The document discusses key aspects of project management including definitions, features, stages, questions to consider in different stages, phases of the project lifecycle, and attributes of an effective project manager. It defines a project as a unique endeavor with time, cost and quality constraints, and project management as the skills, tools and processes to undertake a project successfully. The major stages are initiate, plan, execute, and close. Planning involves developing detailed plans for tasks, resources, costs, quality, risks, and acceptance. Execution focuses on monitoring and controlling deliverables. Closure includes final delivery, documentation handover, and lessons learned.
2. Definition
Project –“It is a unique endeavour to produce a set of deliverables within a time , cost
and quality constraints.“
Key Features of a Project
Unique
Has a Timescale
Has a Budget
Has limited Resources
Involve an element of Risk
Achieve beneficial change
Project Management –“It is the skills, tools and management processes required to
undertake a project sucessfully.“
Key Features
A set of Skills
A suite of Tools ( Templates,planning softwares, modeling softwares, audit checklist )
A series of processes ( To monitor/manage cost, time, quality, risk, change, issues )
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3. Project Stages
Initiate
Plan
Control Execute
Close
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4. Questions
Initiating Questions
Who are the stakeholders? Why are they stakeholders ?
What is the projects priority? How will that effect my management of this project ?
What is success? How will I know that I have achieved the goal?
Who will formally accept these results ?
Planning Questions
What are the tasks ?
How long should each task take to complete ?
Who will do the tasks ?
What risks could interfere with the timing of my schedule ?
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5. Phases of Project Lifecycle
1. Project Initiation
1.1 Development of Business Case
1.2 Feasibility study
1.3 Establish Project Charter
1.4 Appointment of Project Management team
2. Project Planning
2.1 Project Plan ( Outlines the activities, tasks, dependencies and timeframes )
2.2 Resource Plan (List the manpower, equipment and material required )
2.3 Financial Plan ( Identifying the manpower, material ,equipment and other costs )
2.4 Quality Plan ( provides quality targets, assurance and control measures )
2.5 Risk Plan ( Highligts potential risks and action taken to matigate them)
2.6 Acceptance Plan ( Listing the criteria to be met to gain customer accetance )
2.7 Communication Plan (Listing the information needed to inform stakeholders)
2.8 Procurement Plan ( Identifying products to be sourced from external suppliers )
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6. Phases of Project Lifecycle
3. Project Execution
3.1 Monitoring and Control of deliverables
3.2 Risk Management
3.3 Change management
3.4 Issue management
3.5 Quality Management
4. Project Closure
4.1 Releasing of final deliverables to the customer
4.2 Handing over of the project documentation
4.3 Terminating the supplier contract
4.4 Release of project Resources
4.5 Communication of closure of the project to all stakeholders
4.6 Post implementation review
4.7 Listing of lessons learnt
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7. 1.Project Initiation
1.1 Develop Business Case
Detailed defination of the problem /opportunity
Analysis of the solution options available . For each option
• The potential benefits
• Costs
• Risks
• Issues to be documented
The recommended solution with generic implementation plan
1.2 Feasibility Study
Assessment of the particular solution option selected in the business case
Investigate whether the forecast costs are reasonable
Whether the solution is achievable
Whether the risk are acceptable
Likely avoidable issues
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8. 1.Project Initiation
1.3 Establishment of Project Charter - It defines
Vision
Objectives
Scope
Deliverables
Organization structure ( with roles and responsibility)
Summarized plan of activities , resources and budget
List project risks
List planning assumptions
List of constraints
1.4 Appoint Project Team
Defination and documentation of work packages by Project Manager
Defination of detailed job description
Allocation of human resources based of the skills and experience
Set up of Project Management office
• Location ( Physical or Virtual )
• Communication ( telephones, e mails ,internet etc )
• Documentation (methodology, processes, forms and registers )
• Tools ( for accounting , project planning , risk modeling )
Perform Initiation Phase Review Pradeep Kumar Vasdev,
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9. 1.Project Initiation
1.5 Set up Project Office
Location (either physical or virtual)
Communications (telephones, computer network, email, internet access, file storage,
database storage and backup facilities)
Documentation methodology, processes, forms and registers)
Tools (for accounting, project planning and risk modeling).
** Perform phase review to check the status ( Actual against Plan ) **
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10. 2.Planning
2.1 Project Plan
Identify the work breakdown structure ( WBS ) – hierarchy of
• Phases
• Activities
• Tasks to be undertaken
Sequencing of Activities/ tasks
Allocation of resources
Detailed Project Schedule
2.2 Resource Plan
Types of resources (labor, equipment and materials)
Total quantities of each resource type
Roles, responsibilities and skill-sets of all human resources
Items, purposes and specifications of all equipment resource
Items and quantities of material resource.
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11. 2.Planning
2.3 Financial Plan ( Budget preparation )
Types of labour costs to be incurred during the project
Items of equipment needed to deliver the project
Various materials needed by the project
Unit costs for labor, equipment and materials
Other costs types such as administration
Amount of contingency needed
Site , stay and travelling cost
2.4 Quality Plan
Defines what quality means in terms of this project
Lists clear and unambiguous quality targets for each deliverable. Each quality target
provides a set of criteria and standards which must be achieved to meet the expectations
of the customer
Outlines a plan of activities which will assure the customer that the quality targets will be
met (i.e. a Quality Assurance Plan)
Identifies the techniques used to control the actual level of quality of each deliverable as it
is built (i.e. a Quality Control Plan)
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12. 2.Planning
2.5 Risk Plan
Identify risks within your project
Categorize and prioritize each risk
Determine the likelihood of the risks occurring
Identify the impact on the project if risk does occur
Identify preventative actions to prevent the risk from occurring
List contingent actions to reduce the impact, should the risk occur
Schedule these actions within an acceptable timeframe
Monitor the status of each risk throughout the project
2.6 Acceptance Plan
Creating a full list of all project deliverables
Listing the criteria for gaining customer acceptance
Putting in place, acceptance standards to be met
Identifying the acceptance test methods
Allocating acceptance test resources
Scheduling acceptance reviews with your customer
Gaining your final acceptance of your deliverables
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13. 2.Planning
2.7 Communication Plan
Identify the types of information to be distributed
Methods of distributing information to stakeholders
Frequency of distribution
Responsibilities of each person in the project team for distributing information regularly to
stakeholders.
2.8 Procurement Plan
Detailed description of the Products (i.e. goods and services) to be procured from
suppliers,
Justification for procuring each product externally, as opposed to from within the business,
Schedule for procurement.
Defining tender/ Procurement process
• Statement of work
• Request for information
• Request for proposal
• Selection of preferred supplier
• Preparation of supplier contract agreed for delivery of requisite product on agreed
time
• Monitoring of the contract as per the terms agreed .
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14. 3.Execution
3.1 Execution involves monitoring and control of
Build Deliverables
Time Management
• Time sheet form
• Time Sheet register etc
Cost Management
Quality Management
Change Management
Risk Management
Issue Management
Procurement Management
Communication Management
4.1 Closure
Assessing whether the project completion criteria have been met
Identifying any outstanding items (activities, risks or issues)
Producing a hand-over plan to transfer the deliverables to the customer environment
Listing the activities required to hand over documentation, cancel supplier contracts and
release project resources to the business
Communicating closure to all stakeholders and interested parties.
Review of the closure process
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15. Attributes of a Project Manager
Drives Results
Organised
Communicates effectively
Builds and leads a teams
Flexible
Subject Matter expert
Decision maker
Others
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