Project Management: Project Management Is A Carefully Planned and Organized Effort To Accomplish A

Project Management
Project management is a carefully planned and organized effort to accomplish a

successful project. A project is a one-time effort that produces a specific result, for
example, a building or a major new computer system. This is in contrast to a program,
which is
1) an ongoing process, such as a quality control program,
2) an activity to manage a series of multiple projects together.
In some countries, the term "program" refers to a software tool and the term "programme"
can mean a TV or radio show.
Project management includes developing a project plan, which includes defining and
confirming the project goals and objectives, identifying tasks and how goals will be
achieved, quantifying the resources needed, and determining budgets and timelines for
completion. It also includes managing the implementation of the project plan, along with
operating regular 'controls' to ensure that there is accurate and objective information on
'performance' relative to the plan, and the mechanisms to implement recovery actions
where necessary.
Projects usually follow major phases or stages (with various titles for these), including
feasibility, definition, project planning, implementation, evaluation and
support/maintenance.
NOTE: There are many software tools that make project management much more effective
and efficient. Software Tools to Do Project Management Process lists software resources.
The reader might best be served to read about the overall project management process in
the section, "Foundations of Project Management" below, and then review some of the
software tools. Another approach is to review the tools as the reader progresses through
each phase of the project management process. (Thanks for Kevin Lonergan for contributing
to this description.)
Project management approach is relatively modern. It is characterised by methods of

restructuring mamagement and adapting special management techniques with the purpose
of obtaining better control and use of existing resources.
The 5 Project Management Process
Groups:
Initiating
The Initiating phase of the project lifecycle is where the project gets defined and authorized
by management. The inputs to this phase are usually a statement of work or a contract
given to you by the project sponsor. Other inputs are the environmental factors of your
organization such as policies, procedures, and cultures to name a few. The output of the
Initiating process is a Project Charter and a Preliminary Project Scope Statement.
Planning
As you've probably guessed, the inputs to the Planning Process is the Project Charter and
the Preliminary Project Scope Statement that were the outputs of the Initiating Process. The
purpose of the Planning Process is to refine the project objectives and then plan the steps
necessary to achieve those objectives within the project scope that was given. The output of
the Planning Process is the Project Management Plan.
Executing
The Executing Process Group takes the Project Management Plan as input. It is here that
people and other resources are combined with the Project Management Plan to carry out, or
execute, the plan for the project. As you can imagine, the outputs of this process are the
project deliverables, any changes such as change requests, preventive actions, defect
repairs, and performance information about how the project plan performed.
Monitoring and Controlling

Throughout the project there is a need to control change and monitor that the project is on
time and on budget while still producing a quality deliverable. The Monitoring and
Controlling Process group is where these actions take place. It is here that project change
requests get approved or rejected, that defect repairs are approved, and that any updates
to the Project Scope and Project Management Plan are reviewed and approved. This is the
process group that is ultimately responsible for approving the final deliverables of the
project.
Closing
After all the deliverables of the project are created, the closing process group still has to
close the overall project and provide the deliverables to the customer. The inputs to this
process group are the administrative and contract closeout procedures. You may have had
an internal or external vendor that supplied part of the deliverables that needs to get paid.
You may have a asset management systems that you now need to update with the new
product. You may have other procedures and accounts that need to be updated. It is here
that formal acceptance of the product or service is obtained from the customer and a
orderly close to the project occurs.
Project Management Steps:
 Initiation
 Planning
 Execution
 Control
 Closure
Initiation Step
 Identify Key Stakeholders
 Defining the Project
 Identifying the Project Goals
 Level Setting the Project Expectations
 Developing the Statement of Work, SOW
 Outline the Project Scope
The Planning Step

 Develop Task List
 Publish Project Activities Required to Complete the Project
 Develop Project Schedule
 Coordinate the Project Budget
 Revisit Project Scope and SOW and make Adjustments
 Gather Stakeholder Approval
The Execution Step

 Schedule Team Meetings
 Communicate Regularly with Stakeholders
 Develop Problem Remediation Steps
 Be Diligent in Clearing Project Roadblocks
The Control Steps
 Track Project Progress
 Reacting to Project Changes
 Adjusting Project Schedule to Account for Changes
 Adjusting Project Scope when Appropriate
 Communicating any and all Changes to Project Stakeholders
 Document and Consensus Gaining
Closing Steps
 Release Project Resources
 Conducting a "Lesson's Learned" from the Project Team Members
 Collect Project Outcomes from Stakeholders
 Write a Final Project Report
Important roles & responsibilities of a
Project Manager.
1 The Project Manager is the person responsible for managing the project.
2 The Project Manager is the person responsible for accomplishing the project
objectives within the constraints of the project. He is responsible for the
outcome(success or failure) of the project.
3 The Project Manager is involved with the planning, controlling and monitoring,
and also managing and directing the assigned project resources to best meet
project objectives.
4 The Project Manager controls and monitors “triple constraints”—project scope,

time and cost(quality also)—in managing competing project requirements.
5 The Project Manager examines the organizational culture and determine

whether project management is recognized as a valid role with accountability and
authority for managing the project.
6 The Project Manager collects metrics data(such as baseline, actual values for
costs, schedule, work in progress, and work completed) & reports on project
progress and other project specific information to stakeholders.
7 The Project Manager is responsible for identifying, monitoring, and responding

to risk.
8 The Project Manager is responsible to the project stakeholders for delivering a

project’s objectives within scope, schedule, cost, and quality.
9 The reporting structure of a Project Manager changes depends on organizational

structure. He may reports to a Functional Manager or to a Program Manager.

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Project Management

Project management is a carefully planned and organized effort to accomplish a

1) an ongoing process, such as a quality control program,

2) an activity to manage a series of multiple projects together.

Project management approach is relatively modern. It is characterised by methods of

Monitoring and Controlling

The Planning Step

The Execution Step

4 The Project Manager controls and monitors “triple constraints”—project scope,

5 The Project Manager examines the organizational culture and determine

7 The Project Manager is responsible for identifying, monitoring, and responding

8 The Project Manager is responsible to the project stakeholders for delivering a

9 The reporting structure of a Project Manager changes depends on organizational

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