Project management Essentials

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PROJECT MANAGEMENT
ESSENTIALS
Meenakshi Handa
Meenakshi Handa SMU MB 0049
1
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
4
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
6
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
7
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
8
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
9
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
10
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
11
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
13
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