Successful Project Management. Overview Houston Community College Fall, 2017

Transcription

1 Successful Project Management Overview Houston Community College Fall, 2017

2 Agenda Introduction Project Management Processes What Is a Process? Inputs, Tools and Techniques, Outputs Process Groups Overview The Five Overarching Process Groups Initiating Process Group Planning Process Group Executing Process Group Monitoring and Controlling Process Group Closing Process Group Key Takeaways

3 Introduction

4 Introduction As we discussed during the Project Framework lecture, the project life cycle describes what you need to do to do the work, whereas the project management process describes what you need to do to manage the project. Understanding the process of managing a project and knowing what should be done at what time provide a framework for understanding all the inputs, tools and techniques, and outputs involved in project management.

5 What Is a Process? According to PMI, A process is a set of interrelated actions and activities performed to achieve a pre-specified product, service, or result. Each process is characterized by its inputs, the tools and techniques that can be applied, and the resulting outputs. The PMBOK Guide lists 47 distinct processes.

6 Inputs, Tools and Techniques, and Outputs Inputs refer to documents or documentable items that will be acted upon. Tools are tangible items used in performing an activity to produce a result; e.g. templates. Techniques are procedures used to perform an activity to produce a result; e.g. estimating. Outputs are tangible and measurable (usually a deliverable). Outputs from one process often show up as inputs to another. EXAM TIP: It is not necessary to memorize all of the inputs, tools and techniques, or outputs. Remember, the exam is multiple choice. If you can identify inputs, tools and techniques, and outputs in a list and recognize what is out of place on that list, you should do well.

7 Inputs, Tools or Techniques, or Outputs? You will have a much easier time answering a majority of the questions on the exam if you remember the following: Inputs are items required by a process to enable it to proceed. Tools are tangible things used in performing an activity to produce a product or result. A technique is a defined systematic procedure used by a human resource to perform an activity to produce a product service or result. Outputs are results or products produced by a process.

8 Process Groups

9 Process Groups Overview Project Initiation allows a project to be chartered and authorized. Project Charter is created Project Manager is named Project Planning creates the project management plan to execute, monitor, and control, and close the project. Project Management Plan is developed Contains 24 of 47 processes Project Execution provides the activities to carry out the project management plan to complete the project work. Project team begins working together Creates work results Project Monitoring and Controlling oversees, measures, and tracks project performance. Adherence to the official change control process Preventative and corrections actions taken when necessary Project Closure is responsible for closing the project or project phase. Archive any project records, document, etc. Results in the product, service, or result created

10 The Five Overarching Process Groups All of these processes described work together to demonstrate the flow of a project from beginning to end. These five overarching process groups occur in every project as well as within every phase. Monitoring & Controlling processes Planning processes Enter phase/ Start project Initiating processes Closing processes Exit phase/ End project Executing processes

11 Initiating Process Group According to the PMBOK Guide, consists of those processes performed to define a new project or a new phase of an existing project by obtaining authorization to start the project or phase. PMBOK Guide Fifth Edition, p. 54 Determine Project Goals Develop Project Charter Identify Stakeholders Identify Constraints and Assumptions Determine Initial Budget Assumption is a belief that may or may not be true within a project. Constraint is a condition, rule, or procedure that restricts a project manager s options.

12 Planning Process Group 24 Processes According to the PMBOK Guide, consists of those processes performed to establish the total scope of the effort, define and refine the objectives, and develop the course of action required to attain those objectives. PMBOK Guide Fifth Edition, p. 55 Develop Project Management Plan Collect Requirements Define Scope Define Activities Sequence Activities Develop Schedule Estimate Costs Determine Budget Plan Risk Management Identify Risks Plan Risk Responses Plan Procurement Management Create Work Breakdown Structure Plan Schedule Management Plan Scope Management Estimate Activity Resources Estimate Activity Durations Plan Cost Management Plan Quality Management Plan Human Resource Management Plan Communications Management Perform Qualitative Risk Analysis Perform Quantitative Risk Analysis Plan Stakeholder Management

