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I. SCOPE MANAGEMENT ............................................................................................................................. 20 **MODULE 01 – INTRODUCTION ........................................................................................................................ ** ...

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Project(Management(and(the(Profession(31272( ( MODULE'01'–'INTRODUCTION........................................................................................................................'2 ' ( MODULE'02'–'PROJECTS,'CONCEPTS'AND'STAKEHOLDERS'..............................................................................'3( MODULE'03'–'ETHICS'...................................................................................................................................'10( MODULE'04'–'PROJECT'INITIATION'AND'SCOPING'........................................................................................'16( I.(

SCOPE'MANAGEMENT(.............................................................................................................................(20(

MODULE'05'–'DEVELOPMENT'APPROACHED'(DM)'.......................................................................................'23( MODULE'06'–'PLANNING'AND'RISK'..............................................................................................................'32( MODULE'07'–'TIME'MANAGEMENT..............................................................................................................'37 ' ( MODULE'08'–'RESOURCE'AND'COST'MANAGEMENT'....................................................................................'44( MODULE'09'–'QUALITY'MANAGEMENT'........................................................................................................'50( MODULE'10'–'CONTROLLING'CHANGE..........................................................................................................'57 ' ( MODULE'11'–'HR'PROCUREMENT'CLOSER'....................................................................................................'65( MODULE'12'–'INTERCOMMUNICATION'........................................................................................................'72(

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Project(Management(and(the(Profession(31272( (

Module!01!–!Introduction! Project'Management'Defined:' •

A(project(is(a(temporary(endeavour(undertaken(to(accomplish(a(unique(purpose(

•

Project(Management(is(the(application(of(knowledge,(skills,(tools(and(techniques(to(project( activities(in(order(to(meet(project(requirements(

Why'Project'Management?' The(triple(constraint(–((

( Every(project(is(constrained(in(different(ways( The(major(constraints(are( •

Scope:((What(is(the(project(trying(to(accomplish?(

•

Time:((How(long(should(it(take(to(complete?(

•

Cost:((What(should(it(cost?(

A(project(manager(must(balance(these(three(often(competing(goals( ( Question:*Are*project*management*success*and*project*success*the*same*thing?** Answer:*No,*projects*can*be*a*technical*success*and*still*be*an*organisational*failure*(i.e.*a*wellexecuted*project*that*doesn’t*give*the*desired*benefit)' (

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Project(Management(and(the(Profession(31272( (

Module!02!–!Projects,!Concepts!and!Stakeholders! Project'Success'–'Top'10'Factors' 1. Executive'Support:(when(an(executive(or(group(of(executives(agrees(to(provide(both(financial( and(emotional(backing.(The(executive(or(executives(will(encourage(and(assist(in(the(successful( completion(of(the(project.( 2. Emotional'maturity(is(the(collection(of(basic(behaviours(of(how(people(work(together.(In(any( group,(organization,(or(company(it(is(both(the(sum(of(their(skills(and(the(weakest(link(that( determine(the(level(of(emotional(maturity.( 3. User'Involvement:(takes(place(when(users(are(involved(in(the(project(decision-making(and( information-gathering(process.(This(also(includes(user(feedback,(requirements(review,(basic( research,(prototyping,(and(other(consensus-building(tools.( 4. Optimization(is(a(structured(means(of(improving(business(effectiveness(and(optimizing(a( collection(of(many(small(projects(or(major(requirements.(Optimization(starts(with(managing( scope(based(on(relative(business(value.( 5. Skilled'staff(are(people(who(understand(both(the(business(and(the(technology.(A(skilled(staff(is( highly(proficient(in(the(execution(of(the(project’s(requirements(and(deliver(of(the(project(or( product.( 6. SAME(is(Standard(Architectural(Management(Environment.(The(Standish(Group(defines(SAME( as(a(consistent(group(of(integrated(practices,(services,(and(products(for(developing,( implementing,(and(operating(software(applications.( 7. Agile'proficiency(means(that(the(agile(team(and(the(product(owner(are(skilled(in(the(agile( process.(Agile(proficiency(is(the(difference(between(good(agile(outcomes(and(bad(agile( outcomes.( 8. Modest'execution(is(having(a(process(with(few(moving(parts,(and(those(parts(are(automated( and(streamlined.(Modest(execution(also(means(using(project(management(tools(sparingly(and( only(a(very(few(features.( 9. Project'management'expertise(is(the(application(of(knowledge,(skills,(and(techniques(to( project(activities(in(order(to(meet(or(exceed(stakeholder(expectations(and(produce(value(for( the(organization.( 10. Clear'Business'Objectives(is(the(understanding(of(all(stakeholders(and(participants(in(the( business(purpose(for(executing(the(project.(Clear(Business(Objectives(could(also(mean(the( project(is(aligning(to(the(organization’s(goals(and(strategy.( (

