Introduction to Project Management

Welcome to the This Session – Begin with end mind “On becoming Real World Project Management Professional” : Welcome to the This Session – Begin with end mind “On becoming Real World Project Management Professional” Syed Naqvi, PMP ssanaqvi@gmail.com

Course Objective : Course Objective After going through this course participants will develop : An understanding of basic project management concepts, environment and activities Develop knowledge and Skill set required for project management and ability to apply them in managing Projects “Scope, On Time, In Budget with Quality” Necessary knowledge to pass PMP exam for certified PMP credential

Course Coverage : Course Coverage Project Management Framework Introduction to PMI, USA and PMP Exam PMI Process Groups/ PMI Knowledge areas Initiate process Plan project Execute project Monitor and control project Close projects Professional and Social Responsibilities

Characteristics of Project and Project Management : Characteristics of Project and Project Management Temporary, Time bound Specific start and end date Something new Project vs. operation Wide variance in Scope Time Complexity Have numbers of Competing constraints like Scope, Schedule, Cost, Quality, Resources etc. Have high degree of uncertainty and ambiguity Involve Risks

Definition of Project and Project Management : Definition of Project and Project Management A Project is a SMART , Collaborative & Cross Functional Undertaking & Project Management is the art and science of Managing Competing Constraints (Scope, Schedule, Cost, Quality, Resource) and Risks associated with the project with suitable trade off , to ensure that project goals are met In an environment which is increasingly becoming Global & Flat (Multi-time zone, Multi-regulation, Multi-culture and multi-location virtual team) S: Specific – Scope, Time, Cost Resource, Quality) M: Measureable, A: Attainable, R: Risk, T: Time bond In project number of people with cross functional, culture, location back ground work together towards a common goal

The Challenge Faced by an Enterprise in current world : The Challenge Faced by an Enterprise in current world Continuously increasing Customer Power Continuously increasing Competition Continuously Decreasing Delivery Time Continuously increasing demand for diverse and Customized products and services Exponentially increasing change in business environment In such Scenario how an enterprise can get Sustainable Competitive advantage ?

How Does a Modern Enterprise Works ? : How Does a Modern Enterprise Works ? Business has Goals and Objectives Enterprise has Strategic plan to meet Its Goals and Objectives Change Initiative Is Implemented via Portfolio/Programs and Projects Operations Lead to Impact Transfer Result Decides Leads To Enterprise Vision, Mission & Values

Strategic Reason for Project Initiation : Strategic Reason for Project Initiation Marketing Demand Strategic Opportunity/Business Need Technology Advance Competitive Advantage Legal and regulation Requirement Environmental concerns Customer Order/request after a competitive bidding process Improvement Initiative

Project Process groups, Life cycle, Phases : Project Process groups, Life cycle, Phases

Project Life Cycle : Project Life Cycle Project Life Cycle Starting the Project Organization and Preparing Project Execution Monitoring and controls Closing the Project Product Life Cycle Project Phases

Project Life Cycle : 11 Project Life Cycle Initiate Project Plan project Execute Project Plan Monitoring and Control Project Close Project

Project Life Cycle : Project Life Cycle Project Life Cycle Starting the Project Organization and Preparing Project Execution Monitoring and controls Closing the Project Product Life Cycle Project Phases

Project Life Cycle : Project Life Cycle

Project Phases as per RUP : Project Phases as per RUP Relationship between Phases Sequential Overlapping Iterative

Project and Organization Structure : Project and Organization Structure Type of Organizations Functional organization Organized across function like Marketing, Design, Manufacturing, Quality Controls Each Function is headed by a Function groups Project Organization Organization are organized along Projects Each project is headed by a project manager Organization have resource pools from which Project can get the resources Matrix Organization Organization are organized both on function and project line Employees follow dual reporting structure – both to function manager and project manager Most of the organization have matrix organizational structure Weak and Strong matrix structure

Project and Organization Structure : Project and Organization Structure Project base Organization structure Weak Matrix Balance matrix Function base Project organization Increasing power and authority to Project manager Strong Matrix

Enterprise Environment Factor (EEF) : Enterprise Environment Factor (EEF) EEF refer to both internal and external environmental factors that surround or influence a project success Organizational culture, structure, process Govt. or Industry standard and regulation Infrastructure (existing facilities and assets of the organization involved) Available human Resource Political climate Project Management information System and tools Market Conditions

Organization Process Assets (OPA) : Organization Process Assets (OPA) An asset is any thing which is useful and reusable Reuse of assets enable us to work in better, faster, safer way. Many modern enterprise maintains an enterprise wise repository for asses maintenance Typical OPA Standard process, Policies and Procedures Templates Guide lines and work instruction Corporate Knowledge base Lesson learnt Historical artifacts

