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PM 101


PM 101 A Project Management Overview by Roy T. Uemura, PMP, P.E., MBA Project Management Consultant Project Professionals, LLC – PowerPoint PPT presentation

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Title: PM 101

  • PM 101
  • A Project Management Overview

by Roy T. Uemura, PMP, P.E., MBA Project
Management Consultant Project Professionals, LLC
What is Project Management?
  • The application of knowledge, skills, tools,
    and techniques to project activities to meet
    project requirements
  • PMBOK Third Edition

Why Interest in Project Management?
  • Organizations are in constant state of change
  • Global competition
  • Restructuring and mergers
  • Technology revolutions (internet)
  • Demand for shorter term results
  • These factors drive the need for
  • Organizational change
  • Projects are the means to facilitate change

Companys Testimony
  • Having qualified Project Managers managing
    projects is the single most important factor
    influencing our continued project delivery
  • Our current PM certification process will be
    focused exclusively on external PM programs
    administered by PMI and the Construction
    Management Association of America.
  • Director and President of Regional Operations
  • Global Operations Project Delivery Leadership Team

Why Project Management?
  • Disciplined project management provides
  • Focal point for effective communications,
    coordination, and control
  • A Plan to assess progress
  • Emphasis on time and cost performance
  • Project management provides the framework for
    methods, processes, monitoring and change control

Benefits of Project Management
  • Balanced competing demands
  • Improves monitoring and control providing
    consistent method of tracking tasks and
  • Expands communications among participants
  • Refines projections of resource requirements
  • Provides a mechanism for performance measurement

Benefits of Project Management
  • Increases stakeholder trust and confidence
  • Continuously improve projects
  • Control
  • Change management
  • Improve project success.
  • Identifies problem areas
  • Clarifies project goals and project scope
  • Quantifies project risk
  • Prioritizes projects

Benefits of Project Managementfor the Individual
  • Creates high visibility of project results
  • Builds ones reputation and network
  • Develop portable skills and experience
  • Provides more opportunities within and outside of
    the company
  • Potential for higher salaries

Reasons for project failures
  • The major cause of project failure is not the
    specifics of what went wrong but rather the
    lack of procedures, methodologies, and
    standards for managing the project.

The Gap
  • Organizations dont know how to establish and
    implement an effective Project Management System
  • Organizations know the importance of project
    management but dont implement it
    knowing-doing gap.

Why Do Projects Succeed?
  • Supported by Senior management
  • Project Management training provided
  • User input
  • Clear objectives
  • Adequate funding and resources
  • Consistent business priorities
  • Valid assumptions
  • Effective cross-functional teamwork

What is a Project Manager?
  • The person assigned by the performing
    organization to achieve the project objectives.
  • PMBOK Third Edition

The Adhoc Project Manager
  • Good engineer good project manager(?)
  • Supervising Engineer
  • Subordinate Engineer
  • Staff Engineer
  • No formal training in project management
  • No experience in project management

The Adhoc Project Manager
  • Assigned as Project Manager with no formal
    training in project management
  • Isnt fully supported by management nor by the
    functional departments
  • Isnt empowered nor given full authority
  • Has limited financial project responsibilities
  • BUT
  • Expected to complete projects on time and within
    the budgeted amount.
  • Meet customer expectations

Project Management Institute (PMI?)
  • PMI establishes project management standards and
    advances the body of project management
  • PMIs PMBOK (Project Management Body of
    Knowledge) is regarded as the de facto global
    standard for project management.

Project Management Institute (PMI?)
  • The PMI is the worlds leading not-for-
  • profit professional organization for project
  • management knowledge, information, and
  • professionalism

Project Management Standards
  • PMIs A Guide to the Project Management Body of
    Knowledge (PMBOK? Guide) Third Edition

  • Generally accepted, widely recognized document
    that is repeatable in use, developed by consensus
    and approved by a recognized body, that
    summarizes knowledge or practice in project
    management and is an acknowledged measure of
    comparison for quantitative or qualitative

PMBOK Guide Contents
  • Project Management Framework
  • Project Life Cycle
  • Project Stakeholders
  • Organizations
  • Standards for Project Management of a Project
  • Project Management Processes
  • Process Interaction
  • Project Management Knowledge Areas

PMBOK Guide - Purpose
  • PMBOK is the foundation for professional
  • development programs including
  • Project Management Professional (PMP)
  • Project management education and training offered
    by PMI Registered Education Providers (R.E.P.s)
  • Accreditation of educational programs in project
  • PMBOK? Third Edition

Project Management Standards
  • PMBOK designated as a standard by the
  • American National Standard Institute (ANSI)

Project Management Certification
  • PMIs Project Management Professional (PMP)
    Certification Program