13 Executing Process Group According to the PMBOK Guide, consists of those processes performed to complete the work defined in the project management plan to satisfy the project specifications. PMBOK Guide Fifth Edition, p. 56 Direct and Manage Project Work Perform Quality Assurance Acquire Project Team Develop Project Team Manage Project Team Manage Communications Conduct Procurements Manage Stakeholder Engagement

14 Monitoring and Controlling Process Group According to the PMBOK Guide, consists of those processes required to track, review, and orchestrate the progress and performance of the project. PMBOK Guide Fifth Edition, p. 57 Monitor and Control Project Work Perform Integrated Change Control Validate Scope Control Scope Control Schedule Control Costs Control Quality Control Communications Control Risks Control Procurements Control Stakeholder Engagement

15 Closing Process Group According to the PMBOK Guide, consists of those processes performed to conclude all activities across all Project Management Process Groups to formally complete the project, phase, or contractual obligations. PMBOK Guide Fifth Edition, p. 57 The two main processes are: Close Project or Phase Close Procurements During closing: Contracts are closed out Stakeholders sign off on the project or deliverables of a phase Project documents are gathered and archived Lessons learned activities are performed

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17 The PMBOK Guide lists 47 distinct processes that define the life cycle of a project. These processes encompass the contents of 10 distinct areas of knowledge, all of which interrelate. Each Knowledge Area contains some of the 47 project management processes. The are: 1 Project Integration Management 6 Project Human Resources Management 2 Project Scope Management 7 Project Communications Management 3 Project Time Management 8 Project Risk Management 4 Project Cost Management 9 Project Procurement Management 5 Project Quality Management 10 Project Stakeholder Management

18 Project Integration Management Project Integration Management includes the processes and activities to identify, define, combine, unify, and coordinate the various processes and project management activities within the Project Management Process Groups. PMBOK Guide, p. 63 Initiating Planning Executing Develop Project Charter Develop Project Management Plan Direct and Manage Project Work Monitoring & Controlling Monitor and Control Project Work Perform Integrated Change Control Closing Close Project or Phase

19 Project Integration Management Project Integration Management includes the processes and activities to identify, define, combine, unify, and coordinate the various processes and project management activities within the Project Management Process Groups. PMBOK Guide, p. 63 Focus Areas: Feasibility Studies Statement of Work Project Charter Project Management Plan Project Documents

20 Project Scope Management Project Scope Management includes the processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully. PMBOK Guide, p. 105 Initiating Planning Executing Plan Scope Management Collect Requirements Define Scope Create WBS Monitoring & Controlling Validate Scope Control Scope Closing

21 Project Scope Management Project Scope Management includes the processes required to ensure that the project includes all the work required, and only the work required, to complete the project successfully. PMBOK Guide, p. 105 Focus Areas: Work Breakdown Structure Decomposition Data Collection Techniques Interviews Brainstorming Surveys Benchmarking

22 Project Time Management Project Time Management includes the processes required to manage the timely completion of the project. PMBOK Guide, p. 141 Initiating Planning Executing Plan Schedule Management Define Activities Sequence Activities Estimate Activity Resources Estimate Activity Durations Develop Schedule Monitoring & Controlling Control Schedule Closing

23 Project Time Management Project Time Management includes the processes required to manage the timely completion of the project. PMBOK Guide, p. 141 Focus Areas: PERT Analysis Network Diagramming Critical Path Method Calculate Float

24 Project Cost Management Project Cost Management includes the processes involved in planning, estimating, budgeting, financing, funding, managing, and controlling costs so that the project can be completed within the approved budget. PMBOK Guide, p. 193 Initiating Planning Executing Plan Cost Management Estimate Costs Determine Budget Monitoring & Controlling Control Costs Closing

25 Project Cost Management Project Cost Management includes the processes involved in planning, estimating, budgeting, financing, funding, managing, and controlling costs so that the project can be completed within the approved budget. PMBOK Guide, p. 193 Focus Areas: Earned Value Management (PMBOK, p. 224)

26 Project Quality Management Project Quality Management includes the processes and activities of the performing organization that determine quality policies, objectives, and responsibilities so that the project will satisfy the needs for which it was undertaken. PMBOK Guide, p. 227 Initiating Planning Executing Plan Quality Management Perform Quality Assurance Monitoring & Controlling Control Quality Closing

