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1. 12/17/20 IT Project Management 1 By Sir. Najam BS Hon M.A Edu M.Ed Special Educagion PGD (CS) CCNA MCSE Microsoft Certified system Engineer Mikrotik Certified System Engineer [email protected] #-03127522112 @ WHATSAPP

2. 12/17/20 Course Content Introduction to Project Management The Project Management and Information Technology Context. The Project Management Process Groups Project Integration Management Project Scope Management Project Time Management Project Cost Management 01 02 3 04 06 07 08 2

3. 12/17/20 Course Content Project Quality Management Project Human Resource Management Project Communications Management Project Risk Management Project Procurement Management Project Management Tools. 9 1 11 1 2 1 3 1 4 3

4. 12/17/20 01 Introduction to Project Management Lecture 01 4

5. 12/17/20 What is Management? Basically, the management involves the following activities: Planning- deciding what is to be done Organizing- making arrangements Staffing- selecting the right people for the job Directing- giving instructions Monitoring- checking on progress Controlling- taking action to remedy hold-ups Innovating- coming up with new solutions Representing- liaising with users, etc 5

6. 12/17/20 What is Project? A project is temporary effort undertaken to create a unique product, service or result. The temporary nature of project indicates a definite beginning and end. The end id reached when the project’s objectives have been achieved or when the project is terminated because its objectives will not or cannot be met, or the need of the project no longer exists. Or A project is a planned activity that involves non –routine tasks and has a clearly defined beginning and an end. 6

7. 12/17/20 Project Characteristics Specific Objective: A project clearly defines objectives, on achievement of which a project succeeds. Objectives are the deliverables of a project and the end results. Objectives are predetermined and outputs are measurable. Temporary (Life Span) A project cannot continue endlessly. It is a temporary endeavor. It has beginning and end from its birth to death. It passes through various stages i.e. formulation, planning, design, construction, operation and termination. Non-routine and Non-repetitive: A project is non routine and non- repetitive in nature. 7

8. 12/17/20 Project Characteristics Constraints: A project operates within constraints of time, cost and quality. Uniqueness: No two projects are exactly similar. There are complex set of activities involved within a project which doesn’t go with some other case. Flexibility: A project operates in a dynamic environment, so project needs flexibility to provide rapid response to changing environment. Risks and changes are inevitable and project needs to address these issues for which a project needs to be flexible. 8

9. 12/17/20 Project Characteristics Resource Integration: Every project uses resources such as man, machine, money and minutes. So, integration of these resources is necessary for efficient use of these resources. Team Work: A project normally consists of diversified personnel specialized in their respective area. They work from a various discipline so the coordination among them is called team work. A manager leads the team to accomplish the goal of the project. Planning and Control: each project has an effective planning and control system in order to efficient and effective completion of the project. 9

10. 12/17/20 Project Characteristics Contracting and Subcontracting: Most projects are contract based. Complexity of a project increases the need of contracting and subcontracting. Contract may be of various types such as, lump-sum contract, unit price contract, negotiated cost plus fixed fee contract and turnkey contract. Beneficiaries: The ultimate users of the project are the project beneficiaries. Each project has certain community of beneficiaries who are directly associated with the project outputs. 10

11. 12/17/20 IT Projects 11 Nature of Failed Projects  Complex & Technology Driven  Ambiguous and Have Poor Change Management  Lack of Experts Involvement Nature of Successful Projects  Small Scale, Well defined Objectives, Modular  Better Infrastructure and Management Support, Better Tools, Methodology  Proper Testing and QA

12. 12/17/20 Challenges in IT Projects  Communication  Staff Turnover  Information Security and Privacy  Visibility  Political & Cultural Risks  Environmental & Infrastructural Risks  Connectivity Problems  Regulatory Requirements 12

13. 12/17/20 Examples of Software Project:  Developing a new product or service.  Effecting a change in structure, staffing, or style of an organization.  Designing a new transportation vehicle.  Developing or acquiring a new or modified information system.  Constructing a building or facility.  Running a campaign for political office.  Implementing a new business procedure or process 13

14. 12/17/20 What is project Management? Project management is application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. Successful project management can be defined as having achieved the project objectives within time and cost at the desired level of performance and technology while utilizing the assigned resources effectivel an efficientl Project management processes fall into five groups: 1. Initiating 2. Planning 3. Executing 4. Monitoring and Controlling 5. Closing 14