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Project(Management(and(the(Profession(31272( ( ( Project'Management'Planning'

( Scope(è(defining(and(managing(all(the(work(required(to(complete(the(project(successfully( Time(è(includes(estimating(how(long(it(will(take(to(complete(the(work,(developing(an(acceptable( project(schedule(and(ensuring(timely(completion(of(the(project( Cost(è(preparing(and(managing(the(budget(of(the(project( Quality(è(ensures(the(project(will(satisfy(the(stated(or(implied(needs(for(which(it(was(undertaken( Human(Resources(è(making(effective(use(of(people(involved(in(the(project( Communications(è(generating,(collecting,(disseminating(and(storing(project(information( Risk(è(identifying,(analysing(and(responding(to(risks(related(to(the(project( Procurement(è(acquiring(or(procuring(goods(and(services(for(a(project(from(outside(the(organization( Integration(è(is(the(overarching(knowledge(area(that(affects(and(is(affected(by(all(other(knowledge( areas( 10'Knowledge'Areas'(PMI)'

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Project(Management(and(the(Profession(31272( ( Stakeholder'Management' Who/what(are(stakeholders?( •

Individuals,(groups(or(organisations(with(a(stake/claim(in(project’s(outcome(

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Not(all(Stakeholders(have(the(same(objectives((

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Different(types(of(Stakeholders( o Internal(to(the(Project(Team( o External(to(the(Project(Team(but(in(the(organisation( o External(to(the(organisation(

What*happens*if:* •

People*may*comply*for*a*time*and*then*do*things*to*get*around*the*change*

•

Users*will*accept*only*a*portion*of*the*change*

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Full*benefits*of*the*project*are*never*realised*or*are*realised*only*after*a*great*deal*of*time*and* resources*have*been*expended*

Role'of'Project'Manager' The(Project(Manager(must:( •

Recognise(different(interests(of(stakeholders((what’s*in*it*for*me?)(

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Reconcile(competing(interests(between(stakeholders(

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Continually(communicate(with(stakeholders(

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Ensure(a(continuing(commitment(from(stakeholders(

' Stakeholder'Analysis' Checklist:( ü Develop(list(of(stakeholders(with(interest(in(the(project( ü Identify(their(type(of(interest(in(project( ü Gauge(their(influence(over(project( ü Define(a(role(for(each(stakeholder( ü Identify(an(objective(for(each(stakeholder( ü Identify(strategies(for(each(stakeholder( ü Decide(communication(needs(for(each(stakeholder( ' ' ' (

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Project(Management(and(the(Profession(31272( ( Stakeholder'Management' Stakeholder(Analysis(Chart( •

They(are(used(for(identification,(assessment(and(high-level(management(of(involved(parties(

( Stakeholder'Prioritisation'

High

The(Power/Interest(Grid(

Manage Closely

Monitor

Keep Informed

Power

Keep Satisfied

Low

(minimum

Low

Interest

High (

Someone's(position(on(the(grid(helps(prioritise(the(effort(a(project(manager(should(invest(with(them:( High'power,'interested'people:(these(are(the(people(you(must(fully(engage(with,(manage(and(make( the(greatest(efforts(to(satisfy.( High'power,'less'interested'people:'put(enough(work(in(with(these(people(to(keep(them(satisfied,(but( not(so(much(that(they(become(bored(with(your(message.( Low'power,'interested'people:(keep(these(people(adequately(informed,(and(talk(to(them(to(ensure( that(no(major(issues(are(arising.(These(people(can(often(be(very(helpful(with(the(detail(of(your( project.( (

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Project(Management(and(the(Profession(31272( ( Low'power,'less'interested'people:(again,(monitor(these(people,(but(do(not(bore(them(with(excessive( communication.( ' Communication'Management' Communication(Management( •

A(key(skill(for(the(Project(Managers(

•

A(priority(for(both(the(PM(and(the(team( o Nobody(likes(surprises(in(projects( o PMs(must(identify(problems,(challenges(and(issues(early(and(communicate(this(along( with(the(alternatives(to(overcome(the(problems,(challenges(and(issues(( o Stakeholders(need(to(know(

•

A(lack(of(communication(will(lead(to(incorrect(assumptions!(

Communication(Planning( 1. How(will(the(information(be(stored?( 2. What(info(goes(to(whom,(how(often(and(how?( 3. Who(can(access(the(information?( 4. Who(will(update/keep(current(the(information?( 5. What(method/media(of(communication(is(best?( Performance(Reporting(to(Stakeholders( •

