Project Management Hiltrud Grisot d’Allancé International University Bahrain July 20, 2010

1. Project Management Hiltrud Grisot d’Allancé International University Bahrain July 20, 2010 HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

2. The Project Management Framework HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

3. Project Product Service Result The Project Management Framework - Definitions Temporary endeavor Unique Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

4. Temporary • indicates that every project has a definite beginning and end. • does not necessary mean short in duration; many projects last for several years. • the end is reached when: • the project’s objectives have been achieved or • when the project is terminated because its objectives will not or cannot be met, or when the need for the project no longer exists. The Project Management Framework - Definitions • Unique • A project creates a unique product, service, or result. • A product that can be either a component of another item or an end item in itself. • A capability to perform a service, such as business functions supporting production or distribution. • A result such as outcomes or documents. Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

5. Project Management Product Service Result Project The Project Management Framework - Definitions Temporary endeavor Unique Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

6. Project Management • is the application of • knowledge, • skills, • tools, and techniques • to project activities to meet the project requirements. • Major steps: • Initiating • Planning • Executing • Monitoring and Controlling • Closing The Project Management Framework - Definitions Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

7. ProjectManager The Project Management Framework - Definitions Project Product Service Result Project Management Temporary endeavor Unique Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

8. The Project Manager • is the person assigned by the performing organization to achieve the project objectives. • understands and is able to apply the knowledge, tools, and techniques that are recognized as good practice for effective project management. • has area-specific and general management proficiencies. • has following characteristics: • Knowledge: what the PM knows about project management. • Performance: What the PM is able to do or accomplish while applying project management knowledge. • Personal effectiveness: how the PM behaves when performing the project related activity. The Project Management Framework - Definitions Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

9. ProjectManager The Project Management Framework - Definitions Project ProjectSponsor Product Service Result Stakeholders Project Management Temporary endeavor Unique ProjectTeam Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

10. The Project Management Framework - Definitions Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

11. Project Management Framework – Project Life Cycle HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

12. Relationship between the Product and the Project Life Cycles The Project Management Framework – Project/Product Life Cycles HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

13. The Project Charter HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

14. A project initiator/sponsor external to the project organization, at a level that is appropriate to funding the project, issues the project charter. • Is the document that formally authorizes a project. • Provides the project manager with the authority to apply organizational resources to project activities. • Trigger: • A market demand • A business need • A customer request • A technological advance • A legal requirement The Project Charter Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

15. The Finance Department will develop an Intranet Reporting System for financial reporting. The system will be available for management only. The access must be password protected. The system must be operational as of January 1st, 2011 The max. cost must not exceed 50,000 BD. The project manager is Fatima. Project sponsor Faisal (CFO) 01/07/2010 The Project Charter – Intranet Reporting System Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

16. The Project Management Plan HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

17. Defines HOW the project is executed, monitored and controlled, and closed. • Includes: • The project management process • The description of the tools and techniques • How work will be executed • How changes will be monitored • How baseline integrity and performance will be monitored • The communication needs & techniques among stakeholders • The key management reviews • Milestone list • Resource calendar • Schedule, cost, and quality baselines • Risk register The Project Management Plan Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

18. Scope: The scope of the project is the development and implementation of an intranet financial reporting system for management only. The data provided is for viewing only. Excluded from the scope is the possibility of printing data, as well as modifying data. Resources: There will be three team members assigned (Abdulla, Ibrahim, and Ali). Estimating: Three-Point estimate technique will be applied. Scheduling: Network diagramming will be used. Risks: Brainstorming will be used to define the risks and a risk response plan will be developed. Project Performance: Earned Value Technique (EVT) will be applied. Attachments: Detailed additional management plans. The Project Management Plan – Intranet Reporting System (Extract) Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

19. The Project Team HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

20. The Project Team – Intranet Reporting System HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

21. Win Together! Lose Together! Play Together! Stay Together! The Project Team – Intranet Reporting System HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

22. Role • The label describing the portion of a project for which a person is accountable. • Authority • The right to apply project resources, make decision, and sign approvals. • Responsibility • The work that a project team member is expected to perform in order to complete the project’s activities. • Competency • The skill and capacity required to complete project activities. The Project Team – Define Roles and Responsibilities Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

23. Fatima Project Manager The Project Team – Fatima’s Team Abdulla Designer & Prog Ibrahim Programmer Ali Technical Expert Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

24. The Project Scope HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

25. Collect Requirements • Define Scope • Product scope description • Product acceptance criteria • Project deliverables • Project exclusion • Project constraints • Create the Work Breakdown Structure (WBS) • Output: Scope Baseline • Project Scope Statement • Work Breakdown Structure (WBS) • Work Breakdown Structure Dictionary The Project Scope Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