Passed ISO 90012000 renewal audit
Individual Benefits of PMP Certification
  • Provides professional/personal recognition
  • Expedites professional develop advancement
  • Creates job growth /opportunities within an
  • Provides framework for standardized project
  • Increases employees value to the organization
  • PMBOK? Third Edition

Project Life Cycle
  • Dividing projects into phases to provide better
    management control.
  • The phases are connected from the beginning to
    the end of the project.
  • Collectively these phases are known as the
    project life cycle
  • PMBOK? Third Edition

Project Management Process Groups
  • Initiating Process Group
  • Planning Process Group
  • Executing Process Group
  • Monitoring and Controlling Process Group
  • Closing Process Group
  • PMBOK? Third Edition

Project Management Process Groups
  • Initiating Process Group Defines and
    authorizes the project or project phase
  • Planning Process Group Defines and redefines
    objectives and plans the course of action
    required to attain the objectives and scope that
    the project was undertaken to address
  • PMBOK? Third Edition

Project Management Process Groups
  • Executing Process Group Integrates people and
    other resources to carry out the project
    management plan for the project.
  • Monitoring and Controlling Process Group
    Regularly measures and monitors progress to
    identify variances from the project management
    plan so that corrective action can be taken when
    necessary to meet project objectives.

Project Management Process Groups
  • Closing Process Group Formalizes acceptance of
    the product, service or result and brings the
    project or project phase to an orderly end.

Project Management Process Groups
Monitoring Controlling Processes
Executing Process
Initiating Process
Planning Process
Closing Process
Project Management Process Groups
  • The Process Groups are NOT project phases.
  • PMBOK? Third Edition

Project Life Cycle Phases
  • The transition from one phase to another
    generally involves a deliverable.
  • Deliverable from one phase is approved before
    work starts on the next phase.
  • The project life cycle goes through a series of
    phases to create the product.
  • PMBOK? Third Edition

Project Life Cycle
The project management process can be deployed
against each phase of the project life cycle

Monitoring Controlling Process
Initiating Process
Planning Process
Executing Process
Closing Process
PMBOK Guide Knowledge Areas
  • Project Integration Management
  • Project Scope Management
  • Project Time Management
  • Project Cost Management
  • Project Quality Management
  • Project Human Resource Management
  • Project Communications Management
  • Project Risk Management
  • Project Procurement Management
  • PMBOK? Third Edition

Integrated Project Management Processes
  • Develop Project Charter
  • Develop Preliminary Project Scope Statement
  • Develop Project Management Plan
  • Direct and Manage Project Execution
  • Monitor and Control Project Work
  • Integrated Change Control
  • Close Project
  • PMBOK? Third Edition

Triple Constraints
  • Managing competing project requirements
  • Project Scope
  • Time
  • Cost
  • Project quality is affected by balancing
  • these three factors
  • PMBOK? Third Edition

Triple Constraints
Progressive Elaboration
  • Developing in steps, and continuing by
  • Example Project scope will be broadly described
    early in the project and made more explicit and
    detailed as the project team develops a better
    and more complete understanding of the objectives
    and deliverables
  • Not to be confused with scope creep.
  • PMBOK? Third Edition

Projects and Strategic Planning
  • Projects are authorized as a result of
  • the following strategic considerations
  • Market demand
  • Organizational need
  • Customer request
  • Technological advance
  • Legal requirement
  • PMBOK? Third Edition

Prioritizing Projects
  • Rank the projects in the order that
  • gives the most value to the Corporate
  • Strategic Objectives

Stakeholder Participation
  • Influence on the project and its outcome
  • Have skills and knowledge
  • Create an environment in which stakeholders can
    contribute appropriately

Project Stakeholders
  • Stakeholders are the people involved in or
    affected by project activities
  • Stakeholders include
  • the project sponsor and project team
  • support staff
  • customers
  • users
  • suppliers
  • opponents to the project

Project Initiation
  • Commit the organization to a project
  • Sets the overall solution direction
  • Defines the high-level project objectives
  • Secures necessary approvals and resources
  • Validates alignment with organization objectives
  • Assigns a project manager

Project Scope Statement
  • Project Objectives
  • Product Scope Description
  • Project Requirements
  • Project Boundaries
  • Project Deliverables
  • Project Acceptance Criteria
  • Project Constraints
  • Project Assumptions
  • PMBOK? Third Edition

Project Scope Statement
  • Initial Project Organization
  • Initial Defined Risks
  • Schedule Milestones
  • Fund Limitation
  • Cost Estimate
  • Project Configuration Management
  • Project Specifications
  • Approval Requirements
  • PMBOK? Third Edition

Planning Process
  • A formal, approved document used to
  • Guide project execution
  • Documents planning assumptions
  • Documents planning decisions regarding
    alternatives chosen
  • Facilitates communications amongstakeholders
  • Define key management reviews
  • Provide baseline for progress measurement and
    project control

Project Plan
  • Project Scope Management Plan
  • Schedule Management Plan
  • Cost Management Plan
  • Quality Management Plan
  • Process Improvement Plan
  • Staffing Management Plan
  • Communication Management Plan
  • Risk Management Plan
  • Procurement Management Plan

Work Breakdown Structure (WBS)
  • Defines the total scope of work by
  • subdividing the deliverables and
  • project work into smaller, more
  • manageable components.

