Manage to be success



Resources

: people, equipment, material 

Time

path : task durations, dependencies, critical 

Money

, costs, contingencies, profit 

Scope

: size, goals, requirements

Managing Resources

 People, employees, vendor, contract labor  Equipment : computer, software, communication line  Material : idea, data digital

Managing Time & Schedule

A project is a set of activities that use resources (money, people, materials, energy, space, provisions, communication, etc) to meet the pre-defined objectives.



Tasks

: duration, resources, dependencies 

Schedule

: tasks, predecessors, successors 

Critical path

: changeable, often multiple, float

Managing Cost



Costs

: estimated, actual, variability 

Contingencies

allowance : weather, supplier, design 

Profi

t : cost, contingencies, remainder

Some tools

 Gantt chart by Henry Gantt including work breakdown structure (WBS)  PERT (Program Evaluation and Review Technique) by Booz-Alen & Hamilton.

 CPM (Critical Path Method)

Several Activities

 Analysis & design of objective  Planning to the objectives  Accessing and controlling risk  Estimating & Allocation of resources  Organizing and Controlling execution  Quality management  Communciation

Detail Project Management

 Project Initiation  Project Planning  Project Execution  Project Closure

Project Initiation

 Business Case  Feasibility Study  Project Charter  Job Description  Project Office Checklist  Phase Review Form (Initiation)

Project Planning

 Project Plan  Resource Plan  Financial Plan  Quality Plan  Risk Plan  Acceptance Plan  Communications Plan  Procurement Plan  Tender Management Process, etc

Project Execution

 Time Management Process  Timesheet Form  Timesheet Register  Cost Management Process  Expense Form  Expense Register  Quality Management Process,etc

Project Closure

 Project Closure Report  Post Implementation Review

Business Case

 Research the business problem or opportunity  Identify the alternative solutions available  Quantify the benefits and costs of each solution  Recommend a preferred solution to your sponsor  Identify any risks and issues with implementation  Present the solution for funding approval

Feasibility Study

 Research the business problem or opportunity  Document the business requirements for a solution  Identify all of the alternative solutions available  Review each solution to determine its feasibility  List any risks and issues with each solution  Choose a preferred solution for implementation  Document the results in a feasibility report

Project Charter

 Identify the project vision and objectives  Define the complete scope of the project  List all of the critical project deliverables  State the customers and project stakeholders  List the key roles and their responsibilities  Create an organizational structure for the project  Document the overall implementation plan  List any risks, issues and assumptions

Project Plan

 Identify all of the phases, activities and tasks  Sum up the effort needed to complete those tasks  Document all of the project inter-dependencies  List the planning assumptions and constraints  Create a detailed project planning schedule

Resource Plan

 Types of labor required for the project  Roles and key responsibilities for each labor type  Number of people required to fill each role  Items of equipment to be used and their purposes  Types and quantities of equipment needed  Total amount of materials needed

Risk Plan

 Define Risk Management, as it applies to your project  Identify the categories of risk which are relevant  List all of the types of risks which may occur  Determine the likelihood of the risks occurring  Calculate the impact on the project if risk does occur  Rank the risks identified in order or priority

Quality Plan

 Identifying the customers requirements  Listing the project deliverables to be produced  Setting quality criteria for these deliverables  Defining quality standards for the deliverables  Gaining your customers agreement with the targets set

Communication Plan

 Listing your communications stakeholders  Defining each stakeholders communication needs  Identifying the required communications events  Determining the method and frequency of each event  Allocating resource to communications events  Building a communication event schedule

Time Management

 Put in place a process for recording time within projects  Use Timesheets to monitor the time spent by staff  Control time spent by implementing Timesheet approvals  Monitor project progress by using a Timesheet Register  Identify and resolve time management issues  Keep your Project Plan up-to-date at all times

Cost Management

 Identify each of the costs within your project  Ensure that expenses are approved before purchasing   Keep a central record of all costs incurred Control the overall cost of your project

Acceptance Management

   Determine when your deliverables are complete and ready for acceptance  Involve your user and project team in user acceptance tests   Schedule and complete user acceptance testing activities Use acceptance forms to document the results Request your customers acceptance decision Communicate the acceptance testing results

Project Closure

 Identifying the project completion criteria  Listing any outstanding activities or deliverables  Creating a plan for passing deliverables to your customer  Planning the handover of project documentation  Ceasing supplier contracts and agreements  Releasing projects resources to the business  Communicating the closure of the project