MANAGING

SYSTEM
PROJECTS
WEEK 5
1
PROJECT MANAGEMENT (PM)
• Project Management is the application of
knowledge, skills, tools, and techniques to perform
several tasks to meet project requirements, to make
the final deliverables in a finite time and budget.

2
CONSTRAINTS OF PM
• Scope. The scope is a guaranteed set of
deliverables, and the project is to be created,
keeping in mind the scope.
• Time. Time is one of the most critical stakeholder
considerations and a vital measure of project
success. The time to complete the project must be
estimated as accurately as possible.
• Quality. Quality is one such sphere that is almost
always affected by the other constraints. If the time
3

or cost reduces the quality of the project will be

CONSTRAINTS OF PM
• Cost. Cost is another important aspect that needs
to be considered, which is an estimated factor of
labor cost, factory, administration, software,
equipment altogether.
• Risk. The Project Manager must foresee the
possible risks at every step of the project. The risk
part involves many what-if scenarios and the
solution for those scenarios.
• Resources. Every project has a combination of 4

resources required to make it a success. Resources

WHAT IS A PROJECT?
• A Project is defined as a temporary endeavor
undertaken to create a unique product, service, or
result.
• The temporary nature of projects indicates that a
project has a definite beginning and end.
• The project is first defined, and then as the project
progresses, more clarity is added to the definition
and scope of the project.
• There are different phases of a project from the 5

time it begins to the time it ends, which constitutes

PROJECT LIFE CYCLE
• Initiation - involves defining the project, identifying
stakeholders, determining project feasibility.
• Planning - making of the outline of the project,
which includes costs, the sequence of events,
communication with stakeholders, schedules,
budget, and risk.
• Execution - includes allocating resources,
conducting meetings, communicating updates, and
delivering performance reports. 6
PROJECT LIFE CYCLE
• Monitoring and Controlling - Monitoring and
Controlling involve tracking progress and comparing
it with the plan, and it is paramount to conduct
quality control checks throughout the process.
• Closure - involves delivery to the client and getting
their feedback. Closure requires evaluation of the
project if everything went on as planned and
discussed with the stakeholders.
7
KEY FOCUS AREAS IN PM
• Scope: Scope refers to the inputs provided to take
the project from the first step to the last step. The
scope determines the features, boundaries, budget,
and deadlines of the project.

• Schedule: The schedule is a plan for performing a

specific work within a particular time interval and
achieving the desired objective. The schedule refers
to the starting date, the finishing date, and the 8

duration of the project.

KEY FOCUS AREAS IN PM
• Cost: Cost refers to the process of estimating,
allocating, and monitoring the funds needed in a
project, and a lot of measures to ensure the project
is on budget.

• Quality: Quality refers to what a customer or a

stakeholder requires from the project deliverables.
Quality includes processes and activities that are to
be performed to meet the objectives and 9

requirements for which it was undertaken.

KEY FOCUS AREAS IN PM
• Resources: Resources help in carrying out a
specific task in a project in the best possible
manner. Resources can be people, equipment,
funds, facilities, or anything else that is needed to
meet the project requirements.

• Stakeholders: Stakeholders are the ones who have

an interest in the deliverables of the project.
Stakeholders can be part of the project team, 10

project manager, project sponsors, customers, or

KEY FOCUS AREAS IN PM
• Communication: Communication amongst all
stakeholders is an essential aspect of project
management for successful project execution.
Improving communication increases the ratio of
success and decreases the probability of risk.

• Risk: A risk is an unexpected event that can affect

anything in a project, people, technology, processes,
or resources. Every project has a certain amount of 11

risks, and to do a successful project; one must first

KEY FOCUS AREAS IN PM
• Procurement: Procurement refers to the act of
obtaining all the materials and services that are
needed to meet the project goals. Procurement
includes the need to purchase, rent, or contract with
some external resources.

• Critical Success Factor: Critical Success Factor

refers to the elements that are necessary for an
organization to achieve the project's objectives. 12

Critical Success Factor may differ from one

KEY FOCUS AREAS IN PM
• Deliverables: Deliverables refer to the output
within the scope of the project. There can be one or
more deliverables within a single project; these
deliverables may be the items that are to be sent
externally to a customer or a stakeholder.

