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Definition of a Project What is Project Management What is Program Management What is Portfolio Management Project Management Office (PMO) Project Constraints Stakeholder Management Organization Structure Project Life Cycle vs. Product Life Cycle Quiz
What is a Project ?
A project is a temporary endeavor undertaken to create a unique product, service or result. Temporary means that a project has a definite start and end date. Temporary does not necessarily mean short in duration. A project comes to an end either when its objectives are met or when the sponsor decides to terminate the project (for instance if it becomes apparent that the objectives either can not be met or it are no longer required) Project work is different from operational work. Operations consists of ongoing, repetitive work. For example, the work of an office receptionist can be classified as operational.
Project Management Institute, A Guide to the Project Management Body of Knowledge, ( PMBOKGuide) Fifth Edition, Project Management Institute, Inc., 2013, Page 3.
Project management is comprised of the knowledge, skills, tools, and techniques, applied to project activities to meet project requirements. Project management is performed by applying and integrating the 47 project management processes, which are logically grouped into five process groups. Managing a Project typically requires: Identifying project requirements Managing stakeholders Balancing project constraints (i.e. cost, time, quality, scope, risk, etc.)
For a group of projects to be classified as a program, there must be some value add in managing them together as a program
A project need not belong to a program; a program will always have projects A program is designed to deliver some strategic benefits value to the organization ; the benefits could be tangible (e.g. grow the operating margin) or intangible (e.g. improve the morale of the team) A program manager focuses on delivery of benefits to the organization; whereas a project manager fulfilling the requirements of a project
*Definition taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOKGuide) Fifth Edition, Project Management Institute, Inc., 2013.
*Definition taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOKGuide) Fifth Edition, Project Management Institute, Inc., 2013.
Portfolio
Subportfolios
Programs
Projects
Program
Projects
Subprograms
Projects
Other work
Scope
Time
HR Integration
Quality
Cost
Risk
Stakeholder
Procurement
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Communication
Stakeholder Management
*Stakeholder -An individual, group or organization who may affect, be affected by or perceive itself to be affected by a decision, activity or outcome of a project. Examples of stakeholders include project managers, customers, sponsors, the PMO, functional managers, the project team, and operations management. Stakeholder management requires: Identifying both internal and external stakeholders Determining stakeholder requirements Determining stakeholder expectations Communicating with stakeholders In the PMBOK fifth edition, stakeholder management is listed as a separate knowledge area and will be discussed in detail in Lesson 13.
*Definition taken from the Glossary of the Project Management Institute, A Guide to the Project Management Body of Knowledge, (PMBOKGuide) Fifth Edition, Project Management Institute, Inc., 2013.
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Organizational Structures
There are five types of organizational structures, broken into three categories.
Functional Organization
Executive Level
Project Management happens at this level
Function Head
Resource Project Resource
Function Head
Project Resource Resource
Function Head
Project Resource Resource
Function Head
Project Resource Resource
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Projectized Organization
Executive Level
Project Manager-1 Project Resource Project Resource
Project Organization
Project Manager-2
Project Manager-3
Project Manager-4
Resource
Resource
Resource
Resource
Resource
Resource
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Matrix Organization
Executive Level
Function Head Function Head Function Head Project Management
Project Resource
Project Resource
Project Resource
Project Manager
Resource
Resource
Resource
Resource
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Disadvantages
Departmental work gets higher priority than project work No career path in project management
Advantages
Better communication within projects More loyalty towards project goals Matrix Advantages Better coordination Maximum utilization of resources
Disadvantages Less efficient use of resources No home when project is completed Limited and diffused skill development
Disadvantages
Higher potential for conflict Greater communication complexity and overhead
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Project Management Institute, A Guide to the Project Management Body of Knowledge, ( PMBOKGuide) Fifth Edition, Project Management Institute, Inc., 2013.
