What is Project Management – Centre of Excellence
Project management is the process and activity of planning, organizing, motivating, and controlling resources, procedures and protocols to achieve specific goals in scientific or daily problems. A project is a temporary endeavor designed to produce a unique product, service or result with a defined beginning and end (usually time-constrained, and often constrained by funding or deliverable), undertaken to meet unique goals and objectives, typically to bring about beneficial change or added value. The temporary nature of projects stands in contrast with business as usual (or operations), which are repetitive, permanent, or semi-permanent functional activities to produce products or services. In practice, the management of these two systems is often quite different, and as such requires the development of distinct technical skills and management strategies.
Project management Benefits
- Project Management Office is a centralized organization dedicated to improving the practice and results of project management
- The important focus for PM – COE shall be to reduce the cost and increase the efficiency
- Deliver good quality projects with higher completion rate; in an efficient and cost effective manner, by the use of Industry best practices and optimized usage of organizational assets (resource, and capabilities)
- To drive Projects/Programs to move from operations efficiency to business effectiveness from cost to revenue, and from project providers to business partners
Project Management Program
A Project Management Program identifies a sequence of steps to be completed. In this approach five developmental components of a project can be distinguished (four stages plus control):
- Planning and design
- Execution and construction
- Monitoring and controlling systems
How Project Management Works
- Project management has a definite beginning and end. It is not a continuous process
- Project management uses various tools to measure accomplishments and track project tasks. These include Work Breakdown Structures, Gantt charts and PERT charts
- Projects frequently need resources on an ad-hoc basis as opposed to organisations that have only dedicated full-time positions
- Project management reduces risk and increases the chance of success
The three most important factors are time, cost and scope, commonly called the triple constraint. These form the vertices with quality as a central theme.
Figure 1: The triple constraint
- Projects must be within cost.
- Projects must be delivered on time.
- Projects must be within scope.
- Projects must meet customer quality requirements.
More recently, this has given way to a project management diamond, with cost, time, scope and quality the four vertices and customer expectations as a central theme (see Figure 2). No two customer expectations are the same so you must ask what their expectations are.
Figure 2: The project management diamond
A project goes through six phases during its life:
- Project Definition: Defining the goals, objectives and critical success factors for the project.
- Project Initiation: Everything that is needed to set-up the project before work can start.
- Project Planning: Detailed plans of how the work will be carried out including time, cost and resource estimates.
- Project Execution: Doing the work to deliver the product, service or desired outcome.
- Project Monitoring & Control: Ensuring that a project stays on track and taking corrective action to ensure it does.
- Project Closure: Formal acceptance of the deliverable and disbanding of all the elements that were required to run the project.
Why you need Project management Training & Consulting1. CONTROL SCOPE CREEP AND MANAGE CHANGE
Small changes in demands occur on every project. They come from management, the customer, your project team, suppliers, or other stakeholders. Individually, they may appear acceptable, but collectively these project demands can add up to a significant project expansion (referred to as “scope creep”) that can overrun your budget. With project management, if the manager effectively manages the scope of their project, they have a better than even chance of effectively managing project resources — time, money, etc. — and managing change.2. DELIVER PROJECT RESULTS ON TIME AND ON BUDGET
The project management process starts with a well thought out business case justification that usually includes some type of cost calculation associated with Return On Investment (ROI). Once these measures are established, it is up to the project manager to ensure that on-time, on-budget performance is maintained; otherwise, the project will never produce the expected results. That’s what good project management is all about, and why there’s a need for project management.3. FOCUS THE PROJECT TEAM ON THE SOLUTION
The project team can easily drift off topic and spend too much time on the wrong tasks. A good project manager keeps the project team focused by using a clear and concise project charter, resolving barriers, or shielding the team from unnecessary interference.4. OBTAIN PROJECT BUY-IN FROM DISPARATE GROUPS
As President Lincoln once said, “Public sentiment is everything. With it, nothing can fail; without it, nothing can succeed.” A good project manager uses the tools in the initiation phase of project management to collect user requirements, project constraints, and a feasibility study to build a strong business case justification. Using input from various sources, the project manager overcomes dissent and obtains buy-in by communicating the project benefits as the different stakeholder groups see them.5. DEFINE THE CRITICAL PATH TO OPTIMALLY COMPLETE YOUR PROJECT
Every project is made up of a series of connected activities, each of which has its own constraints. The project manager identifies the critical path of activities — the optimal sequence of actions that best ensure the project’s successful completion.6. PROVIDE A PROCESS FOR ESTIMATING PROJECT RESOURCES, TIME, AND COSTS
Using project management software, previous project experiences, and a solid project initiation phase can provide the discipline needed to reduce project estimating errors, increasing the likelihood that the project will finish on time and on budget.7. COMMUNICATE PROJECT PROGRESS, RISKS, AND CHANGES
As a project progresses, stakeholders must be kept informed of the outcomes, changes, stumbling blocks, or successes that the project experiences. The need for project management exists partly because it creates a project communication plan to address these communication issues, provide a format, and lay out a process for execution.8. SURFACE AND EXPLORE PROJECT ASSUMPTIONS
All projects are based on assumptions to some extent. A good project manager delves into user requirements, project constraints, and management expectations to understand what is said and what is not said. Relying on too many unconfirmed assumptions can invalidate a project schedule or, worse, sink the project.9. PREPARE FOR UNEXPECTED PROJECT ISSUES
Every project runs into unforeseen issues, such as changes in market conditions, and is hit with random cause variability. Experienced project managers plan for the unexpected by lining up alternative courses of action.10. DOCUMENT, TRANSFER, AND APPLY LESSONS LEARNED FROM YOUR PROJECTS
The last phase of project management focuses on “closing out” the project. The project manager reviews how well each prior phase — project initiation, project planning, project execution, and project monitoring and control — was performed. As part of good knowledge management, all project review notes should be dissected and analyzed for patterns, trends, and opportunities for improvement. These “lessons learned” should be documented and communicated to other project managers before starting the next project.
The Adhik Solutions Advantage for Project Management
Adhik Solutions offers personalized, customized service for Project management programs. With many years of experience delivering Project mangement consulting services and over 30 Project management implementations, Adhik can deliver on the promise of improvements from Project management. Whether the goal is productivity improvements, conformance to customer standards or enhancement of workforce skills, Adhik is your expert provider of Project management training and Project management implementation services. Adhik uses a blend of Project Management process to rapidly produce results for your organization.
Selecting your Project Management Trainer & Consultant
There are many people out there offering training and consultancy, however the standards vary considerably. Where possible don’t just rely on the sales talk of the trainer go and look at what they have done in the past. If they have conducted Project Management training in another company and the clients were happy then they should be happy to allow you to come see their success.
References and going to see truly are the best way to get an idea as to how good your potential Project Management trainer or Project Management Consultant is going to perform for you and your business. Make sure that you see the results of the actual Project management consultant that will be working with you, not the companies start performer and salesman! Far too often you will find one person coming to sell you service from some of the big consultancies whilst you get someone completely different to actually perform the training.