B A 421 Project Management and Planning for Business

Instructor Information Leisha Ott Fall 2001 Web Page: This provides a link to my BA-421 Project Management Web Page.

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Schedule Final Dec 12Exam #3 8:00 pm to 9:50 pm

This Course Will Help Prevent... A magazine recently ran a "Dilbert Quotes" contest. They were looking for people to submit quotes from their real-life Dilbert-type managers. Here are some of the submissions (Courtesy of Laugh-Of-The-Day.com): “As of tomorrow, employees will only be able to access the building using individual security cards. Pictures will be taken next Wednesday and employees will receive their cards in two weeks.” (This was the winning entry; Fred Dales at Microsoft Corporation) “What I need is a list of specific unknown problems we will encounter.” (Lykes Lines Shipping) “ is not to be used to pass on information or data. It should be used only for company business.” (Accounting Mgr., Electric Boat Company) “This project is so important, we can't let things that are more important interfere with it.” (Advertising/Mktg. Mgr., UPS) “Doing it right is no excuse for not meeting the schedule. No one will believe you solved this problem in one day! We've been working on it for months. Now, go act busy for a few weeks and I'll let you know when it's time to tell them.” (R&D Supervisor, Minnesota Mining & Manufacturing /3M Corp.) ~

...and Just a Few More “Quote from the boss: ‘Teamwork is a lot of people doing what 'I' say.’ ” (Mktg. executive, Citrix Corporation) “My sister passed away and her funeral was scheduled for Monday. When I told my boss, he said she died so that I would have to miss work on the busiest day of the year. He then asked if we could change her burial to Friday. He said, ‘That would be better for me.’ ” (Shipping Executive, FTD Florists) “We know that communication is a problem, but the company is not going to discuss it with the employees.” (AT&T Long Lines Division) “We recently received a memo from senior management saying, This is to inform you that a memo will be issued today regarding the subject mentioned above.” (Microsoft, Legal Affairs Division) “This gem is the closing paragraph of a nationally-circulated memo from a large communications company: ‘Lucent Technologies is endeavorily determined to promote constant attention on current procedures of transacting business focusing emphasis on innovative ways to better, if not supersede, the expectations of quality!’ ” ~

Topic 1: Introduction to Project Management

Project Management Principles

What’s a Project? An endeavor to accomplish a specific objective through a unique set of interrelated tasks and the effective utilization of resources ~ An endeavor to accomplish a specific objective through a unique set of interrelated tasks and the effective utilization of resources ~

Attributes of a Project Has a well-defined objective Has a well-defined objective Composed of a series of interdependent tasks Composed of a series of interdependent tasks Utilizes various resources Utilizes various resources Has a specific time frame Has a specific time frame Has a customer Has a customer Involves a degree of uncertainty ~ Involves a degree of uncertainty ~

Examples of Projects Planning a wedding Planning a wedding Designing and implementing a computer system Designing and implementing a computer system Hosting a holiday party Hosting a holiday party Designing and producing a brochure Designing and producing a brochure Executing an environmental clean-up of a contaminated site Executing an environmental clean-up of a contaminated site Holding a high school reunion Holding a high school reunion Performing a series of surgeries on an accident victim ~ Performing a series of surgeries on an accident victim ~

All Projects Have Constraints ScopeCostSchedule Customer Satisfaction

Expect the Unexpected Unforeseen circumstances will almost always crop up - they may jeopardize achievement of the project objective. Unforeseen circumstances will almost always crop up - they may jeopardize achievement of the project objective. The challenge facing the project manager is to prevent, anticipate, and/or overcome such circumstances. ~ The challenge facing the project manager is to prevent, anticipate, and/or overcome such circumstances. ~

The Project Life Cycle Projects are “born” when a need is identified by the customer Project life cycles vary in length, from a few weeks to several years Not all projects formally go through all four phases of the project life cycle ~

Phases of the Project Life Cycle Phase I: Identify the Need The first phase involves the identification of a need, problem, or opportunity The first phase involves the identification of a need, problem, or opportunity – The need and requirements are usually written by the customer into a document called a request for proposal (RFP) ~

The second phase is the development of a proposed solution to the need or problem The second phase is the development of a proposed solution to the need or problem – This phase results in the submission of a proposal – The customer and the winning contractor negotiate and sign a contract (agreement) ~ Phases of the Project Life Cycle Phase II: Propose a Solution

Phases of the Project Life Cycle Phase III: Perform the Project The third phase is performing the project The third phase is performing the project – Different types of resources are utilized – Results in the accomplishment of the project objective ~

Phases of the Project Life Cycle Phase IV: Terminate The final phase is terminating the project The final phase is terminating the project – Perform close-out activities – Evaluate performance – Invite customer feedback ~

The Project Management Process The project management process means planning the work and then working the plan ~ The project management process means planning the work and then working the plan ~

Planning the Work Clearly define the project objective Clearly define the project objective Divide and subdivide the project Divide and subdivide the project –Work Breakdown Structure p Define the specific activities that need to be performed Define the specific activities that need to be performed Graphically portray the activities in a network diagram p Graphically portray the activities in a network diagram p

Planning the Work (Cont.) Make a time estimate Make a time estimate –Project Schedule p. 16 Make a cost estimate Make a cost estimate Calculate a project schedule and budget Calculate a project schedule and budget –Cumulative Budgeted Cost Curve p. 17

Working the Plan Establish a baseline plan Establish a baseline plan Monitor progress Monitor progress Measure actual progress and compare it to planned progress Measure actual progress and compare it to planned progress –Cumulative BUDGETED Cost Curve.vs. –Cumulative ACTUAL Cost Curve Take CORRECTIVE ACTION if the project is behind schedule, overrunning the budget, or not meeting technical specifications Take CORRECTIVE ACTION if the project is behind schedule, overrunning the budget, or not meeting technical specifications

Benefits of Project Management Satisfied customers Satisfied customers Additional business Additional business Expansion of career opportunities Expansion of career opportunities Satisfaction of being on a winning team Satisfaction of being on a winning team Improved knowledge and skills ~ Improved knowledge and skills ~