Week 2
Introduction to Project Management
1
Project lifecycle
2
Processes of Project Management
IPECC
1.
Initiating
2.
Planning
3.
Executing
4.
Controlling & Monitoring
5.
Closing
3
Project Life Cycle Review
• "The life cycle is the only thing that uniquely distinguishes
projects from non-projects".
• Is fundamental to the management of projects
4
What is the Project Life Cycle?
• Sequence of phases through which the project will
“evolve”
• Fundamental to the management of projects
• “Exact wording” varies between industries and
organization
5
Basic Project Lifecycle
Initiating
Closing
Controlling
Planning
Executing
6
Phase 1 INITIATING
• Initiating
•
•
•
•
•
Getting commitment to start the project
Goals & objectives established
Teams formed
Tasks are developed
Answers questions:
•
•
What problem is to be solved
How will it be solved
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Phase 1 INITIATING cont.
• Initiating cont.
•
•
•
•
•
•
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Preliminary planning
Kicking off
Gather data
Identify needs
Establish goals, objectives, stakeholders, risk level, strategy,
potential team, alternatives
Present proposal
Approval to continue
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Phase 2 PLANNING
• Planning
•
Figure out how the project will perform
•
•
•
•
•
how are you going to report—to whom, how often
Schedules laid out
Budgets created
Risks analyzed
Answers questions:
•
•
What is the plan?
How do we know when we are done?
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Phase 3 EXECUTING
• Executing
•
Putting the plan into action
•
Status reports generated
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Phase 4
CONTROLLING/MONITORING
• Controlling
•
•
•
•
Sometimes referred to as “Monitoring”
Ongoing responsibility to see if the project is going according to
the plan
QUALITY level monitored and maintained
Forecasts made and updated
11
Phase 5 CLOSING
• Closing
•
Sometimes referred to as “Realizing”
•
Obtain client sign off
•
CELEBRATE!!
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13
Project Management
Approaches
15
Project Management Approaches
• 2 Approaches
•
•
•
Traditional (Life Cycle/Processes)
Agile
Note: This course will cover the Traditional approach
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Traditional Approach
• We can complete the processes IN ORDER of the “Project Life
Cycle”
• Works well when we are FAMILIAR with the project
• GOAL and SOLUTION are easy to identify
• Scope and deliverables are clear
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AGILE APPROACH
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Agile Approach
• Goes thru ITERATIONS (LOOPS) to get closer to and
eventually reach the desired outcome
• Goal can be described, however the Solution is not clear
• Completed when we don’t know what the solution looks
like
• Goes through “iterations” to get closer to and eventually
reach a successful outcome
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How to Improve
Teamwork
in the Workplace
"Individually, we are one drop.
Together, we are an ocean"
How to Improve
Teamwork in the
Workplace
"There's no 'I' in 'team"
• By working together, people can accomplish far more than they
could alone.
• Staff can be more productive when they work together. Studies
find that teamwork improves:
•
•
•
INNOVATION
ENHANCES PROBLEM-SOLVING AND
BOOSTS PRODUCTIVITY
Starting the group
• Set GROUND RULES at beginning of task or project.
•
Each team member has equal SHARE of work so no one feels frustrated
or resentful
• GUIDELINES regarding individual contributions to group.
•
For example: Everyone will come to meetings on time.
•
Encourage everyone to contribute to discussion and the generation of
ideas.
Effective Communication
• Listen carefully to what others are
Saying,
hearing
• ACKNOWLEDGE other team members' INSIGHTS and
offer ENCOURAGEMENT
• Build on SUGGESTIONS offered by other team members
•
•
•
Keep a record of what is said during team meetings, and overall
progress
Solve problems and resolve disputes
Team leader resolves conflicts effectively.
“REFLECTIVE LISTENING”
Did you:
• Allow speakers to state their thoughts or opinions without
INTERRUPTING
• Actively try to remember the important facts or points made by
others
• Jot down any details or points raised by others
• REPEAT BACK or SUMMARIZE, points of view
expressed?
Giving and receiving
constructive feedback
in groups
•
If you describe what you actually SEE and HEAR, this reduces
the other person's inclination to react defensively.
•
•
Reveal your own position or feelings.
For example, "I FELT intimidated when you argued your point,"
rather than:
•
•
"You were very aggressive."
Describing your own reaction leaves the other person free to use
this feedback or not
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Stakeholders
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Who is a Stakeholder?
