PROJECT MANAGEMENT
ESSENTIALS
Meenakshi Handa
Meenakshi Handa SMU MB 0049
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Characteristics of project Mindset
1. Time; It is possible to improve the
pace of project by reducing time
frame of project
2. Responsiveness:
Vibrancy
and
liveliness
of
individual
and
organization =
capabilities
to
respond
to
evolving processes
3. Information Sharing: Seamless flow
results in healthy mindset among
stakeholders
4. Processes: Emphasis on flexible
processes
5. Structured planning enables easy &
convenient work as per plan.
Efficient uses of resources and
prioritisation of activities.
Meenakshi Handa SMU MB 0049
2
PROCESS GROUPS
Meenakshi Handa SMU MB 0049
3
PROCESS INTERACTIONS
1. Input:
Client
document converted
into action plan
2. Tools & techniques:
Mechanism/
tools
applied on input for
desired output
3. Output: Result of
process
Meenakshi Handa SMU MB 0049
1. Initiating
Processes:
Initiated
by
management group decision
2. Planning Processes: Interactions focus on
planning, highly interdependent.
3. Executing processes: Interaction depend on
nature of work, dynamic & dependent on
team innovation & responsiveness
4. Controlling
Processes:
Aimed
at
me4asuring project performance & finding
variances from plan, continuous.
5. Closing Processes: review of project,
finding & analysis of performance
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PROJECT MONITORING & CONTROL
Meenakshi Handa SMU MB 0049
5
PROJECT MONITORING & CONTROL
1. Preliminary work: Understanding of project plans, stage
schedule, progress control, tracking schedules, summary of
stage cost and related worksheets by members
2. Project progress: Members track project progress and
communicate with others at all times so as to plan for
exigency
3. Stage control: Manager to establish project check point
cycle. Identified team member to exercise control at various
points.
4. Resources: Resource planning for various stages , briefing
team, allocating right resource at right place at right time to
enhance efficiency.
5. Quality Control: Very Important tool for tracking the
progress on various parameters at all stages. Standardise or
customise it as per need.
Meenakshi Handa SMU MB 0049
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PROJECT MONITORING & CONTROL
6. Schedule Quality Review: Conduct quality review at regular
intervals including beginning and end stages.
7. Agenda for Quality Review: Create and communicate quality
agenda with objective, products, logistics, roles,
responsibilities and time frame.
8. Conduct Quality Review: Conduct it in structured and formal
manner, focus on product development & quality
9. Follow Up: Revise complete quality review product from in
progress review to complete quality review. Ensuring
conformity to standards.
10. Review quality Control Procedure: verifying the quality
objectives appropriation as per product, satisfaction of
members on process & outcome.
Meenakshi Handa SMU MB 0049
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Project Progress Control
1. Monitor
performance:
control
mechanism to monitor progress
2. Update Schedule: For start date and
finished date for task, actual hours
worked per task & estimate work
hours to finish task
3. Update Cost: Actual cost & estimated
remaining cost updation
4. Re-plan Stage Schedule: Review
Gantt chart for schedule timing and
cost for cost variance. Deviation
analysis, corrective action, adjusting
schedule. Review outstanding quality
reviews & change requests.
Meenakshi Handa SMU MB 0049
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Project Progress Control
5. Conduct team status review: status meeting to inform all on
project progress.
6. Create Status reports: record achievement & expectation of
project, communication to all stakeholders
7. Create Flash Reports: Monthly progress report summarising
achievement, schedule status etc , communication to all
stakeholders
8. Project Status Reports: regular as per type, requirement and
phase of project.
Meenakshi Handa SMU MB 0049
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Project progress control steps
1. Approval: Review Decision
Taken, action planed and
approval from top
management
2. Change Control: Need for
adaptive and flexible to
accommodate change.
Possible through proper
Change management process
and using necessary tools.
Meenakshi Handa SMU MB 0049
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Project progress control steps
3.Changing Project Management Process: One has to responsible
enough to handle change. Processes involved are
• Request for change
• Identify alternate solutions
• Decide on actions for change
• Implement change
4. Tools for changing a Process:
• Change Management System (CMS): requires collection of
documented procedures on performance monitoring &
evaluation, updation of project plans, control measure for change
process. May be unique as organisation needs, includes
procedures to handle change.
• Configure management (CM): Identify configuration items, define
naming & numbering scheme, back up procedure, follow up
methods, identify & define responsibility & authority of CMS.
Meenakshi Handa SMU MB 0049
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Project progress control steps
5. Project Closure: Proper planning & execution = successful project
6. Completion of activities and benefits : closure follows analysis and
measurement against baseline
7. Post implementation Review: It has for parts
•Final product Review: review the product against parameters, if in order
maintain processes else identify variance and causes.
•Outstanding Project work Review: some item may not be at finished stage
which may not be needed immediately but should be resolved and steps
to close the same.
•Project Review: Objectives, performance & financial criteria, resource
utilisation, time , sticking to project definition & plan.
•Process Review: Process review to if changes can improve performance.
Meenakshi Handa SMU MB 0049
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Project progress control steps
8.Tools for Post Implementation Review
• Final Product Evaluation
• Outstanding Project work Evaluation
•Project Review
•Process Evaluation
9. Final project reporting and Documentation
•Analysis and documentation of project stage or project. Outcomes to
be documented are:
•Key stages of project
•Project Logic diagram
•Key stages responsibility chart
•Estimates for all key stages
•Optimised project Gantt chart
• updated & reviewed project risk log
•Risk management forms
•Project operating Budget
Meenakshi Handa SMU MB 0049
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