Project Management The much neglected art of running a project to a successful completion 15/07/2016(C) Management Expert Academy1

Project Definition It's a temporary endeavour undertaken to create a unique product, service or result. 1.A project is temporary in that it has a defined beginning and end in time, and therefore defined scope and resources. 2.A project is unique in that it is not a routine operation, but a specific set of operations designed to accomplish a singular goal. So a project team often includes people who don’t usually work together – sometimes from different organizations and across multiple geographies. And all must be expertly managed to deliver on-time, on- budget results, while learning and integrate with the organization’s needs. 15/07/2016(C) Management Expert Academy2

Project Management: Definition  the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.  It has always been practiced informally, but began to emerge as a distinct profession in the mid-20th century 15/07/2016(C) Management Expert Academy3

Example: Internal Change Projects Step 1Step 2Step 3 Value Added Processes Step 1Step 2Step 3 Transport process Step 1Step 2Step 3 Value Added Processes Step 1Step 2Step 3 Value Added Processes Step 1Step 2Step 3 Procurement process Step 1Step 2Step 3 Marketing process Change Projects 15/07/2016(C) Management Expert Academy4

Project Scope / Project Types 1.Change projects = achieve a certain change in an organisational process, e.g. implement a new IT- system 2.Construction projects = can be anything from year long Joint Ventures to Buildings, developing IT- systems, road projects, fulfilling a contract for 5 years to extract oil from the underground, maintenance tasks, etc. 3.Information projects = Seek information, e.g. about vendors, customers, IT-developments, competitors – just anything you can imagine! 4.Communication = A specified communication campaign toward customers, partners or internally 5.And more …. Conclusion: Project management is an integrated part of any managers job so he must learn all about it Project management becomes increasingly important as you advance in your management career – go to the top and that is almost all you do! 15/07/2016(C) Management Expert Academy5

Project Lifecycle Initiation Scope Integration Time Economics Human Resources Quality Riscs Communications Stakeholder Management Planning Opening project files, structures, documents, monitoring and control mechanisms Develop monitoring systems Time Economics Human Resources Issue resolving mechanisms Other results Execution Communications Planning Resolving Issues Track economics Track progress / Time Develop deliverables Progress reports Continuously monitor Time Economics Human Resources Issue resolving mechanisms Other results Closing Testing completeness Handover procedures Completeness testing Final hand over Closing project management Develop learnings Close files, documents, structures Completion report Monitoring and control mechanisms This is a formal contract between management and project manager it is called the “Project Charter” 15/07/2016(C) Management Expert Academy6

Key Points to Good Project Management  Execution  Communication, communication, communication  Track everything daily /weekly  Be sure to update project staff  Double-check all deliverables back to scope / contract and deliver in “over the target” quality  Project progress reports in an agreed format on time every time  Closing  Prepare for testing / handover / transfer  Develop training plans for handover  Develop final project completion report  Be sure to learn from experience  Initiation  A clear “contract” defining scope is essential  An early implementation of the project’s organisational structure  Staffing, availability and workload per staff  Meeting Agendas  Develop Inter-project communication platform  Planning  Plan for the task – do not overdo it!  Gantt charts are not project management just a tool  Make attention to issue resolving mechanisms – define issues, resolve them and get back on track  Be sure to raise issues that change the project scope with the stakeholder management team – otherwise you enter the scope creeping territory and you do not want that  Be sure to manage financials (costs and cash flows) effectively 15/07/2016(C) Management Expert Academy7

Other recommendations Because of the cross-boundary staffing structure in most projects communication platform on the web are useful Project management packages are available on the web (charting, documents, website, chat, team communications, project tools) As examples see Wikipedia, projectmanager.com, or twike.com or see a review on com/ of 5 online project management systems (we are not associated with these) Before you buy into this or other software like Microsoft Projects try develop your own templates on paper / excel / word so you know the tasks and know your priorities or try my template in excel that guides you through a project’s lifetime tasks If you have many projects consider creating a Project Management Office (PMO) with professional project management staffing Remember that project management is not only a technical discipline but also very much requires human resource and communication skills All projects have different focus so prioritize those components of utmost importance to a successful completion. 15/07/2016(C) Management Expert Academy8