27 Project Quality Management Project Quality Management includes the processes and activities of the performing organization that determine quality policies, objectives, and responsibilities so that the project will satisfy the needs for which it was undertaken. PMBOK Guide, p. 227 Focus Areas: Quality Theory Concepts Quality Control Tools & Techniques Control Charts Flowcharting Cause-and-Effect Diagram Six Sigma Histogram Scatter Diagram

28 Project Human Resources Management Project Human Resources Management includes the processes that organize, manage, and lead the project team. PMBOK Guide, p. 255 Initiating Planning Executing Plan Human Resource Management Acquire Project Team Develop Project Team Manage Project Team Monitoring & Controlling Closing

29 Project Human Resources Management Project Human Resources Management includes the processes that organize, manage, and lead the project team. PMBOK Guide, p. 255 Focus Areas: Stages of Team Development Conflict Resolution Techniques Theories of Motivation Maslow s Hierarchy of Needs Herzberg s Hygiene Theory Expectancy Theory Halo Theory Achievement Theory Theories of Leadership

30 Project Communications Management Project Communications Management includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information. PMBOK Guide, p. 287 Initiating Planning Executing Plan Communications Management Manage Communications Monitoring & Controlling Control Communications Closing

31 Project Communications Management Project Communications Management includes the processes that are required to ensure timely and appropriate planning, collection, creation, distribution, storage, retrieval, management, control, monitoring, and the ultimate disposition of project information. PMBOK Guide, p. 287 Focus Areas: Communication Formula Communication Methods Communication Models

32 Project Risk Management Project Risk Management includes the processes of conducting risk management planning, identification, analysis, response planning, and controlling risk on a project. PMBOK Guide, p. 309 Initiating Planning Executing Plan Risk Management Identify Risks Perform Qualitative Risk Analysis Perform Quantitative Risk Analysis Plan Risk Responses Monitoring & Controlling Control Risks Closing

33 Project Risk Management Project Risk Management includes the processes of conducting risk management planning, identification, analysis, response planning, and controlling risk on a project. PMBOK Guide, p. 309 Focus Areas: Risk Breakdown Structure Risk Register Probability Impact Matrix Expected Monetary Value Analysis Decision Tree Analysis (Make or Buy)

34 Project Procurement Management Project Procurement Management includes the processes necessary to purchase or acquire products, services, or results needed from outside the project team. PMBOK Guide, p. 355 Initiating Planning Executing Plan Procurement Management Conduct Procurements Monitoring & Controlling Control Procurements Closing Close Procurements

35 Project Procurement Management Project Procurement Management includes the processes necessary to purchase or acquire products, services, or results needed from outside the project team. PMBOK Guide, p. 355 Focus Areas: Contract Types Procurement Documents

36 Project Stakeholder Management Project Stakeholder Management includes the processes required to identify the people, groups, or organizations that could impact or be impacted by the project, to analyze stakeholder expectations and their impact on the project, and to develop appropriate management strategies for effectively engaging stakeholders in project decisions and execution. PMBOK Guide, p. 391 Initiating Planning Executing Identify Stakeholder Plan Stakeholder Management Manage Stakeholder Engagement Monitoring & Controlling Control Stakeholder Engagement Closing

37 Key Takeaways

38 Key Takeaways There are Ten in the PMBOK Guide: Project Integration Management (6 processes) Project Scope Management (6 processes) Project Time Management (7 processes) Project Cost Management (4 processes) Project Quality Management (3 processes) Project Human Resource Management (4 processes) Project Communications Management (3 processes) Project Risk Management (6 processes) Project Procurement Management (4 processes) Project Stakeholder Management (4 processes)

39 Key Takeaways The PMBOK Guide defines 47 project management processes. During the Initiating Process Group, a Project Charter is created and the Project Manager is named. The Planning Process Groups is the most important process group and the Project Management Plan is created for each Knowledge Area. The Executing Process Group create work results. The Monitoring and Controlling Process Group utilizes in preventative and corrective actions. The Closing Process Group ends the project and results in a deliverable.

40 Questions