• Includes individuals and organizations who:
•
Are INVOLVED in the project
• May positively or negatively affect the project
•
May exert INFLUENCE over the project or results
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Stakeholders
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Project
Stakeholders
(This will become slide #3 in your PowerPoint Presentation)
• In groups, take 5 minutes to come up with a list of project
stakeholders for an:
“OTTAWA BASED CHARITY- FUNDRAISER”; 1 member/spokesman will write
the list of stakeholders in a Word doc. on his/her laptop,
• SAVE YOUR GROUP WORK EACH WEEK, AS IN WEEK 7, YOU’LL BE PRESENTING ALL
YOUR “GROUP WORK”
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MS PROJECT HOMEWORK, CH. 01
CHANGING TASK DEPENDENCY
DOUBLE click on teeny little arrow (Task
Dependency Line). this will bring up the Task
Dependency dialog box. Click on the drop-down
arrow beside TYPE
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Who May Be a Stakeholder?
•
•
•
•
•
•
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•
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End users
External (environmental, technological, market changes,
competitive initiatives)
Internal
Upper management
Suppliers
Sub contractors
Team members
Regulatory agencies
Sponsors
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Phase 1:
Initiating Projects
33
Initiating Projects
Initiating
Planning
Executing
Controlling
Closing
“Initiation is successfully beginning the project to create success in
the end. “
-is the most CRUCIAL phase in the Project Life Cycle, as it's the
phase in which you define your SCOPE and HIRE YOUR TEAM.
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Purpose of Initiation Process
• Set the overall SOLUTION direction
• Define top-level project objectives
•
Broad, general objectives, some people call them
"goals", that policymakers deal with,
eg: "improve economic growth", fall into the top level
and are called "policy objectives".
• Secure:
•
•
Necessary approvals
Resources
• Assign Project Manager
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Initiating Projects
36
•
INITIATING PROJECTS cont.
INPUT:
•
Project Selection Criteria:
•
•
HISTORICAL INFO:
•
•
done based on a panel, only some which are funded, they have to go in
and select which projects they’re going to spend their money on
relevant data, projects of similar nature (successes/failures), sales,
increasing in size/volume in sizes STATS
PROCESS:
•
PROJECT SELECTION METHODS:
•
•
how the COMPANY goes about selecting what projects they’ll do and not
do, what their priorities are, cost etc.
EXPERT JUDGMENT:
•
subject matter expert in that field
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PROJECT INITIATION
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MS PROJECT & MS ACCESS
2013
• Instructions on downloading/installing MS Project
and/or MS Access 2013
• You can also use MS PROJECT and/or MS ACCESS
2013 from any of the “Open Access Center” locations .
• In addition you can use MS PROJECT and/or MS
ACCESS 2013 from Algonquin College’s “Virtual
Desktop”
– Note: If you are using the “Virtual Desktop” FROM HOME
• you 1st need to login to Algonquin College’s Secure Portal
HAVING PROBLEMS WITH DOWNLOADING
MS OFFICE/ACCESS & MS PROJECT??
• If, after viewing the video on how to
download MS OFFICE/ ACCESS , you are still
having difficulty downloading them:
• Do NOT wait until my Office Hours, next
week. ITS are aware of any issues we’re
having with MS OFFICE/ACCESS & MS
PROJECT.
– ITS also has a CD with both programs on it, which
you can borrow.
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Group Work
• SAME GROUP FOR THE ENTIRE COURSE
• 6-7 PEOPLE PER GROUP
• All GROUPS must sign up on the wiki
•
For the PROJECT MANAGEMENT Group Presentation Blackboard
> Student Tools > WIKI > “OTTAWA-WIDE BASED CHARITYFUNDRAISER” > Create Wiki Page button
• Your charity should be an EXISTING registered,
CANADIAN BASED, (not an Ottawa based) charity. Make
sure that you do NOT overwrite someone else’s charity
• Each charity has to be UNIQUE (no “duplicates”)
• only 1 person per group, (NOT each member) signs up
• Add the name of the charity, purpose, and the first and last
names of all group members
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WIKI-SUBMITTING GROUPS NAMES
• Watch this video which will explain How to Create a Wiki
• Please make sure that when you put in your “Charity
Fundraiser” submission, that you do not ACCIDENTALLY
OVERWRITE someone else’s “Charity Fundraiser” submission:
•
•
•
Click on the EDIT WIKI CONTENT button
Do NOT add anything in the “NAME” textbox at the top
Just add your Charity Fundraiser NAME, PURPOSE, and GROUP
MEMBER list to the bottom of the EXISTING list > SUBMIT
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EXAMPLE OF:“OTTAWA-WIDE BASED
CHARITY- FUNDRAISER” (WIKI)
The following is an example of:
1.