WBS Purpose
  • Prerequisite to
  • Schedule
  • Resource Planning
  • Cost Estimating
  • Cost Budgeting
  • Risk Identification

Planning Process
Activity Definition
Activity Sequencing
Schedule Development
Scope Definition
Network Diagram
List of Activities
Project Schedule
Project Plan
Cost Budget
Resource Planning
Resource Requirements
Activity Duration Cost Est.
Cost Baseline
Risk Mgt Plan
Risk Response
Staffing Plan
  • Staffing requirements
  • Roles and Responsibility assignments
  • Responsibility Assignment Matrix (RAM)
  • Staff Management Plan
  • Organizational Chart
  • Staff acquisition
  • Team Development

Duration Compression
  • Shortens project schedule without changing
  • project scope.
  • Crashing Obtain the greatest compression for
    the least incremental cost (normally adding more
    resources). Often results in increased project
  • Fast Tracking Doing activities in parallel that
    would normally be done in sequence. Increases
    project risks and often results in rework.

Cost Estimating Accuracy
  • Accuracy increases as project progresses through
    the project life cycle.
  • If performing organization does not have formally
    trained project cost estimators, it needs to
    supply both the resources and the expertise to
    perform project cost estimating
  • PMBOK? Third Edition

Accuracy of Cost Estimating
  • Accuracy increases as project progresses
  • through project life cycle.
  • Initiation Phase - Rough Order of Magnitude -
    50 to 100
  • Planning Phase Definitive -10 to 15

Decision Making Process
  • Revise Scope of Work
  • Cancel project
  • Accept cost and proceed

Project Quality Management
  • Quality Planning
  • Perform Quality Assurance
  • Perform Quality Control
  • PMBOK? Third Edition

Risk Management
  • What is Project Risk?
  • An uncertain event or condition that, if it
    occurs, has a positive or a negative effect on a
    project objective.

Project Risk Management Processes
  • Risk Management Planning
  • Risk Identification
  • Qualitative Risk Analysis
  • Quantitative Risk Analysis
  • Risk Response Planning
  • Risk Monitoring Control

Monitoring and Controlling Process
  • To keep the project on track in
  • order to achieve its objectives as
  • outlined in the Project Plan

  • Monitors and reports variances
  • Controls scope changes
  • Controls schedule changes
  • Controls costs
  • Controls quality
  • Responds to risks

Tools Techniques
  • Status reporting
  • Progress reporting
  • Forecasting
  • Performance Reviews
  • Variance Analysis
  • Trend Analysis
  • Earned Value Analysis
  • Information Distribution

Integrated Change Control
  • Maintaining the original project scope and
  • performance baselines by continuously
  • managing changes, either by
  • Rejecting new changes
  • Approving changes and incorporating them into a
    revised project baseline

Cause and Effect
  • If workload increases, then quality decreases
  • If quality decreases, then cost increases

Triple Constraints
Project Closing Process
  • Formalizes acceptance of the product,
  • service or result and brings the project
  • or a project phase to an orderly end.

Sample Closing Activities
  • Lessons Learned
  • Acceptance of products or services
  • Collecting all project records
  • Product specifications met
  • Assessing product quality
  • Performance appraisals and assist in transfer of
    project team members
  • Celebration

  • Interpersonal Skills
  • leads to
  • Higher Performance Teams

Develop Project Teams
  • Objectives
  • Improve skills of team members
  • Improve trust and cohesiveness among team members
  • High performance team

Develop Project Teams
  • Provide training to enhance their competencies
  • Provide expectations of team
  • Team building activities
  • Co-location
  • Recognition and Rewards

High Performing Management Skills
  • Creating synergy among team members
  • Fostering the interdependence of team members
  • Using high productive team members as mentors for
    other members

  • Projects fail because of people, not technology
  • If team not working well together, take the
    appropriate action
  • Just like defects the sooner the solution, the
    less expensive the solution, and the more likely
    it is effective.

High Performance Team
  • Clear and shared vision
  • Highly motivated members
  • Open to new ideas
  • Able to manage change
  • Well aware of their environment
  • Can assess and adjust priorities
  • Constantly getting feedback
  • Celebrate others achievements
  • Clean and effective communication styles

Working with People Issues
  • Strong leadership helps projects succeed
  • Project managers should use
  • empowerment
  • incentives
  • discipline
  • negotiation