1. Project Management PTM721S
Faculty of Computing and Informatics
24 July 2017
Project Management PTM721S
Lesson 3 – An introduction to project management process groups

2. Project management process groups Project initiation Project planning
Faculty of Computing and Informatics
Lecture content
Project management process groups
Project initiation
Project planning
Project executing
Project controlling
Project closing

3. Project management process groups
Faculty of Computing and Informatics
Project management process groups
Project management process groups – initiation, planning, executing, controlling and closing activities
Initiating processes –Actions to begin and end project or project phases
Planning processes – the project plan is about devising and maintain a workable scheme to ensure project addresses the company’s needs

4. Project management process groups cntd.
Faculty of Computing and Informatics
Project management process groups cntd.
Executing processes – coordinating people and other resources to carry out project plans and produce deliverables
Controlling processes – project team meets the project objectives and take corrective action, e.g. performance review of staff
Closing processes – formalizing acceptance of project and ending it efficiently, e.g. documenting lessons learnt

5. Determine the scope, time, and cost constraints for the project
Faculty of Computing and Informatics
Project initiation
Determine the scope, time, and cost constraints for the project
Identify the project sponsor
Select the project manager
Develop a business case for the project
Identify key stakeholders
Complete the project charter

6. Project initiation consists of: Project scope management
Faculty of Computing and Informatics
Project initiation
Project initiation consists of:
Project scope management
Make a business case
Complete project charter
Assignment of project manager
Identify key stakeholders

7. Project initiation - business case template
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Project initiation - business case template
Introduction/background
Business objective
Current situation and problem statement
Critical assumptions and constraints
Analysis of options and recommendations
Preliminary project requirements
Budget estimate and financial analysis
Schedule estimate
Potential risks
Exhibits (e.g. project manager assigned, stakeholders identified, project charter , constraints, assumptions

8. Project initiation – project charter structure
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Project initiation – project charter structure
Project title
Project start date and finish date
Budget information
Project manager
Project objectives
Approach
Roles and responsibilities

9. The plan is to guide project execution
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Project planning
The plan is to guide project execution
The project plan consists of the following:
The planning documents
Planning processes and outputs

10. Project planning – Planning documents
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Project planning – Planning documents
The planning documents
A team contract
A scope statement
A work breakdown structure
A project schedule in the form of a Gantt chart
A list of prioritized risks

11. Project planning – Planning documents –team contract
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Project planning – Planning documents –team contract
The team contract
Code of conduct
Participation
Communication
Problem solving
Meeting guidelines

12. Project planning – Planning documents –scope statement
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Project planning – Planning documents –scope statement
The scope statement
Project title
Date
Prepared by
Project justification
Product characteristics and requirements
Summary of project deliverables (project management deliverables, product-related deliverables)
Project success criteria

13. Project planning – Planning documents – Work breakdown structure
Faculty of Computing and Informatics
Project planning – Planning documents – Work breakdown structure
The work breakdown structure
Initiating – assign project manager, identify stakeholders, prepare business case, prepare project charter
Planning – kickoff meeting, team contract preparation, scope statement preparation, work breakdown structure preparation, prepare schedule and cost, identify risks

14. Project planning – Planning documents – Work breakdown structure cntd
Faculty of Computing and Informatics
Project planning – Planning documents – Work breakdown structure cntd
The work breakdown structure cntd
Executing – survey, design, develop, test, promote, roll-out, project benefits measurements
Controlling – status reports
Closing – prepare final project report, prepare final project presentation, lessons learned

15. Project planning – Planning documents – Project schedule-Gantt chart

16. Project planning – Planning documents – List of risks
Faculty of Computing and Informatics
Project planning – Planning documents – List of risks
The list of potential risks, e.g.
Lack of inputs from internal consultants and users
Security of new systems
Outsourcing of other functionalities of system under development
Getting good feedback from other consultants
Effectively promoting new system
Realising benefits of new system in one year

17. Project planning – Planning process and outputs
Knowledge area
Process
Outputs
Integration
Project Plan Development
Project plan, Supporting detail
Scope
Scope planning
Scope statement, Supporting details, Scope management plan
Scope definition
WBS, Scope statement updates
Time
Activity definition
Activity list, Supporting detail, WBS updates
Activity sequencing
Project network diagram, activity list updates
Activity duration estimating
Activity duration estimates, basis of estimates
Schedule development
Project schedule, Schedule management plan, resource requirements update

