Fundamentals of
Project Management

What is a Project?
?

What is a Project?
• A project is a sequence of unique, complex and connected
activities having one goal or purpose that must be
completed by a specific time, wthin budget and according to
specification
• A project is a complex, nonroutine, one-time effort limited
by time, budget, resources, and performance specifications
designed to meet customer needs
• Projects are ad hoc, resource-consuming activities used to
implement organizational strategies, achieve enterprise
goals and objectives, and contribute to the realization of the
enterprise‘s mission

A project is a temporary endeavor
undertaken to create a unique
product, service or result.

A Project can Create
• A product that can be either a component of
another item or an end item in itself.
• A capability to perform a service(e.g., a
business function that supports production or
distribution).
• A result such as an outcome or a document
(e.g., a research project that develops
knowledge that can be used to determine
whether a trend is present or a new process
will benefit society).

Main features of a Project - Revision
• It is a temporary endeavor undertaken.
• To create a unique product, service or result
• Temporary, therefore, has a start and an end
• End is reached when
– Objectives have been achieved
– When objectives will not or cannot be met
– Need for the project does no longer exist
• What can be the duration of a project?
• What about the outcome of a project?

Examples of Projects
• Developing a new product or service (Why)
• Effecting a change in the structure, staffing or
style of an organization
• Developing or acquiring a new modified
information system
• Constructing a building or infrastructure
• Implementing a new business process or
procedure
• Give examples of Projects in Pakistan / World

What is Project Management?
• It is the application of:
– Knowledge
– Skills
– Tools
– Techniques
– To do project activities to meet project requirements
– It is accomplished through appropriate application and
integration of 42 logically grouped project management
processes comprising the 5 process groups.
– What are those FIVE Process Groups?
– What are those 9 Knowledge Areas in Projects?

Mapping the Processes
Initiating
P.G.
Planning
P.G.
Executing
P.G.
Controlling
P.G.
Closing
P.G.
4. Project
Integration
Management
4.1 Develop
Project
Charter
4.2 Develop Project
Management Plan
4.3 Direct &
Manage
Project
Execution
4.4 Monitor &
Control Project
Work
4.5 Perform
Integrated Change
Control
4.6
Close
Project
or
Phase
5. Project Scope
Management
5.1 Collect
Requirements
5.2 Define Scope
5.3 Create WBS
5.4 Verify Scope
5.5 Control Scope
6. Project Time
Management
6.1 Define Activities
6.2 Sequence Activities
6.3 Estimate Activity
Resources
6.4 Estimate Activity
Duration
6.5 Develop Schedule
6.6 Control
Schedule
7. Project Cost
Management
7.1 Estimate Costs
7.2 Determine Budgets
7.3 Control Costs
9
PM
Knowledge Area
Process
Group

Mapping the Processes (cont.)
Initiating
P.G.
Planning
P.G.
Executing
P.G.
Controlling
P.G.
Closi
ng
P.G.
8. Project Quality
Management
8.1 Plan Quality 8.2 Perform Quality
Assurance
8.3 Perform
Quality Control
9. Project Human
Resource
Management
9.1 Develop
Human Resource
Plan
9.2 Acquire Project Team
9.3 Develop Project Team
9.4 Manage Project Team
10. Project
Communications
Management
10.1
Identify
Stakehold
er
10.2
Communications
Planning
10.3 Information
Distribution
10.4 Mange Stakeholders
10.5 Report
Performance
11. Project Risk
Management
11.1 Plan Risk
Management
11.2 Identify Risk
11.3 Perform
Qualitative Risk
Analysis
11.4 Perform
Quantitative Risk
Analysis
11.5 Plan Risk
Responses
11.6 Monitor &
Control Risk
10
PM
Knowledge Area
Process
Group

Mapping the Processes (cont.)
Initiating
P.G.
Planning
P.G.
Executing
P.G.
Controlling
P.G.
Closing
P.G.
12. Procurement 12.1 Plan
Procurement
12.2 Conduct
Procurement
12.3 Administer
Procurement
12.6 Close
Procurement
11
PM
Knowledge Area
Process
Group

Why Projects?
To meet strategic business goals and objectives:
Strategic opportunity
Business needs
Customer request
Technological advance
Legal requirements