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Project life-cycles
Sequential phases vs. Overlapping phases
In sequential phases, the subsequent phase starts only after the previous phase has been completed whereas in overlapping phases, two or more phases may run in parallel for some time
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Quiz-1
1. A project manager is working on a project to construct a new bridge. The resources report to the functional manager and are mainly occupied with operational related work. The project manager has no authority to properly assign resources. What type of organizational structure is the project manager in? A. B. C. D. Functional Projectized Strong Matrix Weak Matrix
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Quiz-1
1. A project manager is working on a project to construct a new bridge. The resources report to the functional manager and are mainly occupied with operational related work. The project manager has no authority to properly assign resources. What type of organizational structure is the project manager in? A. B. C. D. Functional Projectized Strong Matrix Weak Matrix
Answer 1: If you marked the answer as A, you are right. In a functional organization, team members are more concerned with their daily functional activities than with the project activities.
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Quiz-2
2.
Which of the following is not a characteristic of a project? A. B. C. D. Repeats every week Temporary Definite beginning and end Interrelated activities
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Quiz-2
2.
Which of the following is not a characteristic of a project? A. B. C. D. Repeats every week Temporary Definite beginning and end Interrelated activities
Answer 2: Its based on the project definition. Except for choice A, everything else is part of the project definition itself. So the right answer is choice A.
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Quiz-3
3. You just started a new project as a project manager, when several stakeholders raise concerns about the quality of the new project management software being used and the way project changes would be logged. As a project manager what should you do?
A. Supply them with training material on the new project management software. B. Inform the Project Management Office about the stakeholders concerns. C. Conduct an informal training session. D. Assure stakeholders that you will keep them engaged in the project and that the new software will in no way negatively impact them.
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Quiz-3
3. You just started a new project as a project manager, when several stakeholders raise concerns about the quality of the new project management software being used and the way project changes would be logged. As a project manager what should you do?
A. Supply them with training material on the new project management software. B. Inform the Project Management Office about the stakeholders concerns. C. Conduct an informal training session. D. Assure stakeholders that you will keep them engaged in the project and that the new software will in no way negatively impact them. Answer 3: This is a tricky question. You should expect a number of questions like this on the CAPM Exam. Do you think all of them are right? If yes, you need to identify the best answer. The best answer is choice B. The PMO controls the project management procedures and tools. PMI would like to believe that a mature organization would have a dedicated PMO and deferring to the PMO for this would be the right option.
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Quiz-4
4. In a projectized organization, who has the final authority over what the resources work on?
A. B. C. D.
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Quiz-4
4. In a projectized organization, who has the final authority over what the resources work on?
A. B. C. D.
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Quiz-5
5. How is a project lifecycle different from a product lifecycle? A. A project lifecycle has no methodology B. A project lifecycle depends on the control needs of the performing organization C. A project lifecycle can contain many product lifecycles D. A project lifecycle only includes specific project management activities
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Quiz-5
5. How is a project lifecycle different from a product lifecycle? A. A project lifecycle has no methodology B. A project lifecycle depends on the control needs of the performing organization C. A project lifecycle can contain many product lifecycles D. A project lifecycle only includes specific project management activities
Answer 5: The right answer choice is B. A project lifecycle depends on the control needs of the performing organization. Choice C is just the opposite, i.e. a product lifecycle can include many projects through its lifecycle, not the other way around.
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Quiz-6
6. Identify the least important stakeholder from the given options? A. B. C. D. The project manager who is responsible for building the project A project team member who will work on the project Customer who will use the end product or service Competitor whose organization will be affected by the new product release
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Quiz-6
6. Identify the least important stakeholder from the given options? A. B. C. D. The project manager who is responsible for building the project A project team member who will work on the project Customer who will use the end product or service Competitor whose organization will be affected by the new product release
Answer 6: The correct answer is D. Stakeholders are persons or organizations that are actively involved in the project or who may be positively or negatively affected by the performance or completion of the project. The project manager has to manage the expectations of the stakeholders.
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Thank You
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