Engineering Business Project Management

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Project Management Definition

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The PROCESSES used to manage activities that have schedules, budgets and risk.

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The Triple Constraints of Project Management

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Specifications, Cost, Schedule (all surrounding scope) you want to be on schedule and on budget, and get the correct work accomplished!

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First Project with Modern Project Management

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development of the Polaris nuclear submarine in the 1950’s

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What is a project?

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(1) Defined start and end, (2) organized plan, (3) defined resources, (4) teamwork, (5) established goals

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Key Features of Projects: Defined Start and End

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All projects have start-up and closure stages

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Key Features of Projects: organized plan

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A planned, methodical approach is used to meet project objectives

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Key Features of Projects: defined resources

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Projects are allocated time, people and money on their own merits

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Key Features of Projects: Teamwork

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Projects usually require a team of people to get the job done

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Key Features of Projects: Established Goals

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Projects bring results in terms of quality and/or performance

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Sponsor

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Initiates project, provides authority

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Project Manager

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responsible for projects objectives, team leader

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Stake holder

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Any party who is interested in or affected by the outcome of the project

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Senior Team Member

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Sub-project manager, Provides breath and depth of knowledge

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Team Member

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Full or part-time with assigned actions in the project plan

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Customer

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Internal or external person(s) who benefits from project

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Supplier

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Provider of materials, products and services needed to carry out the project

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Pros of Project Manager

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It provides a strong sense of accomplishment, Lots of responsibility, No two days are alike, Significant freedom of choice, Opportunity to affect change, Stepping stone to promotion

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Cons of project manager

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Lots of responsibility (maybe with little authority), Requires significant tolerance for people foibles and politics, Requires significant tolerance for ambiguity and uncertainty, May feel “disconnected” from your technical discipline

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6 Stages of Project Management

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Initiate, Define, Plan, Control, Implement, Review

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Initiating

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Develop a concept or vision of something “new”, Initiate Feasibility and Risk Assessments (good chance of success? Should you do it? Can you do it?). Identify driving forces (benefits). Identify resisting forces (resource availability, reluctance to change)

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Defining

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Agreed vision for the project by key team members and stakeholders, Identify objectives, Agree on actions and resources, Analyze initial Business Case

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Planning

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Order & schedule tasks in detail, Review and update Risk Analysis, Identify milestones, Validate plan and gain commitment

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Control

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Establish and use effective & efficient monitoring system, Implement communication strategy, Communicate progress against milestones, Identify potential problems and incorporate solutions, Implement Change Control procedures

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Implement

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Identify hand over process and schedule, Perform user acceptance testing

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Review

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Perform Post Implementation Review, Complete “Lessons Learned”

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Leadership Effectiveness

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most effective projects have high expenditures and leadership influence in the initiate and define stages, then it can decrease for plan, control, and implement.

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Developing Teamwork in a positive atmosphere

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Members need to compete with ideas and schedules rather than egos.

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Stages of Team Development

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Forming: members feel tentative and unsure about their project roles, Storming: members assert their positions and jockey for power. Norming: working practices are established. Performing: team works positively and productively to achieve project goals

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SMART objectives

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In the Define Stage. Specific: Clearly defined, with no room for misinterpretation. Measurable: Specify the measures or indicators used to meet your objective, Attainable: But with challenging stretches. Relevant: Important to team and person. Time-Sensitive: Milestones and end dates

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Risk management Worksheet

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In the Define Stage. Multiply expectation of risk by Impact of risk to get Severity of risk. Lower values = lower risk

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Listing Activities

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In Plan Phase. Smaller units of activities (tasks) are necessary to see how work overlaps, identify dependencies, and monitor performance, Aids scheduling, Allocation of resources, Reduces misunderstandings

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Network Diagrams

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In plane phase. Critical path: Sequence of activities that takes the longest time to complete. Non-critical path: Sequence of activities that can be delayed and still finish overall project in shortest time. Slack time: Maximum amount of time that you can delay an activity and still finish project on time. Earliest Start Date: First date you can start an activity

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Gantt Chart

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In Plan Phase. Schedule, such as in Microsoft Project

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Project Contract

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Part of the Control Phase. ‘Statement of Work’, Defines the triple constraints (schedule, specs, budget)

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The Leader’s Role in the Control Phase

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Overall responsibility for project success, Translate plan into action, Select right team members, Communicate clearly, Focus team towards project goals, Organize and oversee the project details, Build good relationships with stakeholders, Help team members grow as individuals and team members

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Communicating

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Part of Control Phase. More communication always better. Information Management: data always being updated. Sharing Knowledge. Listening: open and honest communication, welcoming negative feedback.

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Review Meetings

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Control Phase. Meetings are needed to discuss progress and resolve problems (keep entire team on same page) Regular (Daily, weekly, monthly), Event driven

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Red, yellow, Green Project Management

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RED = Major problem in cost, schedule or specifications, YELLOW = OFF Plan but Containable, GREEN = ON TRACK

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Useful Tool for Reviews:

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Review Phase. 3 Questions: What worked, What didn’t work, what’s missing?

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Qualities of best project managers

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People skills (tough love), management skills (know when to get detailed and when to stay out of it), Persistance and resilience, creative, technical skills