RafiqShaikh (1)

1
PROJECT MANAGEMENT PROFESSIONAL PMP
CERTIFICATION TRAINING
Study Facilitation Program (35 Contact Hours/
PDUs)
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2
PROJECT ORGANIZATION
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3
PROJECT MANAGEMENT TRIANGLE
Three target Dimensions for Successful Project
Management

• Scope 
• The tasks required to fulfill the projects goals
• Cost 
• The financial constraints of a project, also
  known as
• the project budget
• Time 
• The schedule for the project to reach completion

SCOPE
TIME
COST
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4
PROJECT ORGANIZATION ROLL ALLOCATION
Role of Client
Steering Committee

• Initiator and client of Project
• Assign project manager and decide
• On project organization.
• Competence regulation of project
• manager.
• Approve project and project
• result/milestones
• Involve affected departments for
• the project

Expert
Client
Project Manager /
Project Employee
Sponsor
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5
PROJECT ORGANIZATION ROLL ALLOCATION
Role of Project Manager
Steering Committee

• Manage agreement of objective
• with client
• Responsible for achieving planned
• project result and goals
• Responsible for operative planning
• and controlling of project in terms
• of structure, process, schedule,
• capacity and cost.
• Make substantive decisions
• Give instructions or job orders to
• staff members within the project

Expert
Client
Project Manager /
Project Employee
Sponsor
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6
PROJECT ORGANIZATION ROLL ALLOCATION
Role of Project Employee
Steering Committee

• Responsible for the implementation
• of the assigned work packages and
• tasks.
• Technical and administrative tasks.
• Finish assigned work units
• correctly, in a time manner, and on
• budget
• Coordination within the team and
• with project manager
• Report on work progress of the
• project
• Inform project manager about risk
• and target deviations

Expert
Client
Project Manager /
Project Employee
Sponsor
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7
PROJECT ORGANIZATION ROLL ALLOCATION
Role of Steering Committee
Steering Committee

• Supreme decision-making body of
• the project organization
• Supports the project management
• and staff in planning and managing
• the project
• Marks decisions that are outside
• the competence of project manager
• Monitors project result and
• progress
• Identifies plan deviations

Expert
Client
Project Manager /
Project Employee
Sponsor
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8
PROJECT ORGANIZATION ROLL ALLOCATION
Role of Expert
Steering Committee

• Technical supervisors who provide
• their know-how and resource to
• achieve the project objectives

Expert
Client
Project Manager /
Project Employee
Sponsor
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9
PROJECT ORGANIZATION ROLL ALLOCATION
Role of Sponsor
Steering Committee

• Internal support of the project
• manager and project teams
• Minimize acceptance problem and
• resistors
• Represent and defend the project in
• steering committee meetings, on
• boards and at events.
• Represent the project in public
• project activities and publications

Expert
Client
Project Manager /
Project Employee
Sponsor
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10
PROJECT MANAGEMENT PHASE MODEL
Overview of Activities During Project
Implementation

• Actual analysis / Output analysis
• Goal setting / Goal Definition
• Domains of action / Task clarification
• Feasibility analysis / Risk

• Timing and resource requirements
• Project Marketing / Reporting
• Project assignment / Kickoff

• General Planning
• Action Plan / list of activities / milestones
• Project organization / team /
• responsibilities

• Procedure planning / scheduling
• Profitability analysis / risk analysis
• Detailed planning
• Project structure plan

• Exchange of information / meetings /
• procurement
• Control / project controlling
• Documentation / reporting

• Identification of plan deviations
• Staff management / team development
• Employee motivation / control
• Conflict management

• Project acceptance / conclusion meeting
• Touchdown / rollout
• Variance analysis
• Experience backup / reporting

• Resolution of the project organization
• Costing / review / development
• Final documentation

