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Session 2 ProJect Management

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Session 2 ProJect Management

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nihal29111998
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Contemporary Project

Management for the 21st


Century

Rohit Joshi,
Indian Institute of Management, Shillong
Four Questions before we start
1. What percentage of your day is spent on
something that someone else has started?
2. What % of your day is spent on something
that some else has to redo?
3. What % of day you do not add value to
system?
Value adding activity:
Activity leading to customer
Some physical change
Right at first time
4. How do your most important customer
would rate you in fulfilling the
requirements?
( on 1-10 scale)

Q1.
Q2. Current Level of Efficiency
Q3.

Q4. Current Level of Effectiveness


Efficiency -
50%
4. How do your most important customer
would rate you in fulfilling the
requirements?
( on 1-10 scale)

Q1.
Q2. Current Level of Efficiency
Q3.

Q4. Current Level of Effectiveness


Efficiency - Project Management
is all about improving
50%
these two numbers
Glance the last class
• Management
• Project
• How it differs from operations
• 3 Pillars of PM

• Today we will talk about Project Life


Cycle and Project Initiation
Project Management
Activities

 Planning
 Objectives  Scheduling
 Resources  Project
 Work break- activities
down  Start & end
structure times
 Organization  Network

 Controlling
 Monitor, compare, revise,
action
Project Planning, Scheduling,
and Controlling

Before Start of project During


project Timeline project
Project Planning, Scheduling,
and Controlling

Figure 3.1
Before Start of project During
project Timeline project
Project Planning, Scheduling,
and Controlling

Figure 3.1
Before Start of project During
project Timeline project
Project Planning, Scheduling,
and Controlling

Figure 3.1
Before Start of project During
project Timeline project
Project Management….

Work Smart Not Hard !!!


Time vs Worry

Week Week
1 8
Project Life Cycle
Project management is about acquiring or
achieving the project goal

Most projects need to be broken down


into a logical sequence of ‘phases’, known
as the project life cycle.
Phases of a Project
 Organisations normally break a
project down into several project
phases for better management
control
 Collectively, the project phases are
known as the project life cycle
 Each project phase is marked by
the completion of one or more
deliverables.
Stage Gates
 Each phase ends with a review
of the deliverables and
performance in order to detect
and correct errors and to decide
if the project should continue
into the next phase.
 The phase end reviews are
often called phase exits or
stage gates.
4 Phases of a Project
 project initiation
 project planning
 project
execution and
control
 project closure
Collectively these four phases represent the
‘project life cycle.’
4 Phases of a Project
Project Project Project Project
Initiation Planning execution closing
and control
Scope WBS Network Hand over
identification OBS diagrams Commission
Team set up Scheduling Reporting
Project
definition

Project life cycle


Project Life Cycle
Cost and staffing level

Initiation Planning Execution and control Closing

time
Project Life Cycle - Ideal v
Typical
Cost and staffing level

Initiation Planning Execution and control Closing

time
What does the chart tell you about typical
vs ideal project life cycle?
Answer
Many projects don’t get adequate resources
in the early stages
Low resourcing in the planning stage results
in delays in completing the project on time,
to the right quality and within the budget
Allocation of time and
money…….

10% Initiation 20% Initiation

Planning Planning
25% 30%

60% Implementation 40% Implementation

5% 10% Closing
Closing

Typical Successful projects


Sydney Opera House
Good or bad project?
Sydney Opera House
Planned - 1959 to 1963 (4 years)
- $7 million
Actual - 1959 to 1973 (14 years)
- $100 million
Project Life Cycle (PLC) as a
Tool
 PLC is a management tool to make it
easier to manage the project sequence
 The choice of phases vary from industry
to industry and the PLC will vary to suit
the needs of the participants
 Different project managers choose
different PLC’s, depending on the
nature of the task i.e. Engineering,
software development etc.
Project Life Cycle (PLC) Uses
 To maintain an overview of the project
 To help identify tasks
 Break the project into manageable parts
 Integrate activities (bite sized chunks)
 To help with the timing of decisions
(go/no go)
 To guide the level of contingency
needed
Common characteristics of PLCs
Cost and staff levels low in early phases of the
project
Probability of failure, risk and uncertainty are
highest in the early phases
Ability of stakeholders to influence the outcome
of the project are highest at the beginning of
the project
Although many projects have similar phase
names, with similar work requirements, few are
identical
Sub-projects within a project also have distinct
project life cycles
Project Goal and Securing
Commitment
The Project Goal
A clearly defied and
understood goal
The goal, just like the picture,
is the final result.
Vision and perspective
May be different for different
stakeholder
Vision: Some may value some aspect of the
specification of the outcome more than the rest
For Instance, a
team or
stakeholders
Marketing
Engineering
Maintenance
Financial
stakeholders
Top
management
Design
The project manager is responsible for
achieving the goals setengineers
by all the
Project Stakeholders
 Project stakeholders are
individuals and/ or
organisations who are
actively involved in the
project and whose interests
are directly affected by the
outcome of the project
Key Stakeholders
the project advocate or champion
(promotes the idea)
the project sponsor (for funding)
the project manager (for the execution)
customer or client (the user)
the performing organisation (the team)
Other categories of stakeholders can be
identified such as internal and external
clients, team members & families,
suppliers, contractors, Government etc.
The Project Management
Dilemma
Managing stakeholders expectations can be
difficult because of the sometimes widely
different objectives of the various groups of
stakeholders
Your understanding of the project needs to match stakeholders’
understanding. Work to make sure it is what you end up with!
Stakeholders Identification
Let’s take you completing this course as
a project (some might argue that it isn’t a
project – but it is – it has a start and an
end date, a clear goal and some phases
to it

Who are all the stakeholders?

2 MIN exercise
Stakeholder Cycle
Identify
Stakeholders

Implement
Stakeholder Gather
Management Information
Strategy on Stakeholders

Project
Management
Predict Team Identify
Stakeholder Stakeholders'
Behavior Mission

Identify Determine
Stakeholder Stakeholder
Strategy Strengths and
Weaknesses
For the next session –
Assignment
Think about your summer internship
project (Dissertation).

Identify the phases of the project - did you


follow each of the 4 phases? (even if you
are not part of the planning phase)

Identify the stakeholders for the project,


briefly, if possible on stakeholder cycle

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