, tracking,variance, constraintdates, and delay

All tasks,completed tasks,critical tasks,incomplete tasks,and milestonetasks