18. Project planning – Planning process and outputs
Knowledge area
Process
Outputs
Cost
Resource planning
Resource requirements
Cost estimating
Cost estimates, Cost management plan
Cost budgeting
Cost baseline
Quality
Quality planning
Quality management plan, operational definitions, checklists, inputs to other processes
Human resource
Organisational planning
Role and responsibility assignments, Staffing management plan, Organisational chart
Staff acquisition
Project staff assigned, Project team directory
Communications
Communications planning
Communications management plan

19. Project planning – Planning process and outputs
Knowledge area
Process
Outputs
Risk
Risk management planning
Risk management plan
Risk identification
Risks, triggers, inputs to other processes
Qualitative risk assessment
Overall risk ranking for project, list of prioritized risks, Additional risks for analysis and management, Trends in qualitative risk analysis results
Quantitative risk analysis
List of quantified risks, probabilistic analysis of project, probability of achieving the cost and time objectives, trends in quantitative risk analysis results
Risk response planning
Risk response plan, residual risks, secondary risks, contractual agreements, contingency reserve amounts needed
Procurement
Procurement planning
Procurement management plan, statement of work
Solicitation planning
Procurement documents, evaluation criteria, statement of work updates

20. Project executing consists of the following:
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Project Executing
Project executing is the necessary actions to ensure project activities are completed
Project executing consists of the following:
Executing processes and outputs
Milestone report

21. Project Executing – Executing processes and outputs
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Project Executing – Executing processes and outputs
Knowledge area
Project Plan Execution
Outputs
Integration
Work results, Change requests
Quality
Quality assurance
Quality improvement
Human resources
Team development
Performance improvements, Inputs to performance, Appraisals
Communications
Information distribution
Project records, Project reports, Project presentations
Procurement
Solicitation, Source selection, contract administration
Proposals, contracts, Correspondence, Contract changes, Payment requests

22. Project Executing – Milestone report
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Project Executing – Milestone report

23. Project controlling consists of the following:
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Project Controlling
Project controlling is the process of measuring progress towards project objectives, monitoring deviation from plan and taking corrective action to match progress with plan
Project controlling consists of the following:
Controlling processes and outputs
Sample weekly status reports

24. Project Controlling – Sample weekly status reports
Faculty of Computing and Informatics
Project Controlling – Sample weekly status reports
Sample weekly status reports have the following
Project name
Team member names
Work completed this week
Work to complete next week
What’s going well and why
What’s not going well and why
Suggestion/issues
Project changes

25. Project Controlling – Controlling processes and outputs
Faculty of Computing and Informatics
Project Controlling – Controlling processes and outputs
Knowledge area
Process
Outputs
Integration
Integrated change control
Project plan corrective actions, lesson learned
Scope
Scope verification, Scope change control
Formal acceptance, scope changes, corrective actions, lessons learned, adjusted baseline
Time
Schedule control
Schedule updates, corrective actions, lessons learned
Cost
Cost control
Revised cost estimates, budget updates, corrective actins, estimate at completion, project closeout lessons learned
Quality
Quality control
Quality improvement, acceptance decisions, rework, completed checklists, process adjustments
Communication
Performance reporting
Performance reports, change requests
Risk
Risk monitoring and control
Workaround plans, Corrective actions, project change requests, updates to the risk response plan, risk database, updates to risk identification chacklists

26. Project controlling consists of the following:
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Project closing
Project closing is gaining stakeholder and customer acceptance of the final product and bringing the project or project phase to an orderly end
Project controlling consists of the following:
Closing processes and outputs
Sample projects summary lessons-learned report
Final project report

27. Project closing –closing processes and outputs
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Project closing –closing processes and outputs
Knowledge area
Process
Outputs
Communications
Administration closure
Project archives, Project closure, Lessons learned
Procurement
Contract close-out
Contract file, formal acceptance and closure

28. Project closing – sample projects summary lessons-learned report
Faculty of Computing and Informatics
Project closing – sample projects summary lessons-learned report
Project name, project sponsor, project manager, project dates
Final budget
Did the project meet the scope, time, cost goals?
What was the success criteria listed in the project scope statement?
Did you or not met the project success criteria?
In terms of managing the project, what were the main lessons you learnt from the project?
Describe one example of what went right on this project
Describe one example of what went wrong on this project
What will you do differently on the next project based on your experiencing working on this project?

29. Project closing – final project report
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Project closing – final project report
Project objectives
Summary of project results
Original and actual start and end dates
Original and actual budget
Project assessment
Transition plan
Annual project benefits measurement approach

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