Portfolio, Program, Project, PMO : Portfolio, Program, Project, PMO A Program has coordinated management of group of related projects in order to get benefits which can be obtained in managing projects in isolation A program is normally initiate to meet a business objective e.g. increase in revenue by 15% in Q4 . In order to meet the business objectives several projects can be launched Job of the program management is to ensure that each project remained focus on program business objects A portfolio is a collection of programs and projects which are managed in centralized and coordinated manner in order to meet a strategic business objectives like maximizing profitability in each project Resources required and budgets for various projects can be managed at portfolio or program level in order to ensure that every project gets appropriate resource and budget A PMO is an independent group in the enterprise which offers project management facilities to number of groups Services offered could be project planning and scheduling Communication across projects Implementation of best practices and standards across projects

Comparative Overview of Project, Program and Portfolio : Comparative Overview of Project, Program and Portfolio

What is Project Mgt. Framework ? : What is Project Mgt. Framework ? A framework answer following question : What to do ? How to do step 1 Knowledge, skill, processes and best practices required to do step 1 in most productive way PMI also define a framework for managing projects which consist of 5 Project Management process Groups Initiation Planning Executing Monitoring and controlling Closure 9 Knowledge Areas Integrate Project mgt Scope Mgt., Time Mgt., Cost Mgt, Quality Mgt. Risk Mgt., Communication Mgt, procurement Mgt., Human resource mgt.

Project Managers, Stakeholders, KA’s & Process Groups : Project Managers, Stakeholders, KA’s & Process Groups RM: Resource manager FM: Function Manager M &C: Monitoring and Control of Project Performance PMBOK _ KA’s Stakeholders PMBOK Process Groups

Impact of Key Variables During Project Life cycle : Impact of Key Variables During Project Life cycle Time Value, Cost Value, Change/Defect Stakeholder Influence, Risk, Uncertainty, Ambiguity

Introduction To Project Management Institute,(PMI) USA : Introduction To Project Management Institute,(PMI) USA Project Management Institute, USA is a not for profit association of Project Management professionals The Goal of PMI is advance the practice, science and profession of Project Management PMI also maintains global Project Management standards which is documented in Project Management Body of Knowledge book whose 4th edition has been published in 2008 PMBOK document the generally accepted best practices for Project Management Currently PMI has more than 425000 member PMI provides conduct several exams for various credential

Role of Project Manager : Role of Project Manager Following Characteristic are applicable to Project Manager Role Knowledge PMBOK KA Performance PM tasks/PMBOK – Process groups and Processes in each group Personal Competencies

Role of Project Manager : Role of Project Manager 1 Be a Good listener and understand the point of view of other SH’s 2 Understand communication style, culture, relationship of SH’s and current situation, and tailored communication accordingly 3 Encourage open and transparent communication 4 Ensure quality of information 5 Ensure timely communication Communicating 1 Inspire team members to works toward meeting project goals and objective 2 Create a team environment which promote excellence and high performance in every work Activity 3 Take accountability for project delivery on time, in budget with quality Leadership 1 Work towards creating a team which works towards a common Goal 2 Ensure that right person is given the right job 3 Do not micro-manage your team Team Building 1 Openly discuss team issues with team members and ensure that decisions are take on merit, facts and keeping the overall interest of The project in mind 2 Communicate decisions and action plan to all SH’s in Timely manner Decision Making 1 Be aware of political, social and cultural environment the project and act in appropriate manner 2 Understand and resolve conflict of Interest among SH’s 3 Be assertive, whenever situation demand Awareness 1 Demonstrate Commitment to the project interest by example 2 Operate with visible integrity 3 Manner diverse workforce in a manner so that everybody feels Comfortable Professionalism A Project Member should be an expert negotiation He should offer suitable trade while managing constraints like Scope, Schedule, Cost, Resource Remember “Trade off makes everybody better off” Negotiation

Introduction To Project Management Institute,(PMI) USA : Introduction To Project Management Institute,(PMI) USA Project Management Institute, USA is a not for profit association of Project Management professionals The Goal of PMI is advance the practice, science and profession of Project Management PMI also maintains global Project Management standards which is documented in Project Management Body of Knowledge book whose 4th edition has been published in 2008 PMBOK document the generally accepted best practices for Project Management Currently PMI has more than 425000 members PMI provides conduct several exams for various credential

Some Important Milestones related to PMI : Some Important Milestones related to PMI 1969 PMI® Founded 1987 Original Standard Published 1996 PMBOK® Guide 1st Edition Published 2000 PMBOK® Guide 2nd Edition Published ANSI Standard: ANSI/PMI 99-001-2000 2004 PMBOK® Guide 3rd Edition Published 2008 PMBOK® Guide 4th Edition Published