NAMING your ““Charity Fundraiser”
2.
giving your “Charity Fundraiser a purpose
3.
listing your group members:
•
•
The name of my Charity Fundraiser is: “ENGLISH LANGUAGE
TUTORING FOR THE OTTAWA COMMUNITY ". The purpose is to
provide Ottawa’s financially disadvantaged with life’s essentials at
the lowest possible prices.
. Our group members will be: Tom Smith, Jill Jones, John Cramer,
Lucy Luke, Bill Wyman, Cassandra Jones, and Jason Miles.
• Please note that when you input your team members, that
you include both the First name, and the Last Name.
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Working with Groups
• Watch this video on how TRELLO
works for “GROUP WORK”
• Google Groups
• Google Hangouts
MS PROJECT
MS Project is a database
• 3 databases in one:
1.
2.
TASK Database: task name, start, finish, cost, duration, and work
3.
ASSIGNMENT database: when a resource is assigned to a task all
of the assignment-related info for each specific resource for each
specific task
•
•
RESOURCE database: resource name, type of resource, standard
rate (pay rate), resource group they belong to, the base calendar
they are assigned, and the max number of units for the resource
Resource’s start & finish date
Amount of work & total cost for that resource on a specific task
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4 Types of Calendars
1.
BASE Calendar specifies default working and nonworking times
for a set of resources. It can serve as a project calendar or a task
calendar. Microsoft Project provides 3 base calendars:
Standard, 24-Hours, and Night Shift.
2.
PROJECT Calendar is the base calendar that is used for an
entire project. It defines the normal working and nonworking
times.
3.
RESOURCE Calendar defines working and nonworking times
for an individual work resource.
4.
TASK Calendar is the base calendar you can use for individual
tasks to manage the scheduling of these tasks. A task calendar
defines working and nonworking times for a task, regardless of
the settings in the project calendar.
© 2014, John Wiley & Sons, Inc.
Microsoft Official Academic Course, Microsoft Project 2013
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TO CHANGE THE TYPE OF
“DEPENDENCY”
• Double click on the dependency line between the 2 tasks
• Click on the drop-down arrow beside TYPE
Notice: FROM: lists
the 1st task name in the
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Dependency, and TO:
lists the 2nd task name
Changing a number of Tasks to a
Milestone AT THE SAME TIME
• Select the tasks
• TASKS > INFORMATION > Enter the number in the
DURATION textbox (You can also make other task info
changes here)
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Scheduling your Project
• Can schedule a project from either START or END dates,
but not both
• Scheduling from a START date causes all tasks to start as
soon as possible
•
Greatest scheduling flexibility
• From a FINISH state can be helpful in determining when a
project must start if the Finish date is fixed
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Hybrid / Homework cont.
• INTERNET RESEARCH
•
(due midnight the night before Week 3 class)
• The “Week 1 Internet Research Assignment” requires you to
research, using the Internet--the different certifications
offered through PMI and some of the Project Manager’s
responsibilities for jobs available in Ottawa. To do the
assignment, go to:
• BLACKBOARD > WEEKLY LESSONS > Wk#1 “Project Management
Intro” > “Wk1 - ASSIGNMENT 1-PROJECT MANAGEMENT
ACRONYMS AND JOB DESCRIPTIONS”
• This assignment is not “locked down”, so you can have
“Internet Explorer” open at the same time.
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Hybrid / Homework
•
•
•
•
•
Read Chapter 1 of your MS Project 2013 etext
Complete all activities required while reading chapter 1,
including end of chapter practical assignments.
Complete the Fill in the Blank for Chapter 1
Complete the T/F for chapter 1
When you get to these “KNOWLEDGE ASSESSMENT” questions,
you can COPY & PASTE content into an MS WORD doc., by
going to the Texidium ONLINE reader
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MS PROJECT eText FILES
• NOTE: Your etext will ask you to open certain files throughout
the lessons. Download ALL the Lesson Files you will need for
the etext.
· Do not bother downloading all the chapters—just download
chapters, 1-4, & 10
IN ADDITION: When you get to the “KNOWLEDGE
ASSESSMENT” questions, you can COPY & PASTE content into
an MS WORD doc., by going to the Texidium ONLINE reader
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THE ANSWERS TO THE e textbooks:
1. “FILL IN THE BLANK, T/F, &
MATCHING end-of-chapter questions:
• are always found in the following weeks:
BLACKBOARD > WEEKLY FOLDER folder
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