A Guide to Project Management 6 Basic Principles

A Guide to Project Management

6 Basic Principles to Project Management • • Define the job in detail Get the right people involved Estimate the time and costs Break the job down using the 40 -hour rule • Establish a change procedure • Agree on acceptance criteria

Project Management Framework • Introduction • Project Management Context • Project Management Process

Introduction • What is a Project? • What is Project Management? • Relationship to Other Management Disciplines • Related Endeavors

What is a Project? • Performed by people • Constrained by limited resources • Planned, executed and controlled

What is Project Management? • Competing demands for: • • • Scope Time Cost Risk Quality • Stakeholders with differing needs and expectations • Identified requirements

Relationship to Other Management Disciplines • Functional departments and supporting disciplines • Technical elements • Management specializations • Industry groups

Related Endeavors • Programs • Project portfolio management • Subprojects

Project Management Context • Project Phases and the Project Life Cycle • Project Stakeholders • Organizational Influences • Key General Management Skills • Social-Economic-Environmental Influences

Project Management Processes • • Project Processes Process Groups Process Interaction Customizing Process Interactions • Mapping of Project Management Processes

Mapping of Project Management Process Group Knowledge Area Initiating Planning • Project Plan Development Project Scope Management • Project Plan Execution Controlling Closing • Integrated Change Control • Scope Planning • Scope Definition • Scope Verification • Scope Change Control Project Time Management • Activity Definition • Activity Sequencing • Activity Duration Estimating • Schedule Development • Schedule Control Project Cost Management • Resource Planning • Cost Estimating • Cost Budgeting • Cost Control Project Quality Management • Quality Planning • Quality Assurance Project Human Resource Management • Organizational Planning • Staff Acquisition • Team Development Project Communications Management • Communications Planning • Information Distribution Risk Project Management • Risk Management Planning • Risk Identification • Qualitative Risk Analysis • Quantitative Risk Analysis • Risk Response Planning Project Procurement Management • Procurement Planning • Solicitation Planning Project Scope Management • Initiation Executing • Quality Control • Performance Reporting • Administrative Closure • Risk Monitoring and Control • Solicitation • Source Selection • Contract Administration • Contract Closeout

Project Management Knowledge Areas • • • Project Project Project Integration Management Scope Management Time Management Cost Management Quality Management Human Resource Management Communications Management Risk Management Procurement Management

Project Integration Management • Project Plan Development • Project Plan Execution • Integrated Change Control

Project Plan Development • Inputs • • • Other planning outputs Historical information Organizational policies Constraints Assumptions • Tools and Techniques • Project planning methodology • Stakeholders skills and knowledge • Project management information systems (PMIS) • Earned value management (EVM) • Outputs • Project plan(s) • Supporting detail

Project Plan Execution • Inputs • • • Project plan Supporting detail Organizational policies Preventive action Corrective action • Tools and Techniques • General management skills • Product skills and knowledge • Work authorization system • Status review meetings • Project management information system • Organizational procedures • Outputs • Work results • Change requests

Integrated Change Control • Inputs • Project plan • Performance reports • Change requests • Tools and Techniques • Change control system • Configuration management • Performance measurement • Additional planning • Project management information system • Output • Project plan updates • Corrective action • Lessons learned

Project Scope Management • • • Scope Scope Initiation Planning Definition Verification Change Control

Scope Initiation • Inputs • Product description • Strategic plan • Project selection criteria • Tools and Techniques • Project selection methods • Expert judgement • Outputs • Project charter • Project manager identified/assigned • Constraints • Assumptions

Scope Planning • Inputs • • Product description Project charter Constraints Assumptions • Tools and Techniques • Product analysis • Benefit/cost analysis • Alternatives identification • Expert judgement • Outputs • Scope statement • Supporting detail • Scope management plan

Scope Definition • Inputs • • Scope statement Constraints Assumptions Other planning outputs • Historical information • Tools and Techniques • Work breakdown structure • Decomposition • Outputs • Work breakdown structure • Scope statement updates

Scope Verification • Inputs • Work results • Product documentation • Work breakdown structure • Scope statement • Project plan • Tools and Techniques • Inspection • Outputs • Formal acceptance

Scope Change Control • Inputs • Work breakdown structure • Performance reports • Change requests • Scope management plan • Tools and Techniques • Scope change control system • Performance measurement • Additional planning • Outputs • • Scope changes Corrective action Lessons learned Adjusted baseline

Project Time Management • • • Activity Definition Activity Sequencing Activity Duration Estimating Schedule Development Schedule Control