26. The Project Scope - WBS Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

27. The Project Scope - WBS Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

28. Intranet Reporting System 1.0 Design 1.1 Daily 1.1.1 Screen layout 1.1.2 Data consolidation 1.1.3 Screen population 1.2 Weekly 1.3 Monthly 1.4 Yearly 2.0 Programming 2.1 Daily 2.2 Weekly 2.3 Monthly 2.4 Yearly 3.0 Implementation Work Packages The Project Scope – Intranet Reporting System Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

29. The Project Cost HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

30. Three-Point Estimates • Most likely • Optimistic • Pessimistic • Formula: Estimates = (M + O*4 + P) / 6 • 14 + 8*4 = 32 + 20 = 66 / 6 = 11 • Cost = 11 days* daily rate (100BD) = 1,100BD Work Package Cost The Project Cost – Estimate Work Packages Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

31. Cost Aggregation • Combine Work Packages cost estimates into higher component levels • Combine highest component levels into entire project • Reserves • Contingency Reserves – unplanned, but potentially required changes (Risks) • Management Reserves – unplanned changes to project scope and cost. • Funding Limit Reconciliation The Project Cost Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

32. The Project Cost Baseline HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

33. The Project Schedule HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

34. The Project Schedule HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

35. The Project Schedule HiltrudGrisotd’Allancé, PMP, Project Management Consultant .HDA-PM.COM

36. The Project Schedule – Intranet Reporting System • 1.1.3 1.1.1 • 1.1.2 Start • 2.1.3 • 4.1.1 End • 2.1.1 2.1.2 • 3.1.3 • 3.1.1 • 3.1.2 • 3.1.4 HiltrudGrisotd’Allancé, PMP, Project Management Consultant .HDA-PM.COM

37. Project Communications HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

38. Project Communications HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

39. Project Communications Encode: To translate thoughts or ideas into a language that is understood by others. Message and feedback-message: The output of the encoding. Medium: The method used to convey the message. Noise: Anything that interferes with the transmission and understanding of the message. Decode: To translate to message back into meaningful thoughts or ideas. HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

40. Project Communications – Intranet Reporting System – Fatima’s Challenge Communication Channels Formula: n ( n-1 ) / 2 (n=number of people) 5 ( 4) / 2 = 10 HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

41. Project Quality HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

42. Quality Assurance • Continuous process improvements • Iterative means of improving the quality process • Reduces waste and eliminates activities that do not add value • Quality Controls • Monitors and records results of executing the quality activities • Process Quality – Quality Assurance • Product/Service Quality – Quality Control Project Quality Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

43. Project Quality Hiltrud Grisot d’Allance, Project Manager, GBM Low Fee Seminars PMI-AGC

44. Project Risks HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

45. Risk Identification • Positive Risks – Opportunities • Negative Risks - Threats • Risk Response • Strategies for Negative Risks • Avoid > Don’t do it! • Transfer > Insure it! • Mitigate > Reduce it! Find alternatives! • Accept > Live with it! • Risks and Risk Responses are recorded in the Risk Register Project Risks Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

46. Project Risks – Fatima’s Brainstorming Session • Intranet Reporting System • 31/12 – Deadline • First of its kind for the team • User Reps not always available • Hardware investment delays • max Budget of 50,000 BD HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM

47. Executing the Project HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

48. Implement the planned methods and standards • Staff, train, and manage the team members assigned to the project • Create project deliverables • Obtain, manage, and use resources including materials, tools, equipment, and facilities • Establish and manage project communication channels • Generate project data, such as cost, schedule, technical and quality progress, and status to facilitate forecasting • Issue change requests and adapt approved changes into the project’s scope, plans, and environment • Manage risks and implement risk response activities Executing the Project Hiltrud Grisot d’Allancé, PMP, Project Management Consultant HDA-PM.COM

49. Monitoring and Controlling Project Work HiltrudGrisotd’Allancé, PMP, Project Management Consultant WWW.HDA-PM.COM

50. Monitoring and Controlling Project Work • Comparing actual project performance against the project management plan • Assessing performance • Identifying new risks and analyzing, tracking, and monitoring existing project risks • Maintaining a timely information base concerning the project’s product(s) • Providing information to support status reporting, progress measurements, and forecasting • Monitoring implementation of approved changes as they occur HiltrudGrisotd’Allancé, PMP, Project Management Consultant HDA-PM.COM