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11
PROJECT MANAGEMENT SIMPLE PHASE MODEL
Overview of Activities During Project
Implementation
PROJECT APPROVAL
RELEASE PLANNING
IMPLIMENTATION
Initiation
Planning
Realization
Introduction
Acceptance
Project Set-up
PROJECT KICK OFF
COMPLETION PROJECT CONSTRUCT
RELEASE IMPLIMENTAION RESULES
DISCHARGE OF PROJECT TEAM
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12
PROJECT MANAGEMENT PARALLEL PHASE MODEL
Overview of Activities During Project
Implementation
PROJECT APPROVAL
Initiation
RELEASE PLANNING
Project Set-up
RELEASE IMPLIMENTAION RESULES
DISCHARGE OF PROJECT TEAM
PROJECT KICK OFF
Planning
IMPLIMENTATION
Realization
Introduction
Acceptance
COMPLETION PROJECT CONSTRUCT
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13
PROJECT MANAGEMENT ITERATIVE PHASE MODEL
Overview of Activities During Project
Implementation
IMPLIMENTATION
PROJECT KICK OFF
RELEASE IMPLIMENTAION RESULES
DISCHARGE OF PROJECT TEAM
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14
PROJECT MANAGEMENT V MODEL
Overview of Activities During Project
Implementation
DETAILING
TIME
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PROJECT DEFINITION
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LINE AND STAFF PROJECT ORGANIZATION
Line Organization Of Company- Project Management
Has No Decision Marking Or Managerial Authority
1, 2, 3 project employee
CORPORATE MANAGEMENT
PROJECT MANAGER
STAFF
DEPARMENT A
DEPARMENT B
DEPARMENT C
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PROJECT ORGANIZATION PURE PROJECT ORGANIZATION
Project staff work under the guidance of project
management only
1, 2, 3 project employee
Task force group or autonomous project
organization
CORPORATE MANAGEMENT
STAFF
PROJECT MANAGER
DEPARMENT A
DEPARMENT B
DEPARMENT C
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MATRIX PROJECT ORGANIZATION
Mix from with separation of responsibilities
between project management and organizational
lines. Project management is fully responsible
for the project and delegates responsibilities to
the departments.
1, 2, 3 project employee
CORPORATE MANAGEMENT
STAFF
DEPARMENT A
DEPARMENT B
DEPARMENT C
PROJECT MANAGER
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PROJECT ORGANIZATION INTERNAL STRUCTURE
Larger projects with Subproject Management
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GOAL CRITERIA - SMART
5 Criteria That Define a Project Management Goal
S
M
A
R
T
SPECIFIC
MEASURABLE
ATTAINBLE
REALISTIC
TIME-BOUND
Objectives have to be specific and positively
described.
A goal achievement should be measurable
It Should Be Attractive For The Project Team To
Reach The Goal
The objective needs to be achievable in A
realistic way
The goal has to have time frame
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TASKS MATRIX
Definition of Tasks, Competencies and
Responsibilities
FUNCATION / ROLE
MAIN TASKS
COMPETENCESS
RESPONSIBILITIES
Client
Contribution of company development Point of
project review
Project assignment
Companys interest (overall responsibilities),
compatibility of the project with company strategy
Project Manager
Project planning and organization of the project
resources coordination of tasks
Signature authority
Schedule goals, cost targets and quality
objectives, Evaluation of result
Project Employee
Deadliness work package content Support of
planning
Tasks related competence
Professionalism
Project Committee
Expertise, support of planning, interface
management
Recommendations, decisions, guidelines
Conflict and problem solving professionalism
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22
TEAM BUILDING PROCESS
Development process divided into 4 phases plus a
resolution phase
1
ORIENTATION PHASE (forming)
4
GROWTH PHASE (performing)
2
CONFRONTATION PHASE (storming)
PERFORMANCE
3
COOPERATION PHASE (norming)
5
RESOLUTION PHASE (adjourning)
COURSE OF TIME
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23
GUIDING PRINCIPLES FOR PROJECT MANAGEMENT
Determine the guiding philosophy through
guidelines and their implementation
Contribution of company development Point of
project review
Time for staff appreciations
To elaborate on personal development needs,
skills and problems of employees
Employee motivation, foster achievement potential
Assure enough compensation time for the team
members
Ensure adherence to team rules
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24
PROJECT MANAGER RESPONSIBILITIES
Description of Role, Tasks, Competencies and
Responsibilities

• Decision-making competencies and allocation
  of staff
• resources (exception central and
  organization)
• Loyalty to the project and project team

• Clear definition of role and responsibilities
  of project manager
• Identifiable an supervisor
• Implementation of successful project
  management

TASK

• Project controller (planning and monitoring cost,
  schedule
• and resources)
• Perform changes in the course of the project
• Motivate the project team through meeting and
  support
• Market the project internally and externally
• Report to the Steering Committee/client through
  status
• reports

• Clarification of project objectives and project
  contents
• Organization of the project development
• Planning and monitoring of the project
• Team management, role certification, conflict
  resolution and
• problem solving
• Creating and distribution of work packages
• Decision on planning, project execution and
  project control

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25
SUBPROJECT LEADER-RESPONSIBILITIES
Description of Role, Tasks, Competencies and
Responsibilities

• Executes sub-tasks of project management and
  project implementation
• Independently manages a clearly identifiable part
  of the project
• Delegates part of project management to other
  team members
• Cooperates closely with project manager

TASK

• Some responsibility as project manager, but only
  for a part of the project
• Delegates work bundles in-house or the
  subcontractors
• Controlling and regular reporting
• Puts together status report for the project
  manager

