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Understanding Project Life Cycle Phases in Project Management

Learn about the Project Life Cycle and its phases: Initiating, Planning, Executing, Controlling & Monitoring, and Closing. Explore traditional and agile approaches to project management processes. Improve teamwork with effective communication and stakeholder management.

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Understanding Project Life Cycle Phases in Project Management

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  1. Week 9 Introduction to Project Management

  2. Processes of Project Management IPECC • Initiating • Planning • Executing • Controlling & Monitoring • Closing

  3. Project Life Cycle Review • "The life cycle is the only thing that uniquely distinguishes projects from non-projects". • Is fundamental to the management of projects

  4. What is the Project Life Cycle? • Sequence of phases through which the project will “evolve” • Fundamental to the management of projects • “Exact wording” varies between industries and organization

  5. Basic Project Lifecycle

  6. Phase 1 INITIATING • Getting commitment to start the project • approval from SPONSOR to proceed • Goals & objectives established • Teams formed • Tasks are developed • Answers questions: • What problem is to be solved • How will it be solved

  7. Phase 1 INITIATING cont. • Initiating cont. • Preliminary planning • Kicking off • Gather data • Identify needs • Establish goals, objectives, stakeholders, risk level, strategy, potential team, alternatives • Present proposal • Approval to continue

  8. Phase 2PLANNING • Planning • Figure out how the project will perform • how are you going to report—to whom, how often • Schedules laid out • Budgets created • Risks analyzed • Answers questions: • What is the plan? • How do we know when we are done?

  9. Phase 3 EXECUTING • Executing • Putting the plan into action • Status reports generated

  10. Phase 4 CONTROLLING/MONITORING • Controlling • Sometimes referred to as “Monitoring” • Ongoing responsibility to see if the project is going according to the plan • QUALITY level monitored and maintained • Forecasts made and updated

  11. Phase 5 CLOSING • Closing • Sometimes referred to as “Realizing” • Obtain client sign off • CELEBRATE!!

  12. Project Management Approaches

  13. Project Management Approaches • 2 Approaches • Traditional (Life Cycle/Processes) • Agile • Note: This course will cover the Traditional approach

  14. Traditional Approach • We can complete the processes IN ORDER of the “Project Life Cycle” • Works well when we are FAMILIAR with the project • GOAL and SOLUTION are easy to identify • Scopeand deliverables are clear

  15. AGILE APPROACH

  16. Agile Approach • Goes thru ITERATIONS (LOOPS) to get closer to and eventually reach the desired outcome • Goal can be described, however the Solution is not clear • Completed when we don’t know what the solution looks like • Goes through “iterations” to get closer to and eventually reach a successful outcome

  17. How to Improve Teamwork in the Workplace "Individually, we are one drop. Together, we are an ocean"

  18. How to Improve Teamwork in the Workplace"There's no 'I' in 'team" • By working together, people can accomplish far more than they could alone. • Staff can be more productive when they work together. Studies find that teamwork improves: • INNOVATION • ENHANCES PROBLEM-SOLVING AND • BOOSTS PRODUCTIVITY

  19. Starting the group • Set GROUND RULES at beginning of task or project. • Each team member has equal SHARE of work so no one feels frustrated or resentful • GUIDELINES regarding individual contributions to group. • For example: Everyone will come to meetings on time. • Encourage everyone to contribute to discussion and the generation of ideas.

  20. Effective Communication • Listen carefully to what others are saying, hearing • ACKNOWLEDGE other team members'INSIGHTS and offer ENCOURAGEMENT • Build onSUGGESTIONS offered by other team members • Keep a record of what is said during team meetings, and overall progress • Solve problems and resolve disputes • Team leader resolves conflicts effectively.

  21. “REFLECTIVE LISTENING” Did you: • Allow speakers to state their thoughts or opinions without INTERRUPTING • Actively try to remember the important facts or points made by others • Jot down any details or points raised by others • REPEAT BACK or SUMMARIZE, points of view expressed?

  22. Giving and receiving constructive feedbackin groups • If you describe what you actually SEE and HEAR, this reduces the other person's inclination to react defensively. • Reveal your own position or feelings. • For example, "I FELT intimidated when you argued your point," rather than: • "You were very aggressive." • Describing your own reaction leaves the other person free to use this feedback or not

  23. Stakeholders

  24. Who is a Stakeholder? • Includes individuals and organizations who: • Are INVOLVED in the project • May positively or negatively affect the project • May exert INFLUENCE over the project or results

  25. Stakeholders

  26. PROJECT MANAGEMENTGROUP ASSIGNMENT • SAME GROUP FOR THE ENTIRE COURSE • 6-7 PEOPLE PER GROUP • All GROUPS must sign up in BRIGHTSPACE • “FIRST COME, FIRST SERVE” • SIGN UP at: : BRIGHTSPACE > ACTIVITIES  >  DISCUSSIONS  > “SIGN UP FOR YOUR GROUP CHARITY” 

  27. PROJECT MANAGEMENTGROUP ASSIGNMENT cont. • “CANADA"  specific CHARITY” - Select one of these charities. • MAKE SURE THAT YOU DO NOT OVERWRITE SOMEONE ELSE’S CHARITY • Each charity has to be UNIQUE (no “duplicates”) • only 1 person per group, (NOT each member) signs up • Add the name of the charity, purpose, and the first and last names of all group members • LAST NAME 1st, in ALPHABETICAL order

  28. EXAMPLE OF: “CANADA CHARITY” The following is an example of: 1.      NAMING your ““Charity Fundraiser” 2.      giving your “Charity Fundraisera purpose 3.      listing your group members:  • The name of my Charity Fundraiser is: “KIVA".  The purpose is to connect people through lending to alleviate poverty. • Our group members will be:  Cramer, John; Jones, Cassandra; Jones , Jill; Luke, Lucy; Smith, Jason; Miles, Jason; and Wyman, Bill. • Please note that when you input your team members, that you include both the First name, and the Last Name, LAST name 1st.

