Project management basics

Project Management basics The website has been set up to provide simple project management information. It aims to provide a good basis, covering key techniques, including planning, milestones, objectives, dependencies, scope, wbs, cpm, control, estimating, quality, risk, human factors and much more...

Project Management Project management overview. It can be rather daunting at first but like a lot of problems, if broken down into smaller chunks it becomes more manageable. Although the names might vary the basic building blocks will be the same.

What is a project? Here you will find a brief explanation of what constitutes a project.

What is project management? Brief explanation of what constitutes project management. Project management is the whole aspect of planning, which leads to a realistic schedule, which in turn requires control.

What is a project management system? In order for the Project Manager to carry put a program of work he will need to be aware of many facets of the project. So, what are the systems requiring his attention?

Why break down a project? It would be madness to run a project with one task starting at ‘A’ and ending at ‘B’, with no idea what happens in between. The hard part is defining the project breakdown structure… Why bother with a work breakdown structure (wbs)?

Concept or idea All projects start with some sort of idea or concept. The only reason for the existence of a project is to satisfy a need.

Feasibility study A feasibility study provides evidence that an initial concept might work. Both the concept phase and feasibility studies are often considered to be ‘pre-project’ activities…

Project initiation Failure to pay attention to the requirements of project initiation before the start of a project can lead to serious problems for its success. What are the key areas to consider? Everyone should agree exactly what the project is and what it aims to deliver.

Project specification The Project Specification is the requirement that the project team must meet in order to satisfy the user. You must sit down with the user to find out exactly what is needed… User in this case means the person utilising the project team output.

Project design Project design is similar to a feasibility study. It assumes that the project plan has been given approval via a suitable feasibility study. The aim is to put meat on the bones… The original idea or concept can be fleshed out once more information, regarding the specification detail, is available.

Project build The build phase may result in the construction or manufacture of a tangible item e.g. a boat, a tunnel etc. whilst others may assemble something else e.g. a marketing report…

Project implementation Project planning for implementation requires the presence of agreed performance control procedures. Against these, Product testing is essential before handover and use.

Project opreration and review Project review is needed. The product has been handed over. The project is finished, right? Not quite. What is the product performance in actual use? What lessons can be learnt.

Project notebook

Project notebook The Project Notebook contains all of the information used to initiate the project. The exact amount of detail will depend upon the nature and size of the project. It should be agreed and signed off by stakeholders.

Project assumptions Project assumptions form the basis of projects. These should be noted and recorded in the Project Notebook. There is often confusion between assumptions and constraints.

Problem statement The problem statement is designed to clarify the problem you are trying to solve to all the paties involved. The project team must agree on the problem.

Mission statement A mission statement for most organisations will either not exist or will be forgotten soon after it is written. Most project teams will not be able to tell you what it is.

Project strategy Choosing a strategy will lead to a particular solution for a project. You can use brainstorming techniques to help you develop a suitable strategy.

Project scope The scope of the project can be overlooked in favour of cost, time and quality. It’s important to consider the limitations of the project…

Project objectives There are many reasons for setting objectives. If the project team don’t know what it wants to achieve then they won’t know if they are successful or not.

customer relationship management Customer relationship management is understanding what the customer wants. To clarify customer needs you will need to challenge details and resolve any technical issues.

Project deliverables A project deliverable derives from the measurement of objectives. These will be required from individuals as well as objectives for milestones and the end product.

Exit strategy Exit strategy covers two areas. It provides evidence that a task or milestone is either complete or incomplete (or failed). It exists for two distinct areas...

Product specification The product specification for the end item must be clear and unambiguous. Every project exists to produce an item that a customer needs this may be a traditional product.

Work breadown structure Work breadown structure is something that you may wish to put into the Project Notebook. I say may, because it will exist in terms of the project schedule.

Project scheduling Project scheduling is basically the culmination of putting together all of the work breakdown structures. Just remember that the schedule is just one part of the overall plan.

