TO 2002/BSSC 1 Basic Project Management Getting the job done…

TO 2002/BSSC2 Agenda What is project management What is project management Applying Project management Applying Project management Summary Summary

TO 2002/BSSC4 History of Project Management 1870 – Building of transcontinental railroads gives rise to need for a structured management process to manage the construction process 1870 – Building of transcontinental railroads gives rise to need for a structured management process to manage the construction process Frederick Taylor Frederick Taylor Henry Gantt & Gantt Charts Henry Gantt & Gantt Charts 1958 Development of CPM/Pert 1958 Development of CPM/Pert

TO 2002/BSSC5 Famous Projects Pacific Railroad (circa 1857) Pacific Railroad (circa 1857) Hoover Dam ( ) Hoover Dam ( ) Manhattan Project ( ) Manhattan Project ( ) Polaris Project ( ) Polaris Project ( ) Apollo Project ( ) Apollo Project ( ) ARPANet (1962-) ARPANet (1962-) Y2K Project ( ) Y2K Project ( )

TO 2002/BSSC6 Project Management Defined The business view : achieving an objective by matching The business view : achieving an objective by matching time, time, resources resources and goals and goals The Bottom Line: A project is a job that has to be done.

TO 2002/BSSC7 Project Phases (PBIP) 1. Planning Define project objectives Define project objectives Determine resources Determine resources 2. Build-up Assemble team Assemble team Develop project plan (the schedule) Develop project plan (the schedule) 3. Implementation Execute & Monitor Plan Execute & Monitor Plan Report progress Report progress 4. Phase-out Close the project Close the project Review Review

TO 2002/BSSC8 Ph. 1 Planning Define the problem Define the problem What is the perceived need or purpose to be solved? What is the perceived need or purpose to be solved? What are the project objectives? What are the project objectives? What & when must it be achieved ? What & when must it be achieved ? How is success measured ? How is success measured ? Identify the stakeholders Identify the stakeholders Anyone who has a vested interest in your project Anyone who has a vested interest in your project

TO 2002/BSSC9 SMART Objectives Define an objective that meets the following criteria Define an objective that meets the following criteria S pecific S pecific M easurable M easurable A ction Oriented A ction Oriented R ealistic R ealistic T ime-limited T ime-limited

TO 2002/BSSC10 Example: Jurong Bird Park Survey 1. To survey(A) 600 visitors(M) to the Jurong Bird Park. 2. To submit(A) the top-line survey results(S) by 5 th June(T) to the Board of Directors that would allow them to compare their performance against the other Singapore Attractions(R).

TO 2002/BSSC11 Exercise PM1 PROJECT DEFINITION WORKSHEET.doc PM1 PROJECT DEFINITION WORKSHEET.doc PM1 PROJECT DEFINITION WORKSHEET.doc PM1 PROJECT DEFINITION WORKSHEET.doc Prepare a Project Definition Worksheet for your own individual project. Prepare a Project Definition Worksheet for your own individual project.

TO 2002/BSSC12 Ph. 1 Planning (cont’d) Determine Resources What do you need to achieve your goal? What do you need to achieve your goal? When do you need the resources ? When do you need the resources ? Typical : Typical : Manpower, Time, Funds, Specialized resources, others Manpower, Time, Funds, Specialized resources, others

TO 2002/BSSC13 Planning tool: WBS Work Breakdown Structure Work Breakdown Structure Planning Quality, Cost & Time Planning Quality, Cost & Time Identify all elements require to complete the project need to be identified Identify all elements require to complete the project need to be identified WBSSample.doc

WBS (alternative version) Best Friend’s Birthday Party Invitations Product Guestlist Print Invitations Get quotations for printing Select & Order Catering Get quotationsSelect & Order ….

TO 2002/BSSC15 Gantt Chart Shows the duration and chronological order of tasks and activities. Shows the duration and chronological order of tasks and activities. Shows you the ‘big picture’ Shows you the ‘big picture’

Major Goals Human Resources Schedule Sub- Goals Completion Status Date updated

TO 2002/BSSC17 Exercise Prepare a Gantt Chart detailing your activities to prepare you for school – starting with waking up and finishing with you leaving home. Prepare a Gantt Chart detailing your activities to prepare you for school – starting with waking up and finishing with you leaving home.

TO 2002/BSSC18 CPM Critical Path Method Critical Path Method Establishes what the essential tasks are. Establishes what the essential tasks are. Shows dependencies between different tasks. Shows dependencies between different tasks. Helps to focus on critical tasks Helps to focus on critical tasks

Critical Path Diagram

TO 2002/BSSC20 Building a CPM 1. Specifiy individual task 2. Determine sequence 3. Draw the diagram 4. Estimate time take for each task 5. Identify Critical Path -> Update CPM as required

TO 2002/BSSC21 Exercise Prepare a CPM Chart detailing your activities to prepare you for school – starting with waking up and finishing with you leaving home. Prepare a CPM Chart detailing your activities to prepare you for school – starting with waking up and finishing with you leaving home.

TO 2002/BSSC22 Ph. 3 Implementation Execute & Monitor Focus on the importance Focus on the importance Track progress of the project Track progress of the project Report progress to team and supervisor Report progress to team and supervisor Ensure quality Ensure quality Be ready to execute backup plans Be ready to execute backup plans

TO 2002/BSSC23 Managing the project Focus on the results Focus on the results Give constant feedback to stakeholders Give constant feedback to stakeholders Keep an eye on the critical path Keep an eye on the critical path Monitor constantly Monitor constantly

TO 2002/BSSC24 Status Reporting Achievements Achievements Problems & resolution Problems & resolution Next steps. Next steps. Status Reporting Format : Status Reporting Format :

TO 2002/BSSC26 Managing Delays Manage Expectations Manage Expectations Renegotiate Deliverables Renegotiate Deliverables “Crunch” “Crunch” Non-essential items Non-essential items More resources More resources Partial Delivery Partial Delivery

TO 2002/BSSC28 Ph. 4 Phase-out Review & Debrief Have you met the goals Have you met the goals How did the plan perform How did the plan perform How did the team perform How did the team perform How well was the project managed ? How well was the project managed ? Problems & Issues Problems & Issues

TO 2002/BSSC29 Summary Project management defined Project management defined Project Phases (PBIP) Project Phases (PBIP) Project Phases (PBIP) Project Phases (PBIP) Tools: Tools: Planning Planning Project Definition Worksheet Project Definition Worksheet WBS WBS Scheduling Scheduling CPM CPM Gantt Chart Gantt Chart