Right(information(to(right(people(in(the(right(format(

•

Satisfy(stakeholders(that(progress(expectations(are(being(met(

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Help(stakeholders(make(educated(decisions(regarding(the(project(

So,(detailed(stakeholder(analysis(is(prerequisite(to(good(communications(planning/management( ( Communications(Management(Plan(–(Sample(Matrix(

( This(format(helps(clarify(stakeholders’(information(needs(((

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Project(Management(and(the(Profession(31272( ( Stakeholder(è(Stakeholders(are(individuals(or(groups(who(have(a(stake(in(the(project’s(outcome(and( are(therefore(receivers(of(information.(E.g.(sponsor,(PM,(Project(team,(senior(management,(client,( customers.(We(must(keep(these(special(interests’(information.(( Document(Name(è(name(of(report(or(communication((( Document(Format(è(defines(how(the(information(will(be(provided.(Reports,(meetings,(email(or( online.(Again,(this(sets(expectations(and(allows(the(PM(to(plan(resources(needed(to(support(the( communications(plan( Contact(Name(è(depending(on(the(definition(of(the(stakeholder(-((is(the(stakeholder(a(person,(a( department(etc.((( Due(è(Sets(the(timing(expectation(for(the(stakeholder.(Some(may(want(up(to(date(information(on( progress(and(performance.(Others(may(only(want(periodic(information.(By(have(set(timing(/( availability(stakeholders(‘know(when(they(will(know’.(This(helps(prevent(the(PM(and(team(being( caught(up(with(ad(hoc(report( •

This(could(also(be(undertaken(for(meeting(schedules(

( Question:*Is*stakeholder*engagement*the*same*as*stakeholder*management?* Answer:** •

Engagement*seeks*to*build*rapport/understanding*between*stakeholders*as*a*basis*for* common*decision*making*(=*relationship);**

•

Management*seeks*to*establish*specific*deliverables*and*expectations*then*actively* plans/executes*towards*those*outcomes*(=*realisation)*

Stakeholder*engagement*-*Different*to*Stakeholder*Management*in*that*the*engagement*does*not* seek*to*develop*the*project/business*requirements,*solution*or*problem*creation,*or*establishing*roles* and*responsibilities.*It*is*primarily*focused*at*getting*to*know*and*understand*each*other*at*the* Executive*level.*Engagement*is*the*opportunity*to*discuss*and*agree*expectations*of*communication* and,*primarily,*agree*a*set*of*Values*and*Principles*that*all*stakeholders*will*abide*by.* ! '

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Project(Management(and(the(Profession(31272( ( SUMMARY'QUIZ'MODULE'2' 1. What(is(meant(when(something(is(called(‘a(project’?( 2. Why(is(‘project(management’(important?(( 3. Explain(why(the(‘triple(constraint’(is(important(to(project(management.( 4. Explain(the(difference(between(a(failed(project,(a(challenged(project,(a(cancelled(project(and(a( successful(project.( 5. Describe(the(difference(between(‘project(success’(and(‘project(management(success’.( 6. Of(5(phases(of(a(typical(project(life(cycle((PLC),(explain(the(value(of(‘project(closure’.(( 7. Explain(‘project(integration’(within(the(context(of(the(10(PM(knowledge(areas.( 8. Why(is(having(a(stakeholder(analysis(chart(important(to(the(project(manager?( 9. Explain(2(reasons(why(good(communication(skills(are(needed(by(project(managers.( 10. In(Communication(Management,(there(are(at(least(5(questions(that(should(initially(be( considered.(Why(these(five?( 11. Why(is(a(Communication(Management(matrix(more(valuable(after(doing(a(Stakeholder(matrix?( ( * * '

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Project(Management(and(the(Profession(31272( (

Module!03!–!Ethics! IT'as'a'Profession' What(is(a(professional?( •

“Experts(in(a(field,(which(provides(them(an(advantage(over(the(lay(person(and(that( professional’s(work(has(the(potential(to(impact(the(general(public(at(large”(

Professional'Codes'of'Ethics' 1. Symbolised(profession(

7. Foster(external(relations(

2. Protect(group(interests(

8. Detail(principles(

3. Detail(membership(etiquette(

9. Express(ideals(

4. Inspire(good(conduct(

10. Put(forth(rules(

5. Educate(members(

11. Offer(guidelines(

6. Discipline(members(

12. Codify(rights(

( Definitions' Ethics( •

Beliefs(regarding(right(and(wrong(behaviour(

•

Involve(moral,(legal(and(social(issues(

•

The(attempt(to(determine(some(general(basis(for(choosing(and(judging(moral(actions(