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PROJECT PLANNING
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PROJECT PLANNING-QUALITY PLANNING
Planning and Control of quality of Services and
Results
PERSONAL QUALITY
CUSTOMER ORIENTATION
PROCESS QUALITY AND PRODUCT QUALITY
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PROJECT SCHEDULE
Process flow of a small project
Project Implementation
Error
PROJECT ANALYSIS
Release
Conception
Quality Assurance
Ok
PROJECT HANDOVER
SUPPORT \ CARE
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PROJECT PLANNING - COMMUNICATION
Flow of Information Among all project parties

• Assignments
• Decision support
• Control information and project status

• Assignments
• Approval
• Technical information

STEERING COMMITTEE
EXPERT
PROJECT MANAGER PROJECT EMPLOYEE
CLIENT
SPONSOR

• Assignments
• Strategic decisions
• Control information and project status

• Conditions and requirements
• Strategic information

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PROJECT CONTROL
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PROJECT CONTROL
Project Control as Cycle
1
5
2
4
3
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PROJECT CONTROL
Project Management as Cycle
CONTROL
TARGET-ACTUAL COMPARISON
ACTUAL VALUES
CONTROL REVIEW
Function Construction Design Costs Deadlines
DECISION
DEVELOPMENT IMPLEMENTATION
DEFAULT
TARGET VALUES
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33
PROJECT CONCLUSION
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PROJECT CONCLUSION REPORT
Performance Analysis
PROJECT NAME / NO.
DATE ltDategt PROJECT START ltDategt PROJECT END ltDategt
AUTHOR ltNamegt CLIENT ltNamegt PROJECT MANAGER ltNamegt
PROJECT MEMBER ltName 1gt, ltName 2gt , ltName 3gt . ltName 1gt, ltName 2gt , ltName 3gt . ltName 1gt, ltName 2gt , ltName 3gt . ltName 1gt, ltName 2gt , ltName 3gt . ltName 1gt, ltName 2gt , ltName 3gt .
PLAN NED PROJECT OPBJECTIVE (TARGET) ACTUAL PROJECT RESULT (ACTUAL) DEVIATION / CAUSE
Actual project assignment, objectives and goals Ascertained result of the Project Reasons and causes of deviations and responsible person


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PROJECT CONCLUSION REPORT
Deadline / Milestones
NO. DATE / MILSTONE DATE (PLAN) DATE (PLAN) DEVIATIONS / CAUSE
1 ltTextgt ltDategt ltDategt Reasons and causes of deviations and responsible person
2 ltTextgt ltDategt ltDategt
3 ltTextgt ltDategt ltDategt
4 ltTextgt ltDategt ltDategt

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PROJECT CONCLUSION REPORT
Budget / Costs
TYPE OF COST PLANNED COST ACTUAL COST DEVIATIONAS / CAUSES
Staff costs (internal) 00.000 00.000 Reasons and causes of deviations and responsible person
Services (external) 00.000 00.000
Material 00.000 00.000
Travel 00.000 00.000
Advertising expenses 00.000 00.000
Rent 00.000 00.000
Hardware 00.000 00.000
Software 00.000 00.000
Equipment 00.000 00.000
Other cost 00.000 00.000
Total Total Total 00.000
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37
PROJECT CONCLUSION REPORT
Feedback / Survey Form
PROJECT NAME / NO. ltTextgt ltTextgt ltTextgt ltTextgt ltTextgt ltTextgt ltTextgt
YOUR FUNCATION DURING PROJECT Project Team 1 Project Team 1 Project Team 2 Project Team 2 Project Team 3 Project Team 4 Project Team 4
YOUR FUNCATION DURING PROJECT Steering committee Steering committee Expert Expert
How do you rate the quality of the job description and goal achievement by the team? Poor ü Average û Very Good Very Good û
How satisfied are you with the advice of project management and planning team? Unsatisfied û Average ü Very Satisfied Very Satisfied ü
How do you rate your own contribution to problem solving and the success of project? Very low ü Average ü Very High Very High ü
How satisfied are you with the implementation of the projects adjectives? Unsatisfied ü Average ü Very Satisfied Very Satisfied û
How satisfied are you with the cost and time frame of the project? Unsatisfied û Average û Very Satisfied Very Satisfied ü
What specific suggestions and recommendations do you have for future projects? Proposal 1 Proposal 2 Proposal 3 Proposal 1 Proposal 2 Proposal 3 Proposal 1 Proposal 2 Proposal 3 Proposal 1 Proposal 2 Proposal 3 Proposal 1 Proposal 2 Proposal 3 Proposal 1 Proposal 2 Proposal 3 Proposal 1 Proposal 2 Proposal 3
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38
THANK YOU!
PMP CERTIFICATION TRAINING
Study Facilitation Program (35 Contact Hours/
PDUs)
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