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Managing Projects

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MNorris Ismail

on 9 June 2015

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Transcript of Managing Projects

What is Project?
About Project Management
Successful Project Management can be defined as having achieved the project objectives:
Within time
Within cost
Within desired performance / quality level
While utilizing resources effectively and efficiently
Accepted by Customer
Project Charter
Monitor & Control
Project Planning
The Project Manager
Managing Projects
Presented by
M. Norris Ismail
The word project comes from the Latin word projectum from the Latin verb proicere,
………."to throw something forwards“…

The word "project" thus actually originally meant
"something that comes before anything else happens".

When the English language initially adopted the word, it referred to a plan of something, not to the act of actually carrying this plan out. Something performed in accordance with a project became known as an "object".

Have specific objective to be completed within certain specification
Have defined START and END time
Have funding limits
Consume resources
Temporary (finite)
Several weeks to several years.
End reached when project objectives achieved.
Unique Products, Services or Results
Progressive elaboration
Develop in steps, continue by increments.
Not “scope creep”.

Project vs Operation.....

Purpose: attain objective then terminate.
Purpose: sustain business.
Performed by people.
Constrained by limited resources.
Planned, executed, controlled.
Develop a Landfill.
Develop new facilities.
Develop new product / services
Design new car model
Develop new information system
Construct a building
Running a campaign
Implement new business procedure
Getting married ??

Reason Projects are Authorized:
Driving forces are problems, opportunities or business requirements:
Market demand.
Customer request.
Organizational need.
Technological advancement.
Legal requirements.
Social needs.
PM Triangle
Human Resources
Good Customer Relationship
Accomplished through the application and integration of 5 PM Process Groups:
1917 – Gantt Chart
Henry Laurence Gantt
(1861 – 23 November 1919)
Visual aid for planning & controlling his shipbuilding projects
Helped to significantly reduce time to build cargo ships during World War 1
Work Breakdown Structure

The WBS is a view into the project which shows what work the project encompasses.

It is a tool which helps to easily communicate the work and processes involved to execute the project.

The Project Manager and project team use the WBS to develop the project schedule, resource
requirements and costs.
Breakdown in communication!

Planning for a Typical Project
Consider the Following Communications.
A project manager is a professional in the field of project management.
Project managers can have the responsibility of
the planning, execution and closing of any project.

Project managers are change agents:
they make project goals their own and
use their skills and expertise
to inspire a sense of shared purpose
within the project team.

Organized adrenaline of new challenges and
the responsibility of driving business results.
The first project document is the project charter, which includes:
Business case
Scope and deliverables
Resources needed
Milestone plan and timeline
Cost estimate
Risks and issues
The charter answers the basic question, "What are we trying to do?"
All projects start with an idea for a product, service, or other desirable outcome. The initiation process group determines the nature and scope of the project.

The key project controls needed, are an understanding of the business environment and making sure all necessary controls are incorporated into the project. Any deficiencies should be reported and a recommendation made to fix them.
Project Team
A project team is a team whose members usually belong to different groups, functions and are assigned to activities for the same project.
A team can be divided into sub-teams according to need.
Usually project teams are only used for a defined period of time.
A team is defined as “an interdependent collection of individuals who work together towards a common goal and who share responsibility for specific outcomes of their organizations”.
Project Stakeholder

A stakeholder is a person or group of people who can affect or be affected by a given project.

Stakeholders can be:-
individuals working on a project,
groups of people or organizations,
or even segments of a population.
Deliverables Definition
Define the Deliverables on Your Projects
Milestones Definition
Milestones vs Tasks vs Phases
The project is planned to an appropriate level of detail.
The main purpose is to plan time, cost and resources adequately to estimate the work needed and to manage risk effectively during project execution.

This is recorded in the project management plan. As with the initiation process group, a failure to plan adequately lessens the project's chances of success.
Project planning includes:
Developing the scope statement
Developing the schedule (Gantt chart)
Developing the budget
Selecting the team
Creating a work breakdown structure
Identifying deliverables
Risk planning
Communication planning
This information forms the project contract, used to gain formal approval to begin work.
Execution consists of the processes used to complete the work defined in the project management plan, to accomplish the project's objectives.

The execution process involves co-ordinating people and resources, as well as integrating and performing the activities of the project.

The deliverables are produced as outputs from the processes performed as defined in the project management plan.
The monitoring and controlling process group involves managing and tracking the project, so potential problems can be identified quickly and corrective action taken.

