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Econ106 Lecture-Discussion No.

What Weve Learned About So


Far
Introduction and Context
Projects in contemporary organizations
Project Initiation

Strategic management and project selection


The project manager
Managing conflicts and the art of negotiation
The project in the organizational structure

Next
Project Planning
Project activity and risk planning
Budgeting: estimating costs and risks
Scheduling
Resource allocation
Project Execution
Monitoring and information system
Project control
Project auditing
Project Termination

It is almost always cheaper, faster and easier to do


things right the first time than to redo them.
Meredith and Mantel

Planning
Primary purpose and implications
to establish a set of directions in sufficient
detail to tell the project team exactly what
must be done, when it must be done, what
resources will be required to produce the
deliverables of the project successfully, and
when each resource will be needed

Deliverables (or scope, specifications, objectives) are


more than mere descriptions of the goods and/or
services we promise to deliver to the client at a
quality level that will meet their expectations
Also includes time and cost required to complete the
project to the clients satisfaction

Planning
(continued)
Other purposes/requirements and implications
The plan must be designed in such a way that the

project outcome also meets the objectives, both


direct and ancillary, of the parent organization, as
reflected by the project portfolio or other strategic
selection process used to approve the project.
The plan must include allowances for risk and
features that allow it to be adaptive, it is always
carried out in an environment of uncertainty.
The plan must contain methods to ensure its
integrity, e.g. means of controlling the work it
prescribes.
The plan must include any constraints on activities
and input materials prescribed by law and society.

Project Launch Meeting


It is crucial that the projects objectives be

clearly tied to the overall (vision and)


mission, goals and strategy of the
organization, such as might be reflected in the
project portfolio process.
In the project charter, senior management
should delineate the firms intent in undertaking
the project, outline the scope of the project, and
describe how the projects desired results reinforce
the organizations goals.
It is also vital that a senior manager call and be
present at the project launch meeting, an initial
coordinating meeting, as a visible symbol of top
managements commitment to the project.

The success of the project launch meeting is absolutely

dependent on the existence of a well-defined set of


objectives.

Unless all parties to the planning process have a clear

understanding of precisely what it is the project is


expected to deliver, planning is sure to be inadequate or
misguided

Other important matters addressed in a project launch

meeting:

Review of major risks facing the project (usually

focusing on market reaction to a new process/product,


technical feasibility of an innovation) and starting of risk
management plan in further identification of risks
Formulation of projects risk management group and
the initial risk management plan
Beware of going beyond the most aggregated level of
plans; priority importance is to clarify purposes,
direction and concerns of those to be
involved/affected

Whatever the process of the project launch

meeting, the outcome must be that:


Technical scope is established (though may not

yet be cast in concrete);


Basic areas of performance responsibility are
accepted by the participants;
Any tentative delivery dates or budgets set by
the parent organization are clearly noted; and
A risk management group is created; tasked to
develop a risk management plan that includes
proposed methodologies for managing risk, the
groups budget, schedule, criteria for dealing with
the risk, and required reports; also communication
flows

The PM generally takes responsibility for gathering

the necessary approvals and assuring that any changes


incorporated into the plan at higher levels (including the
client) are communicated to, and approved by, the units
that have already signed on the plan.
Violation of this procedure is considered a betrayal of trust.

The final, approved result of this procedure is the project

plan, also known as the baseline plan.


When the planning phase of the project is completed, it
is valuable to hold one additional meeting, a
postplanning review. Ideally chaired by an experienced
PM not connected with the project, to make sure that all
necessary elements of the project plan have been
properly developed and communicated.

The various parts of the project plan, including the

risk management plan, are then scrutinized by the


group and combined into a composite project plan.
The composite project plan, still not completely firm,
is approved by each participating group, by the
project manager, and then by senior organizational
management. Each subsequent approval hardens
the plan somewhat, and when senior management
has endorsed it, any further changes in the projects
scope must be made by processing a change order,
or an informal written memoranda if the project is
not large or complex.
The main point is that no significant changes are

made, without written notice, following top


managements approval. Significant depends on the
specific situation and the people involved.

Given the project charter, approvals really amount to


a series of authorizations. Meredith and Mantel

Project Charter Elements


1. Purpose

A short summary directed to top management


and those unfamiliar with the project

Contains a statement of the general goals of


the project and a brief explanation of their
relationship to the firms objectives

The Business Case: market opportunities, profit


potentials, needs of the organization, customer
requests for proposals, technological
advancement opportunities and regulatory,
environmental, and social considerations

2. Objectives
A more detailed statement of the general
goals of the project, what constitutes success ,
and how the project will be terminated

Includes profit and competitive aims from The


Business Case as well as technical goals

3. Overview

This section describes both the managerial


and technical approaches to the work.