Resource Resource is not just personnel, it includes equipment, finance and facility requirements. You must agree the project support and record the details in the Project Notebook.

Control Control methods and mechanisms should be recorded as part of the project management process. Some to consider would be.

Responsibility, authority and role Defining the levels of authority, roles and responsibility is allied to project control. Key individuals need to be identified within the managerial control structure.

Risk management Risk management is a big subject in its own right. It is very important to record the major project threats and their possible impact together with any actions should they occur.

Project management benefits Benefits must be visible to attract a Project Sponsor. Thus, the Project Manager must summarise these and record them as part of the Project Notebook.

Project management planning overview

Planning overview Planning is a must to avoid project disaster. All projects have start and end points. We should know where we are on the path to project completion…

Scheduling overview Scheduling is performed on several levels each differing in the amount of detail required. From Program through to the Work Package.

WBS work breakdwon structure... what is it? WBS or Work breakdown structure describes the task list that must be completed to achieve project success. The project team members are accountable for generating the list.

WBS work breakdwon structure... how many levels? WBS or Work breakdown structures can omit managerial activity that should be included. It may have low impact on the end date but adds to the cost.

Task characteristics Task management needs measurable outcomes (cost, effort, who, duration), clear start and end dates and be the responsibility of just one person...

MIlestone planning Milestone management will aid project success by identifying key points where progress can be assessed in an organised fashion.

MIlestones and deliverables Milestone achievement needs deliverables. Was it achieved on time, how are costs progressing, have all the deliverables arrived.

Project management planning detail

planning detail Planning involves some critical steps before a schedule timeline can be prepared in order to monitor and control the project.

procurement overview Procurement is securing resource. It includes identifying and sourcing for quality, cost, quantity requirements and contractual arrangements.

procurement timing Procurement entails sourcing of consultants and contractors. Appointment timing can affect project strategy. There are advantages and disadvantages.

procurement appointment Procurement will involve appointing the appropriate consultants and contractors. When appointing you might consider.

estimation simple plan Estimation of cost effectively depends upon the amount of data present. In early stages, an estimate may be needed for bid and approval purposes.

estimation high level plan first pass Estimation can be made more accurate by looking at task dependencies then summarising the costs for key areas within each task for a particular phase.

estimation high level plan 2nd pass Estimation can be made more accurate using tasks and their dependencies but then considering other effects which may have a bearing on the plan.

estimation simple budget Estimation of costs in particular areas can be summarised in a spreadsheet after considering resource, equipment etc to give a simple budget.

estimation overview Estimation of task effort should be in man-days, as actual durations will depend upon actual resource levels attached to tasks and other constraints.

estimation why is it too long? Estimation leads people to either exaggerate or understate the true value. Unfortunately, human nature tries to avoid the possibility of mistakes.

estimation why is it too short? Estimation can lead to task durations being shorter than practice. Some of the possible reasons for this are given below...

estimation data Estimation of project management costs will rely on the quality of data you collect. Human factors are involved as well as historical information...

dependencies basic types Dependencies govern the path relationship of project management tasks. Some are common and others less so. There are four types...

dependencies critical path Dependencies determine the critical path of a project. Relationships can be seen in a PERT chart. Non critical path tasks will have float or slack...

PERT PERT can calculate task durations based upon a simple statistical three point analysis using optimistic, realistic and pessimistic times...

responsibility, authority and roles Responsibility can be delegated but accountability can not. This needs to be defined and documented. The success of a project is a shared effort...

responsibility - issues Responsibility allocation should take account of the level of staff skill and experience. Additional training may be required...

elapsed time Elapsed time is the duration a task will take according to the amount of existing resource that can be applied to the activity and its availability…

constraint on resource Constraints on resource can be a problem. Even if task resource is allocated on the basis of overall accountability there are potential limitations...

gantt chart The Gantt chart is just one way of visualising a series of tasks and their dependencies. They are easily generated using appropriate software...

cpm definition CPM or critical path management is the main focus for project management success. What is it? Why is it so important? How can you manage it easier?

cpm critical path elimination how? CPM or critical path management is the main focus for project management success. Multiple critical paths encourage poor focus. Eliminate others...

cpm - critical path elimination... Which one? CPM or critical path management is the main focus for project management success. Multiple critical paths encourage poor focus. Which to eliminate...

cpm - modifying durations CPM or critical path management is the main focus for project management success. Modifying task durations for a path needs a little consideration...

