Project Management Professional

Project Management Professional

Course overview

Integration Management

Organizational structure

Can affect the availability of resources and influence how projects are conducted

Define the authority level of PM

Project management office

Functional Organization

Project Management Overview

This is the most common form of organization.

The organization is grouped by areas of specialization within different functional areas (Le., accounting, marketing, and manufacturing)

Projects generally occur within a single department.

If information or project work is needed from another department, the request is transmitted up to the head of the department, who communicates the request to the other department head.

Otherwise, communication stays within the project.

Team members complete project work in addition to normal departmental work.

The Project Life Cycle and Phases

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The PMO may:

Help provide resources

Monitor compliance with organizational processes

Help gather lessons learned and make them available to other projects

Provide templates (Le., for work breakdown structures)

Provide guidance

Provide centralized communication about the projects

project Be part of the change control board

Be a stakeholder

Project life cycle is a collection of sequential phases determined by management to control the needs

of an organization involved in a project.

Can be shaped to fit of the project

Projectized Organization

Where large or complex projects may be separated into distant phases or sub-projects such as feasibility study, concept development, design, prototype, build, test, etc.

In a projectized organization, the entire company is organized by projects.

The project manager has control of projects. Personnel are assigned and report to a project manager.

Team members complete only project work. and when the project is over, they do not have a department to go back to.

They need to be assigned to another project or get another job with another employer.

Communication generally occurs only within the project.

Closing

Life Cycle Phases

What is a project?

• This phase represents the completed project
• Once a project is complete, a PM will often hold a meeting “post mortem” – to evaluate what went well in a project and identify project failures

Executing

• Cover all activities required to bring closure to the project.
• Includes product acceptance
• Perform a final project budget and prepare a final project report.
• Finally, they will need to collect all project documents and deliverables and store them in a single place.

• This is the phase where deliverables are developed and completed
• A “kick-off” meeting usually marks the start of the Project Execution phase where the team members are informed of their responsibilities.
• Tasks completed during the Execution Phase include:

Planning

Matrix organizaton

• Project manager and team plan for all of the work to be done

" developing a road map that everyone will follow"

• Assign resources
• Execute project management plan
• Procurement management if needed
• PM directs and manages project execution
• Status meetings
• Modify project plans as needed

• The scope of the project is defined and a project management plan is developed.

Initiating

It involves identifying the cost, quality, available resources, and a realistic timetable.

The project plans also includes establishing baselines or performance measures. These are generated using the scope, schedule and cost of a project.

A baseline is essential to determine if a project is on track.

• The project objective or need is identified
• A feasibility study is conducted "Should we do the project"
• Start the project with a project request to address a problem or a business need
• Identify major deliverables and major stakeholders

Deliverables within the Closing Phase include:

• Delivery of product to client;
• Project files;
• historical information (knowldege base)

This form is an attempt to maximize the strengths of both the functional and projectized (it’s a blend)

The team members report to two bosses: the project manager and the functional manager.

Communication goes from team members to both bosses

.

Team members do project work in addition to normal departmental work.

• A Project is a vehicle that companies use to achieve their strategic goals
• “A temporary endeavor undertaken to create a unique product, service, or result,”
• progressive elaboration

Involves continuously improving and detailing a [project] plan

Enables better control and understanding

Deliverables within the Planning Phase include:

• Develop Project Plan;

Business need

The Business Need describes why the organization is initiating the project

(market demand, technological advance, legal requirement, government regulation, etc.).

Project request by project sponsor

or by senior management

• Stakeholders are identified
• Divide large project into phases
• Understand the business case

Idea

Project Charter developed and promote engagement of a project manager

Uncover initial requirements

and risks

Create measurable objective

In a strong matrix. power rests with the project manager.

In a weak matrix. power rests with the functional manager.

and the power of the project manager is comparable to that of a coordinator or expediter.

In a balanced matrix, the power is shared between the functional manager and the project manager.

Deliverables within the Initiation Phase include:

• Develop a business case;
• Develop the Project Charter;
• Major Stakeholders

Projects Vs Operational Activities

Project vs. Product Life Cycles

characteristics of Project Phases

Project Organizational Activities

Temporarily Ongoing

Unique Repetitive

Products life cycle:

• product development
• product introduction to the market
• product growth
• product maturity
• eventual product decline.

• The word “phase” means a stage within a process of change or development.
• Phases are due to the iterative nature of processes and work that is developed to deliver a project’s Deliverables.
• Deliverables are usually sequential in nature, which in turn supports the iterative project processes.
• End of a phase can be represented by a milestone that used for productivity measurements.

Market changes over time

competitive alternatives enter

the market

Revenues peak

Revenues increases

Initial stages of

market acceptance

No revenues

What is Project Management?

Project management is the “application of knowledge, skills,tools and techniques to project activities to meet project requirements.”

• Applied to projects, not to Operational activities

Project life cycle :

Most of the time projects are undertaken to produce a product, and once the product is delivered the project is closed

Overlapping Phases

a phase may remain open while new activities are initiated within the next phase. start one prior to completion of the previous,

ex: Fast tracking.

Sequential Phases

phase starts only when the previous one complete

This department centralizes the management of projects.

A PMO usually takes one of three roles

Supportive

Controlling

Provide templates

best practices,

trainings

and access to lessons learned of other projects

Provide support and guidance how to manage projects,

Adopt project management framework and methodologies

Directing

Take control of the project by directly managing the project

Time: complete the project by June 15

Cost: Complete the project less than 125,000 $

Scope: complete all the work listed

Quality:There should be nor more than 3 bugs per module

Risk: the risk score for the project should be no more than 60 pn a 1 to 80 scale

Resources:Only three resources will be available from marketing department

At the end of phase review there is a natural point, also called a phase gate, phase exit point or kill point

To reassess the activities and to change or terminate the project if necessarily.

Project Constraints

Project Management Process Groups

Count the Numbers of Fs you find

in

the next sentence .