  29. Project Stakeholders (This will become slide #3 in your PowerPoint Presentation) • In groups, take 5 minutes to come up with a list of project stakeholders for an: “ONTARIO CHARITY”-FUNDRAISER”; 1 member/spokesman will write the list of stakeholders in a Word doc. on his/her laptop, • SAVE YOUR GROUP WORK EACH WEEK, AS IN WEEK 13, YOU’LL BE PRESENTING ALL YOUR “GROUP WORK”

  30. Who May Be a Stakeholder? • End users • External (environmental, technological, market changes, competitive initiatives) • Internal • Upper management • Suppliers • Sub contractors • Team members • Regulatory agencies • Sponsors

  31. Phase 1:Initiating Projects

  32. INITIATING Projects “INITIATION is successfully beginning the project to create success in the end. “ -is the most CRUCIAL phase in the Project Life Cycle, as it's the phase in which you define your SCOPE and HIRE YOUR TEAM. • One of the most important details at this stage is theReturnOn Investment (“ROI”) • .  You’re asking MANAGEMENT to make an investment — management expects to get some type of Return on the investment. • clearly DEFINING your target so you'll know when OBJECTIVEShave been met.

  33. PURPOSE of Initiation Process • Set the overall SOLUTION direction • Define top-level project objectives • Broad, general objectives, some people call them "goals", that policymakers deal with, eg: "improve economic growth", fall into the top level and are called "policy objectives". • Secure: • Necessary approvals • Resources • Assign Project Manager

  34. Initiating Projects

  35. INITIATING PROJECTS cont. • INPUT: • Project Selection Criteria: • done based on a panel, only some which are funded, they have to go in and select which projects they’re going to spend their money on • HISTORICAL INFO: • relevant data, projects of similar nature (successes/failures), sales, increasing in size/volume in sizes STATS • PROCESS: • PROJECT SELECTION METHODS: • how the COMPANY goes about selecting what projects they’ll do and not do, what their priorities are, cost etc. • EXPERT JUDGMENT: • subject matter expert in that field

  36. PROJECT INITIATION

  37. eTEXT • You will be creating/editing 1 file throughout the lesson. • At the END of the lesson, you will be doing a number of “Competency”, “Proficiency”, and “Master” Assessments exercises. • By the END of this lesson, you will have created/edited 5-7 files. • You do NOT submit these files in Brightspace; I will be viewing them IN CLASS. • For your PROJECT MANAGEMENT TEST, I will be asking you to SUBMIT 1 of these files

  38. eTEXT • NOTE: Your etext will ask you to OPEN certain files throughout the lessons. Download ALL the Lesson Files you will need for the etext. ·         Do not bother downloading all the chapters—just download chapters, 1-4, & 10 IN ADDITION: When you get to the “KNOWLEDGE ASSESSMENT” questions, you can COPY & PASTE content into an MS WORD doc., by going to the Texidium ONLINE reader

  39. eTEXT cont. • Click on the TABLE OF CONTENTS icon at the left margin • UNIT 1 > LESSON1 • KNOWLEDGE ASSESSMENT • Fill in the Blank • True/False • Matching

  40. MS PROJECT HOMEWORK, CH. 01CHANGING TASK DEPENDENCY DOUBLE click on teeny little arrow (Task Dependency Line). this will bring up the Task Dependencydialog box. Click on the drop-down arrow beside TYPE

  41. THE ANSWERS TO THE e textbooks: • “FILL IN THE BLANK, T/F, & MATCHING end-of-chapter questions: • are always found in the following weeks: Brightspace > WEEKLY FOLDER folder

  42. MS PROJECT & MS ACCESS 2016 • Instructions on downloading/installing MS Project and/or MS Access • You can also use MS PROJECT and/or MS ACCESS 2016 from any of the “Open Access Center” locations . • In addition you can use MS PROJECT and/or MS ACCESS 2016 from Algonquin College’s “Virtual Desktop” • Note: If you are using the “Virtual Desktop” FROM HOME • you 1st need to login to Algonquin College’s Secure Portal

  43. HAVING PROBLEMS WITH DOWNLOADING MS OFFICE/ACCESS & MS PROJECT?? • If, after viewing the video on how to download  MS OFFICE/ ACCESS , you are still having difficulty downloading  • Do NOT wait until my Office Hours, next week.  ITS are aware of any issues we’re having with MS OFFICE/ACCESS & MS PROJECT.  • ITSalso has a CD with both programs on it, which you can borrow.

  44. Working with Groups • Watch this video on how TRELLO works for “GROUP WORK” • Google Groups • Google Hangouts

  45. Hybrid / Homework • Read Chapter 1 of your MS Project 2016 etext • Complete all activities required while reading chapter 1, including end of chapter practical assignments. • Complete the Fill in the Blank for Chapter 1 • Complete the T/F for chapter 1 • When you get to these “KNOWLEDGE ASSESSMENT” questions, you can COPY & PASTE content into an MS WORD doc., by going to the Texidium ONLINE reader

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