PMI Credential : PMI Credential Certified Associates in Project Management (CAPM®): Understand the processes and terminology and have a fundamental knowledge of the PMBOK® Guide  Demonstrate knowledge of project management practices Contribute to project team as a Subject Matter Expert  Project Management Professionals (PMP®): Are responsible for all aspects of the project for the life of the project Lead and direct cross-functional teams to deliver projects Demonstrate sufficient knowledge and experience to apply a methodology to projects Program Management Professionals (PgMP) ®: Are responsible for achieving an organizational objective by overseeing a program that consists of multiple projects. Define and initiate projects and assign project managers to manage cost, schedule and performance.   Maintain alignment of program scope with strategic business objectives. PMI Risk Management Professional (PMI-RMPSM):   A project risk management professional provides expertise in the specialized area of assessing and identifying project risks, along with plans to mitigate threats and capitalize on opportunities. Responsible for identifying project risks and preparing mitigation plans. Supports project management and the team as a contributing member. Minimum of three years of project risk management experience. PMI Scheduling Professional (PMI-SPSM):   A project scheduling professional provides expertise in the specialized area of developing and maintaining the project schedule. Responsible for creating and maintaining the project schedule. Supports project management and the team as a contributing member. Minimum of three years of project scheduling experience.

PMP Exams Questions : PMP Exams Questions Minimum requirement High School diploma, Global Equivalent 5 years of Project Management / 35 Hours of Project Management experience Or Graduate 3 years of Project Management experience/ 35 hours of Project Management Education Fees : 405 US$ for members , 555 US$ for non members Credential Maintenance Cycle : Every three years , 60 PDU Steps to Credential Become PMI Member Submit your Application for PMP credential Receive the acceptance of your application Schedule your exam Give the exam and receive PMP credential

PMP Exams Questions : PMP Exams Questions Minimum requirement High School diploma, Global Equivalent 5 years of Project Management / 35 Hours of Project Management experience Or Graduate 3 years of Project Management experience/ 35 hours of Project Management Education Fees : 405 US$ for members , 555 US$ for non members Credential Maintenance Cycle : Every three years , 60 PDU Steps to Credential Become PMI Member Submit your Application for PMP credential Receive the acceptance of your application Schedule your exam Give the exam and receive PMP credential

PMP Exam : PMP Exam Total available time : 4 Hours Total Numbers of question : 200 Exam Questions pattern Initiation (11%)(22) Planning ( 23%)(46) Executing (27%)(54) Monitoring and Controlling(21%)(42) Closing(9%)(18) Professional and social responsibility(9%)(18) Passing marks: 61%

Recommended Reading for PMP Exam : Recommended Reading for PMP Exam Recommended books PMP: Project Management Professional Study Guide, DeluxEdition by Kim Heldman, Claudia Baca and Patti Jansen  Project Management professional Study Guide by Osborn/McGraw Hill Once you become a member of PMI, You can get online to a number of books related to Project Management by following link http://pmi.books24x7.com/toc.asp?bookid=11943 The first book recommended above, is also available via above link

Role of Project Manager/(PMP®) : Role of Project Manager/(PMP®) Project Management Professionals (PMP®) Are responsible for all aspects of the project for the life of the project Lead and direct cross-functional teams to deliver projects Demonstrate sufficient knowledge and experience to apply a Framework to projects Should results by applying knowledge and experience Guide the project team so that project goals and objectives are met by balancing (Trade off) competiting project constraints Demonstrate commitment to PMI code of conduct for PMP

Role of Project Manager as per Peter Decker : Role of Project Manager as per Peter Decker Peter Drecker was Father of “Modern Management Theory” He Was the person who coined the word “ Knowledge Worker” and predicted a society based on “Knowledge” He made on more Profound Statement “ Manager of the 20th century told what to do and how to do, Manager of 21ist century will ask questions” Project Manager of 21ist can improve there value to project and to their enterprise by asking right questions : How can I help my knowledge worker to be more productive in his work ? How can I improved the implicit and explicit communication in my team ? How can I create a shared vision in my time ? How can I resolve the conflict of interest among the stakeholders ? How can I balance Scope, Schedule, Cost, Quality, Resources while managing risk ? If we ask right question at the right time with right intent, we will invariably get the right answer

Project Management Task : Project Management Task Project Management require PMP to perform certain tasks in effective and efficient manner Most of such Task are process centric and collaborative in nature Most of the task are done by more than one members Normally for such task there will be one main performer and there may have more than one supportive performers Next slide shows the list of such tasks

Project Management Task : Project Management Task

Thank You : Thank You Syed Naqvi, PMP