Activity Definition • Inputs • Work breakdown structure • Scope statement • Historical information • Constraints • Assumptions • Expert judgement • Tools and Techniques • Decomposition • Templates • Outputs • Activity list • Supporting detail • Work breakdown structure updates

Activity Sequencing • Inputs • Activity list • Product description • Mandatory dependencies • Discretionary dependencies • External dependencies • Milestones • Tools and Techniques • Precedence diagramming methods (PDM) • Arrow diagramming method (ADM) • Conditional diagramming methods • Network templates • Outputs • Project network diagram • Activity list updates

Activity Duration Estimating • Inputs • • Activity list Constraints Assumptions Resource requirements • Resource capabilities • Historical information • Identified risks • Tools and Techniques • Expert judgement • Analogous estimating • Quantitatively based durations • Reserve time (contingency) • Outputs • Activity duration estimates • Basis of estimates • Activity list updates

Schedule Development • Inputs • Project network diagrams • Activity duration estimates • Resource requirements • Resource pool description • Calendars • Constraints • Assumptions • Leads and lags • Risk management plan • Activity attributes • Tools and Techniques • • Mathematical analysis Duration compression Simulation Resource leveling heuristics • Project management software • Coding structure • Outputs • Project schedule • Supporting detail • Schedule management plan • Resource requirements updates

Schedule Control • Inputs • • Project schedule Performance reports Change requests Schedule management plan • Tools and Techniques • Schedule change control system • Performance measurement • Additional planning • Project management software • Variance Analysis • Outputs • Schedule updates • Corrective action • Lessons learned

Project Cost Management • • Resource Planning Cost Estimating Cost Budgeting Cost Control

Resource Planning • Inputs • Work breakdown structure • Historical information • Scope statement • Resource pool description • Organization policies • Activity duration estimates • Tools and Techniques • Expert judgement • Alternatives identification • Project management software • Outputs • Resource requirements

Cost Estimating • Inputs • Work breakdown structure • Resource requirements • Resource rates • Activity duration estimates • Estimating publications • Historical information • Chart of accounts • Risks • Tools and Techniques • • • Analogous estimating Parametric modeling Bottom-up estimating Computerized tools Other cost estimating methods • Outputs • Cost estimates • Supporting detail • Cost management plan

Cost Budgeting • Inputs • Cost estimates • Work breakdown structure • Project schedule • Risk management plan • Tools and Techniques • Cost budgeting tools and techniques • Outputs • Cost baseline

Cost Control • Inputs • • Cost baseline Performance reports Change requests Cost management plan • Tools and Techniques • Cost change control system • Performance measurement • Earned value management (EVM) • Additional planning • Computerized tools • Outputs • • • Revised cost estimates Budget updates Corrective action Estimate at completion Project closeout Lessons learned

Project Quality Management • Quality Planning • Quality Assurance • Quality Control

Quality Planning • Inputs • • Quality policy Scope statement Product description Standards and regulations • Other process outputs • Tools and Techniques • • • Benefit/cost analysis Benchmarking Flow-charting Design of experiments Cost of quality • Outputs • Quality management plan • Operational definitions • Checklists • Inputs to other processes

Quality Assurance • Inputs • Tools and Techniques • Quality management • Quality planning plan tools and techniques • Results of quality control • Quality audits measurements • Outputs • Operations • Quality definitions improvement

Quality Control • In puts • Work results • Quality management plan • Operational definitions • Checklists • Tools and Techniques • • • Inspection Control charts Pareto Diagrams Statistical sampling Flow-charting Trend analysis • • • Quality improvements Acceptance decisions Rework Completed checklists Process adjustments • Outputs

Project Human Resource Management • Organizational Planning • Staff Acquisition • Team Development

Organizational Planning • Inputs • Project interfaces • Staffing requirements • Constraints • Tools and Techniques • Templates • Human resource practices • Organizational theory • Stakeholder analysis • Outputs • Role and responsibilities assignments • Staffing management plan • Organization chart • Supporting detail

Staff Acquisition • Inputs • Staffing management plan • Staffing pool description • Recruitment practices • Tools and Techniques • Negotiations • Pre-assignment • Procurement • Outputs • Project staff assigned • Project team directory

Team Development • Inputs • Project staff • Project plan • Staffing management plan • Performance reports • External feedback • Tools and Techniques • Team-building activities • General management skills • Reward and recognition systems • Collocation • Training • Outputs • Performance improvements • Input to performance appraisals

Project Communications Management • • Communications Planning Information Distribution Performance Reporting Administrative Closure