To do this the project management plan is used.
Monitoring and controlling includes:
Measuring the ongoing project activities (where are we, against where we should be?)
Monitoring the project variables (cost, effort, scope) against the project management plan and the project baseline (where should we be?)
Identifying corrective actions to address risks and issues (how can we get back on track?)
Managing changes using our change control process (what is the impact of this change?)
The monitoring and controlling process group ends once the project has achieved its goals and objectives as detailed in the project contract.

A project may be stopped before completion for various reasons, including changes in the business, lack of resources or higher priorities.
Project closing is an important part of project management, sometimes overlooked. A project that is not closed will continue to consume resources.

Closing a project means;
finishing all activities across all process groups,
splitting up the project team,
and signing off the project with the customer.
At this point it is important to know how well the project has performed. This is done using the project closure report. It communicates how well the project has performed against;
its original business case,
quality measures,

Rather than leave valuable project experiences locked in peoples heads, it's a good idea to complete and publish a lessons learned report. This is used to pass on valuable learning that can be applied to future projects.
Project Charter

A Description Of What Is WANTED….
………………….. And MEASURES Of Success.

A statement of the scope, objectives and participants in a project.

It provides a preliminary delineation of;
roles and responsibilities;
outlines the project objectives;
identifies the main stakeholders; and
defines the authority

…….. of the project manager.

It serves as a reference of authority for the future of the project.

The terms of reference is usually part of the project charter.
How to create Project Charter?

1. Identify the Project Vision
2. Describe the Project Organization.
3. Plan the Approach to Implementation.
Implementation Plan.
Resource Plan.
4. List the Risks and Issues.
How to create Project Plan?
1. Set the direction.
2. Task Selection.
3. Inter-linking.
4. Resource Assignment.
5. Baseline, Actuals and Reporting.
Tricks of The Trade For Having a Good Project Plan (BARF)
How To Initiate Project Successfully?
1. Develop a Business Case.
2. Undertake a Feasibility Study.
3. Establish the Project Charter.
4. Appoint the Project team.
5. Set up a Project Office.
6. Perform Review.
How To Fail Your Projects?
Never plan.
Don’t communicate.
Forget leadership, it’s over-rated.
Fall in love with Scope Creep.
Forget your customer, once the project has started.
SOW is a formal document that captures and defines the work;
- activities,
- deliverables, and

A vendor must execute in performance of specified work for a client. The SOW usually includes detailed requirements and pricing, with standard regulatory and governance terms and conditions.
Risk Management
What constitutes a risk?
Anything that could cause a slippage to project
Anything that appears to be unaccounted for in the plan
Anything that could possibly happen from your experience
How is a risk Recorded?
Risk Register
How is a risk Assessed?
Combination of 2 factors:
Probability of risk occurring in your project
Impact of risk on your project
How is a risk Managed?
Mitigation actions identified for each risk
Identify risk owners who are accountable for managing the risk
Risk register reviewed and updated regularly i.e. every week
Project Reports:
To quantify the position of the project.
To assist decision making and problem solving.
Project Records
Project Presentations
Feedback from Stakeholders
Stakeholder Notifications
Lesson Learned Documentation
How to Control the Project?
Reconfirming the plan
Assessing performance
Taking corrective action
Keeping people informed 
How To Track Your Projects?
1. Time & Cost.
2. Resource Allocation.
3. Progress & Efficiency.
4. Risks, Changes, Issues.
5. Project Health.
How To Manage Your Project Finance?
1. Set the Budget.
2. Backup Funding.
3. Weekly Tracking.
4. Realignment.
5. Cash flow
How To Manage Your Project Configuration?
Roles & Responsibilities
Configuration Control
Configuration Management Database (CMDB)
Configuration Status Accounting
Configuration Audits
When Your Project “Goes Wrong”.
1. Stocktake.
2. Re-plan.
3. Brainstorm.
4. De-scope.
5. Get Support.
6. Control Change.
7. Rally.
8. Communicate.
What are the triggers for a project to enter the Closing Phase?

The work has been completed and the deliverables have been accepted by the project sponsor (e.g. the project is 100% completed).

The work has been cancelled or suspended by the project sponsor
Wednesday 10th - 11th June'15
9:00 am 5:00pm
Hotel Perdana Kota Bahru, Kelantan
Celeberate and
Full transcript