• Work Breakdown: Work Breakdown is an efficient

deliverable approach that refers to the division of a
task into smaller components. The smaller parts 13

make the task-independent and more manageable

JOB ROLES IN PM
• Project Manager:

The Project Manager takes the project according to the

plan and plays a lead role in all the steps of project
management.
• Managing, reviewing, and prioritizing the tasks
wherever necessary
• Looking after risk management, stakeholder
management, and project communication 14

management.
JOB ROLES IN PM
• Senior Project Manager:

Senior Project Manager is the head of the overall

Project Management plan; the role demands in-depth
knowledge of all project aspects.
• Planning and coordinating complex projects
• Visiting project sites to check progress and handle
complex issues
15
JOB ROLES IN PM
• Project Lead:

Project Leads are the ones who lead the people

throughout the project and provide them with all the
information required throughout.
• Motivating the team beneath, taking care of their
needs, and paying attention to what they feel
• Ordering or controlling the project team, since the
project lead has more freedom than the project 16

manager
JOB ROLES IN PM
• Resource Manager:

Resource Manager is the human resource needed to

make the project a success.
• Assigning the right people to the right projects at
the right time
• Managing employees currently and determining
hiring needs depending on the project's
requirements 17
JOB ROLES IN PM
• PM Office Analyst

Project Management Office Analyst works within the

PMO and does most of the Data-driven work
• Analyzing and interpreting the data concerning the
project
• Figuring out the future risks to the project
• Finding new ways to advance the idea of project
management 18
JOB ROLES IN PM
• Steering Committee Member

The members of the Steering Committee do not work

on the project themselves; they are there to help the
Project Manager.
• Providing inputs during the development of the
project, advising on the budget, and evaluating the
project strategies
• Taking regular feedback from the project managers 19

and asking the necessary questions

WORK BREAKDOWN STRUCTURE (WBS)

• A work breakdown structure is a way to visualize the

breakdown of a large project into smaller, more
manageable parts. Often it takes the form of a
document that details a project’s major and minor
work components, timeline, and resources.

20
WORK BREAKDOWN STRUCTURE (WBS)

• A work breakdown structure is

made up of deliverables or
milestones that lead to the
completion of the assignment.
These smaller parts could be
called work packages,
subtasks, or elements. Each of
them defines the work, 21

duration, and costs for what

BENEFITS OF WBS
• Estimate the time and cost of a project and allocate
resources. Having a clear idea of the resources a
task will require can help map out your project
according to those boundaries.
• Establish dependencies, visualize priority objectives,
and identify areas of risk. Anything that includes
more time or effort, any visible risks, or clear
objectives can be organized and accounted for with
a WBS. 22
BENEFITS OF WBS
• Visualize project scope for easier planning and
schedule development. A project scope lays out each
deliverable that will make up the final project.
Having this visual aid can help teams see the bigger
picture.
• Assign responsibilities with more ease and accuracy
and clarify roles. The allocation of roles is crucial in
beginning a project. When each step is laid out with
a WBS, assigning specific responsibilities is simple. 23
BENEFITS OF WBS
• Track project progress and identify milestones and
control points. As each assignment is completed,
communicate the information to everyone so that
the team is ready for the next step.
• Set clear timelines and ensure that no work is
duplicated or overlooked. Without designating
assignments and communicating progress, it’s easy
to miss things or find multiple people working on the
same task. A WBS keeps everyone on the same 24

page.
STEPS TO CREATE A WBS
• Identify key team members
• Define project scope and objective
• Gather critical documents
• Define key phases and deliverables
• Create work packages (tasks and subtasks)
• Create a schedule

25
26
RISK MANAGEMENT
• Risk management is the continuing process to
identify, analyze, evaluate, and treat loss exposures
and monitor risk control and financial resources to
mitigate the adverse effects of loss
• The purpose of risk management is to identify
potential problems before they occur so that risk-
handling activities may be planned and invoked as
needed across the life of the product or project to
mitigate adverse impacts on achieving objectives. 27
28