Communications Planning • Inputs • Communications requirements • Communications technology • Constraints • Assumptions • Tools and Techniques • Stakeholder analysis • Outputs • Communications management plan

Information Distribution • Inputs • Work results • Communications management plan • Project plan • Tools and Techniques • Communications skills • Information retrieval systems • Information distribution methods • Outputs • Project records • Project reports • Project presentations

Performance Reporting • Inputs • Project plan • Work results • Other project records • Tools and Techniques • • • Performance reviews Variance analysis Trend analysis Earned value analysis Information distribution tools and techniques • Outputs • Performance reports • Change requests

Administrative Closure • Inputs • Performance measurement documentation • Product documentation • Other project records • Tools and Techniques • Performance reporting tools and techniques • Project reports • Project presentations • Outputs • Project archives • Project closure • Lessons learned

Project Risk Management • • • Risk Management Planning Risk Identification Qualitative Risk Analysis Quantitative Risk Analysis Risk Response Planning Risk Monitoring and Control

Risk Management Planning • Inputs • Project charter • Organization’s risk management policies • Defined roles and responsibilities • Template for the organization’s risk management plan • Work breakdown structure • Tools and Techniques • Planning meeting • Outputs • Risk management plan

Risk Identification • Tools • Risk management plan • Project planning outputs • Risk categories • Historical information • Tools and techniques • Documentation review • Information-gathering techniques • Checklists • Assumptions analysis • Diagramming techniques • Outputs • Risks • Triggers • Inputs to other processes

Qualitative Risk Analysis • Inputs • • • Risk management plan Identified risks Project status Project type Data precision Scales of probability and impact • Assumptions • Tools and Techniques • Risk probability and impact • Probability/impact risk rating matrix • Project assumptions testing • Data precision ranking • Outputs • Overall risk ranking for the project • List of prioritized risks • List of risk for additional analysis and management • Trends in qualitative risk analysis results

Quantitative Risk Analysis • Inputs • • Risk management plan Identified risks List of prioritized risks List of risks for additional analysis and management • Historical information • Expert judgement • Other planning outputs • Tools and Techniques • • Interviewing Sensitivity analysis Decision tree analysis Simulation • Outputs • Prioritized list of quantified risks • Probabilistic analysis of the project • Probability of achieving the cost and time objectives • Trends in quantitative risk analysis results

Risk Response Planning • Inputs • Risk management plan • List of prioritized risks • Risk ranking of the project • Prioritized list of quantified risks • Probabilistic analysis of the project • Probability of achieving the cost and time objectives • List of potential responses • Risk thresholds • Risk owners • Common risk causes • Trends in qualitative and quantitative risk analysis results • • Tools and Techniques • Avoidance • Transference • Mitigation • Acceptance Outputs • Risk response plan • Residual risks • Secondary risks • Contractual agreements • Contingency reserve amounts needed • Inputs to other processes • Inputs to a revised project plan

Risk Monitoring and Control • Inputs • Risk management plan • Risk response plan • Project communication • Additional risk identification and analysis • Scope changes • Tools and Techniques • • • Project risk response audits Periodic project risk reviews Earned value analysis Technical performance measurement Additional risk response planning Outputs • • • Workaround plans Corrective action Project change requests Updates to the risk response plan Risk Database Updates to risk identification checklists

Project Procurement Management • • • Procurement Planning Solicitation Source Selection Contract Administration Contract Closeout

Procurement Planning • Inputs • Scope statement • Product description • Procurement resources • Market conditions • Other planning outputs • Constraints • Assumptions • Tools and Techniques • Make-or-buy analysis Expert judgement • Contract type selection • Outputs • Procurement management plan • Statement(s) of work

Solicitation Planning • Inputs • Procurement management plan • Statement(s) of work • Other planning outputs • Tools and Techniques • Standard forms • Expert judgement • Outputs • Procurement documents • Evaluation criteria • Statement of work updates

Solicitation • Inputs • Procurement documents • Qualified seller lists • Tools and Techniques • Bidder conferences • Advertising • Outputs • Proposals

Source Selection • Inputs • Proposals • Evaluation criteria • Organizational policies • Tools and Techniques • • Contract negotiation Weighting system Screening system Independent estimates • Outputs • Contract

Contract Administration • Inputs • • Contract Work results Change requests Seller invoices • Tools and Techniques • Contract change control system • Performance reporting • Payment system • Outputs • Correspondence • Contract changes • Payment requests

Contract Closeout • Inputs • Contract documentation • Tools and Techniques • Procurement audits • Outputs • Contract file • Formal acceptance and closure