Problem solving

Problem solving Problem solving is part art and part science. Experience will play a big part but you can improve your success by the use of particular techniques...

Problem solving - assess Problem solving is made easier by employing simple techniques. A.P.I.M.A. allows you to assess, plan, implement, monitor and act. First is assess...

Problem solving - plan, implement, monitor and act Problem solving is made easier by using simple techniques. A.P.I.M.A. allows you to assess, plan, implement, monitor and act. What is after assess?

Problem solving - when do you use the techniques? Problem solving is made easier using simple techniques. A.P.I.M.A. lets you assess, plan, implement, monitor and act. When do you use these methods?

Problem solving - techniques Problem solving is made easier by using simple techniques. For example, brainstorming, Pareto analysis, data collection, cause and effect and others…

Problem solving - brain storm Brain storm is just one of many techniques that can be used in problem solving. It involves some basic rules together with managing a stepwise procedure…

Problem solving - brain storm - a stepwise procedure Brain storm is just one of many techniques that can be used in problem solving. It involves some basic rules together with managing a stepwise procedure…

Problem solving - Pareto Pareto is one of many techniques that can be used in problem solving. Best known for its 80 : 20 rule. All you need is a simple stepwise procedure…

Problem solving - data collection Problem solving techniques will involve assessment of existing and new data. Data collection can be made easier with the use of a stepwise procedure…

Problem solving - cause and effect Cause and effect is another technique you can use for problem solving. It’s a group activity which tries to identify a list of reasons for a problem…

Problem solving - cause and effect - a stepwise procedure Cause and effect is another technique you can use for problem solving. It’s a group activity which uses a simple stepwise procedure…

Problem solving - process analysis Problem solving techniques may involve process analysis of individual steps leading to a problem. You can analyse these using a simple system…

Problem solving - six word system Problem solving techniques may involve collecting information to aid decision making. One method you can use is the six word system…

Problem solving - presentation - charts Problem solving often requires the presentation of data in a particular format to aid the review of options and decision making. For example, charts…

Problem solving - presentation - scatter diagrams and organisation charts Problem solving often requires data presentation in a particular format to aid the review of options and decision making. Scatter diagrams are one…

Project control

Control overview Control is the key ingredient for project management success. The perfect plan does not exist. Correct techniques can lower the risk of failure....

Control - monitoring Control is the key ingredient for project management success. The perfect plan does not exist. You will need a system to monitor the project...

Control - general Control is the key ingredient for project management success. The perfect plan does not exist. You will need to be aware of some general aspects...

Control - scope Scope can take a back seat after considering time, cost and quality issues. What you include or exclude has a significant impact on project management…

Control - time management Time management is a key element of project control alongside cost, quality and scope. Poor management can escalate costs and reduce project success…

Control - costs Costs are a key element of project management control alongside time, quality and scope. Poor management could lead to the termination of a project…

Control - costs - terms Costs are a key element of project management control alongside time, quality and scope. Terminology can be confusing…

Control - cash flow Cash flow control is not easy but is vital for good project management success. Many areas of the project will need careful consideration...

Control - costs - overspending Costs are a key element of project management control. There is never an endless amount of money. How do you control overspending?

Control - progress reporting - general Control will require progress reporting with the appropriate collection of data. There are a few ways to collect and present the information...