Managerial approach takes note of any deviation


from routine procedure e.g. use of subcontractors
Technical approach describes the relationship of
the project to available technologies e.g. project
is an extension of work done by the company from
an earlier project

4. Schedules (USE SAMPLE FORM 1)

Outlines the various schedules and lists all


milestone events and/or phase-gates

Each summary (major) task is listed, with the


estimated time obtained from those who will
do the work.

The projected baselines schedule is constructed


from these inputs. The responsible person or
department head should sign off on the final,
agreed-on schedule.

5. Resources (USE SAMPLE FORM 1)

3 primary aspects: budget, contractual items, and


cost monitoring and control procedures

Budget both capital and expense requirements are


detailed by task, with one-time costs separated from
recurring project costs
Contractual items complete list and description (e.g.
customer-supplied resources, liaison arrangements, project
review and cancellation procedures, proprietary
requirements, purchasing/procurement contracts, specific
management agreements, technical deliverables and their
specifications, delivery schedules, and a specific procedure
for changing any of these)
Cost monitoring and control procedures in addition
to usual routine elements, must also include any special
resource requirements for the project such as special
machines, test equipment, laboratory usage or
construction, logistics, field facilities, and special materials

6. Personnel (USE SAMPLE FORM 1)

Lists the expected personnel requirements of


the project, especially the project manager
and the sponsor/approver of the project

In addition, list any special skill requirements,


training needed, possible recruiting problems,
legal or policy restrictions on work force
composition, and security clearances

Time-phase personnel needs to the project


schedule; personnel, schedule and resources
sections can be cross-checked with one
another to ensure consistency

7. Risk Management Plans

Covers potential problems as well as potential


lucky breaks that could affect the project

Plans to deal with favorable or unfavorable


contingencies
8. Evaluation Methods

Against standards and methods established at


projects inception

Contains a brief description of the procedures


to be followed in the monitoring, collecting,
storing, auditing and evaluating the project, as
well as post-project (lessons learned)
evaluation following project termination

The Project Plan


Usually constructed by:
1. Listing the sequence of activities required to carry
the project from start to completion (according to
project life cycle).
2. Each activity/segment is made up of further
activities/specific tasks and milestones/significant
events.
3. As the project passes through each of the segments, it
is subjected to a series of quality gates (aka phase
gates, toll gates, etc.) that must be successfully
passed before proceeding to the next segment.

Note that the planning process must pass through the quality
gates as well as the physical output of the project itself.

The Work Breakdown


Structure
(WBS)

A description of all the tasks to complete a


project, organized by some consistent
perspective and containing a variety of
information needed for that perspective

Sample Form 1
Activity Plan
Deliverables
Measure(s) of Accomplishment
Key constraints and assumptions
Tasks

Estimated
Resources

Immediate
Predecess
or Tasks

Estimated
Time
Duration

Assigned
To

Sample Form 2

Sample Form3
Career Day
Steps
1. Contact
Organization
a. Print forms,
letters
b. Contact
organizations
c. Collect display
information
2. Publicity and
Promotion
a. Send
invitations

Due
Date

Resource
s

Assigned
To

Preceded
by

Sample Form 4
OBJECTIVE: Merger of Ajax Hardware into Instat Corp.
Steps

Due Date

Responsibility

Precedent

1. Advise Ajax
Dec. 15, 2013
mgt. of changes

Jose Reyes

2. Begin
preparing Instat
sales dept. to
sell Ajax
Consumer
Division
products
effective 1/1/13

Jose Reyes
Paula Sanson

Dec. 15

Sample Form 5: RACI


Matrix*
Activity

Responsible Individuals

Initiate Action

Work with

Clear Action
with

1.
Distribution
System and
Its
Administratio
n
a. Recommend
distribution
system to be
used

Marketing
officers

A, B, C product
line managers
Management
committee
Agency director
VP
*RACI Responsible,Accountable, Consult,Inform
2.

Sr. VP Marketing

Interface Coordination
Through
Integration
Integration Management managing the
Management
problems that tend to occur between
departments and disciplines, rather than
within individual departments
The importance of clear communication
flows

Sample 1: 12th YEC Registration


Workflow

Sample 2:
12th YEC Sponsorships Payments
Flow

Risk Management
Risk Management and Planning deciding how to approach

and plan the risk management activities for a project


Risk Identification determining which risks might affect the
project and documenting their characteristics
Qualitative Risk Analysis performing a qualitative analysis
of risks and conditions to prioritize their impacts on project
objectives
Quantitative Risk Analysis estimating the probability and
consequences of risks and hence the implications for project
objectives
Risk Management Register an up-to-date data register of
risk environments, assumptions, identified risks and categories,
risk estimates, minutes of meetings and reports, actual
outcomes of identified risks