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Project management

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Ingrid Amoghli

on 23 January 2013

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Transcript of Project management

Defining the project Project Management Step 1: Project scope definition Establishing project prioorities Step 3 Step 4: Step 5:
Closing the WBS for the information system WBS OBS Work Breakdown Structure Organization Breakdown Structure Process Breakdown Structure How different from WBS:
Applied to Less Tangible project
Process oriented
Project organised around phases
Deliverables :Output of a phase
Exit requirements: Checklist for each phase Responsibility Matrix What is RM?
Linear responsibility chart
Summarizes the task
Provides means to responsibilities and task assignments
Where to use: small projects
Why to use:Helps to make work content of project clear Project Communication Plan Communication is key component
Project Communication Plan:
Addresses core questions
Ensures transparency

Developing PCP-Basic steps:
Stakeholder Analysis
Information needs
Sources of Information
Dissemination modes
Responsibility and timing Main objective is to establish the importance and understanding of project definition using a systematic framework of guidelines listed below. Work breakdown structure
integrated information system
Process breakdown structure
Responsibility matrices
Communication plan How crucial is project scope? In a study involving more than 1400 project managers in Canada and United states,Gobeli and Larson found out that approximately 50 percent of Planning problems relate to unclear definition of scope and goals.
Poorly defined scope or mission is the most frequently mentioned barrier to project success.
In essence, a strong link exists between project success and a clear scope definition Project scope as a concept- key facts "We can only control what we have planned"
First step in developing a project plan
Sometimes known as statement of work or project charter
End result or mission
Deliverables of end-user and provides focus for the project plan
Used by project participants to plan and measure success
Must be developed under the direction of project manager and customer
Apply KISS principle- 1-2 pages only Project scope checklist Project scope concept- real life scenario Ultimate success-> meeting or exceding the expectations of the beneficiaries (customers or managers). Cost Scope Time Quality Project scope definition components: •Project objective- defining the overall project goal to meet customer's need

•Deliverables-Expected outputs in terms of what, how much and when

•Milestones- identifies specific landmarks in terms of time, cost and resources

•Technical Requirements- technical specifications crucial to project success

•Limits and Exclusions- Do's and wont's i.e boundaries should be clearly stated to avoid false expectations.

•Reviews with customer- Scope definition must be cross checked with clients. •Project objective: To construct an ultra-modern student pub within 6 months at a maximum cost of 200,000 euros within the europle region.

•Deliverables: - A well furnished and completed 1500 capacity pub-A bar area, toilletes, backroom staff office etc

•Milestones: -1st september:location secured•-10th october: permit secured•Technical requirements: must comply with all french health and safety regulations

•Limits and exclusions:Drinks will not be provided on conclusion of project

•Customer Review: Omar and Matthias entertainment

•Final warning: in case of change of scope along the project line, it is essential to have a sound change process in place that records and keeps log of project changes. Constraint: Parameter fixed. Project must meet the date, specifications and scope, or budget that were originally set.

Enhance:Which criterion should be optimize?

Reduce cost
Shorten schedule
Adding value to the project

Accept:For which criterion is it acceptable not to meet the original parameters? Priority Matrix Step 2: Establishing project priorities Purpose: define and agree on what the priorities and constraints of the project are, so the right decisions can be made when necessary.

Useful for:
Create shared expectations and avoid misunderstanding.
Priority information essential to planning process, where adjustments can be made.
Midway, for approaching a problem that must be solved.

PRIORITIES CAN CHANGE AND NEED PROJECT MANAGEMENT READY CREATING THE WORK BREAKDOWN STRUCTURE It’s the hierarchical outline that helps to identify all the products and work elements involved in a project.
It integrates the project with the current organization and establishes a basis for control.
It’s the Relationship of the final deliverable (the project) to its sub deliverables, and how they’re related to work packages.
Best suited for designing and building projects that have tangible outcomes rather than process-oriented projects. MAJOR GROUPINGS and HIERARCHICAL BREAKDOWN HOW WBS HELPS THE PROJECT MANAGER WBS facilitates evaluation of cost, time, and technical performance of the organization at all the levels of project life.
It Provides management with information appropriate to each level of the organization.
WBS helps in integration of work and organization which helps in development of the organization breakdown structure (OBS), which assigns project responsibilities to organizational units and individuals.
Helps in planning, scheduling, and budgeting the project
Defines communication channels and assists in understanding and coordinating the various project elements. Work Packages A work package is the lowest level of the WBS.
It helps to meet the output:
Defines work (what)
Identifies time to complete a work package (how long) – Will the project finish in specific time?
Identifies a time-phased budget to complete a work package (cost) – Will the project come in under budget?
Identifies resources needed to complete a work package (how much)
Identifies a single person responsible for units of work (who)
Identifies monitoring points (milestones) for measuring success. •Link to the organizational units responsible for performing the work.

•It’s making clear the mission of each member of the company. •Defines the organisation’s subdeliverable in successfully smaller and smaller units

•It is used to then make the OBS (how the firm is organized to discharge work responsibilities. Major strength of using WBS and OBS : they can be integrated •Coding system: Gain maximum usefulness of a breakdown structure
•The codes are used to define levels and elements in the WBS
•Most commonly used sheme is umeric identification.
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