Control - progress reporting - meetings Control will require progress reporting with the appropriate collection of data. A common way to report data will be at meetings…

Control - progress reporting - steering committees Control will require progress reporting and decision making at the appropriate level. The project manager will report to a Steering Committee…

Control - progress reporting - what data? Control involves reporting progress of a plan or schedule. It must be based on facts. Clearly, just saying things are ‘on track’ or ‘OK’ is hopeless…

Control - progress reporting - taking action Control requires progress reporting and the discussion of a variety of issues and considering their impact. What should you consider in taking action?

Control - assessing the situation Control involves reporting progress of a plan or schedule. When an issue is raised it is a good idea to approach its resolution in an open manner…

Control - resolving issues and problems Control requires progress reporting and the discussion of a variety of issues and considering their impact. How do we resolve issues and problems?

Control - contingency Control involves reporting progress of a plan against a schedule having a degree of contingency. When and how is it best to allocate contingency?

Control - project review Control is more than checking the progress of a schedule. Good project management will allow for review of the overall process in particular areas…

Control - change Control is more than checking the progress of a schedule. The project manager should think about change in many areas of the project and the impact…

Control - documentation Control will not be achieved in a project without documentation. A lot of information will be generated that will need a system to manage it…

Control - project completion Control of a project will carry on beyond the completion of the product. Once the customer has the product will it work is it what was requested?

Quality

Quality - overview Quality control will be present at all stages of the life cycle of a project. All projects should have a plan covering how quality is managed…

Quality plan - areas to define Quality control requires a plan that clarifies methods and procedures for controlling the product deliverables. This would include processes…

SPC - statistical process control SPC is Statistical Process Control and uses statistical techniques based upon Factorial Experiment Design to control processes within set parameters…

Risk management

Risk management - overview Risk management is a necessary ingredient in any project. Good project management will take into account potential risks in all areas of the project…

Risk management - risk and issues Risk management is something that all projects need. The depth of planning may vary. It is not easy. Confusion can exist between ‘risk’ and ‘issue’…

Risk management - general approach Risk management is something that all projects need. The depth of planning may vary. It is not easy. What general approaches can you think about?

Risk management - assessment methods Risk management is not an easy process. Firstly, you will need to identify risks and then you will need to categorise them for likelihood and impact…

Health and safety Health and safety within project management must be considered. This applies to occupational and environmental risks and needs a formal system…

Review

Review overview Review or audit reports should be high on the Project Manager’s list of things to do. Without these the overall project management process loses out…

Review - audit report Review or audit reports are an aspect of project management that often generate apprehension. They serve to reinforce the project management process…

Project manager

Project manager The Project Manager will need to lead by example showing leadership, planning, control and good communication skills. All projects are about change…

Project manager - creating the project team The Project Manager has to be aware of many aspects when bringing together his team. After all they will drive the project. What should he consider?

Human resource and recruitment Human resource management is something the Project Manager can not avoid for any project. His considerations will include a number of assumptions…

Project manager - communication The Project Manager must believe in a project or chances of success are zero. However, he should be wary of over enthusiasm leading to over optimism…

Project manager - user expectations The Project Manager must be aware of user expectations. If the outcome of the project is not what the customer wanted then he will have problems…

Project manager - a systematic approach The Project Manager can help himself and the project by using a systematic approach to its management. Key benefits for the project will result…

Project manager - empowerment The Project Manager needs many skills for success. His leadership must gain the respect of his project team. He can do this by empowering individuals…

Project manager - appointment The Project Manager will require many skills to complete a project successfully. His appointment is critical. What are the main things to consider?

Project office

Project office The Project office is designed to coordinate and control documentation. Whatever the size of the project it will create a lot of paper work…

Project office - what it does The Project office helps for the smooth running of a project by controlling documentation and significant activities that surround the project…

Project office - shedule management The Project office software expertise makes any representative on the project team ideally suited to put together and control the project schedule…