Project Management: Key Components, Roles, and Tools, Summaries of Project Management

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Project Management- An

overview

Project Management

• Objective

– To give an overview of Project Management

Concept

– Identify key components, roles,

responsibilities and tools that contribute to the

success of a project

What is a project?

• Series of tasks aiming at the delivery of a product or service
• Leads to benefits
• Has a specific objective and defined quality and performance

requirements

• Must be completed in a defined schedule.
• Consumes resources (people, money, equipment, etc.)
• Must respect a given budget
• Involves teamwork

Key Definitions

Project

• Temporary endeavor undertaken to create a unique

product, service or result

Project Management

• Application of knowledge, skills, tools and techniques to

project activities in order to meet or exceed stakeholder

needs and expectations from a project

Project Management Methodology

• Set of integrated processes, tools and techniques created

to initiate, plan, staff, execute and monitor projects in a

consistent and effective manner. 5

Projects vs. Operations

• Projects
  • Single objective
  • One end objective
  • Centered around end deliverable
  • Focuses on project milestones
  • Involves trade-offs
  • Schedule
  • Budget
  • Scope
  • One- time
  • Temporary organizations
  • Reporting according to project codes on scope schedule and budget - Operations - Multiple objectives - Multiple deliverables - Production centered - Focuses on designated time period i.e. yearly, quarterly - Decisions based on term results - On - going activities - Permanent specialized staff - Reporting by responsibility center or - performance and transactions

• A set of principles and tools for Defining, Planning, Executing,

controlling ,,,and completing a PROJECT

• It is " … the application of knowledge, skills, tools and techniques

to project activities in order to meet stakeholders' needs and

expectations from a project" (PMBOK).

• It is a discipline of defining and achieving finite Objectives.

What is Project Management?

• Manage and control change

• Ensure quality of product delivery

• Communicate useful and required information

• Prevent problems

• Model the future

… Create Value!

Why use Project Management?

Traditional Teams

The Basic Project Organization Model

Expanded Team

Project Client/Sponsor

Reporting Authority

Project Manager

Work Package Leader

Work Package Leader

Team Member Team Member

Steering Committee

Project Office

• Project Manager
  • Assembles and leads project team, communicates with all stakeholders
  • Leads project planning
  • Accomplishes project within objectives
  • Monitors and reports project
  • Provides work package leader performance reviews to their functional managers

Key Roles and Responsibilities

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

• Work Package Manager/leader (or project

team member)

• Understands work requirements and expectations
• Plans Work Package(s)/activities and participates in project level planning
• Assembles and leads work package team
• Accomplishes Work Package/activities with planned time, cost and deliverables
• Updates during execution and reports to PM as required
• Keeps own functional manager informed

Key Roles and Responsibilities

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

Key Roles and Responsibilities

• Steering Committee
  • Approve PM assignment when required
  • Review and approve: Project Charter, Project Management Plan and Major Scope Changes
  • Provide Leadership and support to project team vs. other impacted business areas and stakeholders
  • Review progress reports
  • Facilitate decentralized decision making and resolve inter-project conflicts

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

Key Roles and Responsibilities

• Project Office
  • Identify best practices, processes, tools to create and add value to the organization, shareholders and clients
  • Provide support and assistance to project teams (training and coaching)
  • Actively participate in strategic projects
  • Assist and support portfolio management

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

Client/SponsorProject

Reporting Authority

Project Manager

Work PackageLeader Work PackageLeader

Team Member Team Member

Steering Committee

Project Office

Using a Project Charter

• Why use a Charter?
  • Provides organization’s commitment to the project:
    • Describes and explain its benefit
    • Provides justification
    • Lists key constraints (costs, time, technical.)
    • Describes responsibilities
  • Acts as a « Contract » between parties
• Living Document
• Must be read! Keep relatively succinct!
• A project charter must link to the program charter.

Project definition using a «charter»

• Purpose of the «project charter» = document the project for

shared understanding, communication and approval

• Define the program’s or project’s:
  • Purpose
  • Product
  • Organization
  • Priorities
  • Completion criteria
• Basis of understanding with the sponsor/client
• Charter format is flexible
• Fit to specific organizational requirements
• Fit to specific project requirements
• Critical success factors
• Parameters
• Reporting relationships
• User/client responsibilities