15. 12/17/20 What is project Management? Project management knowledge draws on ten areas: 1. Integration 2. Scope 3. Time 4. Cost 5. Quality 6. Procurement 7. Human resources 8. Communications 9. Risk management 10.Stakeholder management All management is concerned with these, of course. But project management brings a unique focus shaped by the goals, resources and schedule of each project. The value of that focus is proved by the rapid, worldwide growth of project management: 15

16. 12/17/20 Project Management - Model Customer Focus Tim e C o s t O b j e c t i v e s Quality Best Resource Use 16

17. 12/17/20 Difference between a program and a project. A program is a large project that is made up of several smaller projects that are dependent on each other. Since programs are so large, they are often managed by a team of people, with projects and tasks delegated across team member. Projects are generally smaller, and often come with cost, date, and resource constraints. Project goals are normally short term, whereas the objectives of a program are focused on carrying out a company mission or overarching goal. 17

18. 12/17/20 Project Objectives A project without objective is unthinkable. Hence, the first step of your project is to define your objectives. You need to define your objectives in order to be able to  Make sure that you have identified your objective/s.  Focus in the other member of the project team about what the project is about.  Create team commitment and agreement about the project objectives.  Ensure that you involved all interested parties in achieving a successful project output. 18

19. 12/17/20 What is SMART in Project Management? SMART refers to criteria for setting goals and objectives, namely that these goals are: Specific, Measurable, Attainable, Relevant, and Time-bound . Therefore, when planning a project’s objectives ,each one should be: Specific: The goal should target a specific area of improvement or answer a specific need. Measurable: The goal must be quantifiable, or at least allow for measurable progress. A tt a i n a b l e : Relevant: The goal should be realistic, based on available resources and existing constraints. The goal should align with other business objectives to be considered worthwhile. Time-bound: The goal must have a deadline or defined end. 19

20. 12/17/20 Project Life Cycle The Project Phases Involved: The project life cycle is critical for any managers hoping to deliver projects 1 The Conceptualization Phase to clients successfully. 2 The Planning Phase Project has fixed life span. It has beginning and end points. 3 The Execution Phase The phases are: 4 The Termination Phase 20

21. 12/17/20 Project Life Cycle 21

22. 12/17/20 The Conceptualization Phase This can also be referred to as the ‘Initiation Phase’ and is the starting point of any project or idea. For the Conceptualization Phase to begin, a strategic need for the project or service must be recognized by upper management. Ask yourself the following questions during Conceptualization: What is the problem? Will the development of a project solve that problem? What are the specific goals of the project? Do we have enough resources to create and support the project? The Conceptualization Phase typically involves: Creation of the statement of work (SOW). Presenting the business case. Creation of a business contract . 22

23. 12/17/20 The Planning Phase The second phase of the project management life cycle is referred to as the Planning Phase. Once management has given the OK to launch a project, a more formal set of plans—outlining initial goals—is established. Ask yourself the following questions during Planning: What is the project purpose, vision, or mission? Are there measurable objectives or success criteria? Do you have a high level description of the project, requirements and risks? Can you adequately schedule and budget high level milestones? The Planning Phase typically involves: Determining resource availability. Creating a project budget. Beginning to allocate tasks to certain resources. 23

24. 12/17/20 The Execution Phase 24 This is when the actual work of the project is performed. Required materials, tools, and resources are transformed to reach the project goals. During this phase, performance is continually measured to ensure the project is successful. Ask yourself the following questions during Execution: Are all resources being tracked? Is the project on budget and on time? Can resource planning be optimized? Are there major roadblocks that require change management? The Execution Phase typically involves: Strategic planning. Implementation planning.

25. 12/17/20 The Termination Phase The fourth and final phase is called Termination Phase, also referred to as Project Closure. This phase begins once the project has been completed. Ask yourself the following questions during Termination: Are the project’s completion criteria met? Is there a project closure report in progress? Have all project artifacts been collected and archived? Has a project post-mortem been planned? The Termination Phase typically involves: The disbandment of the project team. Personnel and tools are reassigned to new duties. Resources released back to parent organization. Project transferred to intended users. 25

26. 26 12/17/20 Thank You