1.Project aligned with organizational objectives and customer needs
2.Preliminary scope statement includes stakeholder needs and expectations
3.High-level risks, assumptions are understood
4.Stakeholders identified and their needs understood
5.Project charter approved
1 .Project scope agreed
2.Project schedule approved
3.Cost budget approved
4.Project team identified with roles and responsibilities agreed
5.Communications activities agreed
6.Quality management process established
7.Risk response plan approved
8.Integrated change control processes defined
9.Procurement plan approved
10.Project plan approved
1.Project scope achieved
2.Project stakeholders expectations managed
3.Human resources managed
4.Quality managed against plan
5.Material resources managed
1.Project tracked and status communicated to stakeholders
2.Project change is managed
3.Quality is monitored and controlled
4.Risk is monitored and controlled
5.Project team is managed
6.Contracts administered
1.Project outcomes accepted
2.Project resources released
3.Stakeholder perceptions measured and analyzed
4.Project formally closed
What is Project Management?
• Project Initiation
• Project Planning
• Project Execution
• Project Monitoring
& Change Mgt.
• Project Closing

Relationship Between
• Project Management
• Portfolio Management
• Program Management

What is Portfolio Management?
• resource allocation to achieve
corporate new product
objectives.

Portfolio Management
 Portfolio (finance), a collection of investments held by an institution
or a private individual
 Career portfolio, an organized presentation of an individual's
education, work samples, and skills
 Artist's portfolio, a sample of an artist's work or a case used to
display artwork, photographs etc
 Product portfolio (business administration), 2D separation of
products by their market share and profits or growth rates (BCG)
 IT Portfolio, in IT portfolio management, the portfolio of large
classes of items of enterprise Information Technology (IT)
 Project Portfolio, in Project Portfolio Management, the portfolio of
projects in an organization. It is a collection of projects or programs
and other works that are grouped together to facilitate effective
management

Examples of Portfolio Management
An infrastructure firm that has the strategic objective of
maximizing the return on its investments may have a
portfolio of:
• Projects in oil & gas
• Projects in power
• Projects in water
• Projects in roads
• Projects in rail
• Projects in airports

Program Management
Program Management is defined as a group of
related projects managed in a coordinated
way to obtain benefits and control not
available from managing them individually.
Programs may include elements of related work
outside the scope of the discrete projects in
the program
A program will always have projects.

Program Management
It focuses on the project interdependencies and
help to determine the optimal approach for
managing them.
• Resolve resource constraints & conflicts
• Aligning organizational direction
• Resolve issues and change management
within a shared governance structure

Example of a
Program Management
A new communication satellite system:
• Designing of a satellite and ground system
• Construction of a satellite and ground station
• Integration of the system
• Launching of the satellite

Project Management Office (PMO)
It is an organized body or entity assigned
coordinated management of projects under its
domain
It is the key decision maker during the beginning
of each project
It is also responsible for the selection,
management and deployment of shared or
dedicated project resources

Functions of (PMO)
1. Managing shared resources
2. Identifying & developing project management
methodology, best practices and standards
3. Coaching, monitoring, training and oversight
4. Monitoring compliance project audits
5. Developing & managing project policies,
procedures, templates and other standard
documentation?
6. Coordinating communication across projects

Project Manager
• Focuses on a specific project objective
• Controls resources to best meet project
objectives
• Manages the constraints (scope, schedule,
cost and quality etc) of individual project

Main Functions of a Project Manager
 Define scope of project
 Identify stakeholders & Leadership (decision
makers: Client, Parent organization, Project Team,
Publics)
 Evaluate project requirements
 Develop detailed task list (work breakdown,
structures)
 Develop initial project management flow chart
 Estimate time requirements
 Identify cost estimation and budget
 Identify required resources and evaluate risks

Main Functions of a Project Manager
Prepare contingency plan
Identify interdependencies
Identify and track critical milestones
Secure needed resources, manpower
Participate in project phase review
Manage the change control process
Report project status

Project Management Vs
Operation Management
• How they are different?
• When do they interact?

Project Management Vs
Operation Management
• Operations are permanent endeavors that
produce repetitive outputs with resources
assigned to do same set of tasks
• It is an ongoing nature of operations
• Projects are unique
• Projects are temporary endeavors

Characteristics of a
Project Manager
• Knowledge: Must be well versed with project
management. ?
• Performance: Application of project management
knowledge
• Personal: Behavior of the project manager:
– Effectiveness
– Attitude
– Personality characteristics (Michael Dell)
– Leadership, guidance to balance project constraints

Enterprise Environmental Factors
• Organizational culture, structure & processes
• Government or industry standards
• Infrastructure: Existing facilities and capital equipment
• Existing human resource
• Marketplace conditions
• Stakeholder risk tolerance
• Potential climate
• Political climate
• Established communication channels
• Commercial databases: cost, risk study / info
• Project management information systems (blog)

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