Ethical(Behaviour( •

Behaviour(that(conforms(to(generally(accepted(social(norms(

( Ethics'Influences' •

Parents(

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Culture(

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Family(

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Television/media/Internet(

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Boss/peers/friends(

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Books/newspapers/magazines(

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Schools/universities(

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Government/Law(

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Project(Management(and(the(Profession(31272( ( Ethical'Foundations' Decision-making(based(on(the(values(we(hold(

( ( Ethical'Principles' View(

Description(

Deontology(

Right(and(wrong(is(dependent(on(meeting(a(duty(and(independent(of( consequences(

Consequentialism( Right/wrong(determined(by(comparative(assessment(of(each(act’s( consequences((included(Utilitarianism(–(greatest(good,(greatest(number)( Relativism(

There(is(no(single(ethical(truth,(everything(is(contingency-based((whatever(a( culture(thinks(is(right(or(wrong(for(its(members)(

Universalism(

There(is(a(single(truth(–(implies(a(single(perspective(as(to(what(is(right(and(

(absolutism)(

wrong(

Virtue(ethics(

Focuses(on(the(person(who(acts(–(and(character(traits(of(the(actor(as(expressed( by(their(actions(

Justice(ethics(

Duty(to(treat(all(parties(fairly(and(to(distribute(risks(and(benefits(equitably((and( following(rules(derived(from(these(principles)(

Ethical(pluralism(

Society(comprises(diverse(pressure(groups(with(divergent(social(interests.( Stakeholder(conflict(is(normal/accepted((

( Ethical(views(are(founded(in(individual(belief,(tend(to(be(deeply(held(and(do(not(change(easily(or( frequently.(An(issue(is(not(likely(to(be(an(ethical(issue(if(the(individual(views(which(define(it(are:(

(

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Primarily(concerns(with(convenience(

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Founded(on(opinion,(not(beliefs(

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Casually(modified(or(frequently(changed( 11

Project(Management(and(the(Profession(31272( ( Common'Ethical'Concerns'for'PMs' •

Deliberate(underperformance(

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Seeking(most(lucrative(solution((not( one(making(most(sense)(

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low-balling( •

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Violating(confidentiality(

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Misinformation,(disinformation,(

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Never(willing(to(stop(or(put(a(project(on( hold(

Blended(billing(rates(and(financial( reporting(

•

Inappropriate(mark-up(on( subcontractors(

falsification(and(misreporting( •

Personal(interactions/benefits(and/or( conflicts-of-interest(

Phoney(estimating((not(willing(to(show( reasoning)(

Exaggerating(expertise,(overselling(and(

•

Using(project(management(as(a(sales( force(

( Ethical'Principles' A(7-step(approach(to(tackle(ethical(issues:( 1. Get(the(facts( 2. Identify(the(stakeholders(and(their(position( 3. Consider(the(consequences(of(your(decision( 4. Weigh-up(various(guidelines(and(principles( 5. Develop(and(evaluate(options( 6. Review(your(decision( 7. Evaluate(the(results(of(your(decision( Some(general(rules(of(thumb(to(consider/apply:( •

The(“Mum’(Test(

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The(Media(Test(

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The(Smell(test(

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The(“other(person’s(shoes”(test(

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The(Market(test(

Having(an(ethical(framework(helps(provide(answers(to(questions(such(as:(

(

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What(should(I((we)(do?(

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What(goals(should(I((we)(pursue?(

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What(laws(should(we(have?(

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What(collective(behaviour(should(we(pursue?( 12

Project(Management(and(the(Profession(31272( ( Ethics(vs(Law( Ethics(in(IT(must(consider(how(information(systems(and(technology(affect(human(choice,(action(and( potential( Ø Individual(beliefs(and(values( Law(determines(principles(and(regulations(in(a(community(set(by(some(authority(and(enforced(by( judicial(decision( Ø Society(rules(for(accepted(behaviour( ( Ethical(versus(Legal( •

Legal(and(ethical(

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Ethical(but(not(legal(

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Legal(but(not(ethical(

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Not(ethical(and(not(legal(

à(these(are(not(the(same!( ( Considerations'for'Information'Use' Ethical(Issues(

Legal(Issues(

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Growth(of(knowledge(

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Information(ownership(

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Competition(

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Monopolies(

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Personal(privacy(

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Data(tracking/access(

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Protecting(the(vulnerable(

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Harassment(

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Free(speech(

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Libel(

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Openness(

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Espionage(

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Fair(dealing/(fair(use(

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Copyright/Patent/IP(

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Equal(opportunity(

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Discrimination(

( Ethical'Principles...