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Summary Summery Project Management Advanced (2022)
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Poject Management Advanced Course: 2022 Lecturer: Denis De Bruyne Summery is made from the slides and my own notes
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Inhoudsopgave1 PROJECT MANAGEMENT OVERVIEW & PROJECT LIFE CYCLE .................................................................. 6
1.1 PROJECT MANAGEMENT OVERVIEW ............................................................................................................ 6
1.1.1 Project features............................................................................................................................... 6
1.1.2 Is it a project? ................................................................................................................................. 6
1.1.3 The success of a project .................................................................................................................. 7
1.1.4 Project constraints .......................................................................................................................... 7
1.1.5 The triple constraint........................................................................................................................ 7
1.1.6 Project management expertise ....................................................................................................... 8
1.2 PROJECT LIFE CYCLE ................................................................................................................................... 9
1.2.1 FOUR PHASES ................................................................................................................................. 9
1.2.2 Framework for PM ........................................................................................................................ 10
1.2.3 PMBOK .......................................................................................................................................... 10
1.2.4 Scrum development overview ....................................................................................................... 14
1.2.5 The project management office .................................................................................................... 14
1.2.6 Culture and project management ................................................................................................. 14
1.2.7 Project team challenges................................................................................................................ 15
1.2.8 Dealing with conflict ..................................................................................................................... 15
2 PROJECT INITIATION & PLANNING (SCOPE TO BUDGET) ...................................................................... 16
2.1 INITIATION PHASE ................................................................................................................................... 16
2.1.1 Clear objectives ............................................................................................................................. 16
2.1.2 Project charter (!!) ........................................................................................................................ 17
2.2 PROJECT PLANNING ................................................................................................................................. 20
2.2.1 Project requirements .................................................................................................................... 20
2.2.2 Scope inputs .................................................................................................................................. 22
2.2.3 Work breakdown structure (WBS) ................................................................................................ 23
2.2.4 Scope statement ........................................................................................................................... 24
2.2.5 Project schedule planning ............................................................................................................. 24
2.2.6 Defining activities ......................................................................................................................... 25
2.2.7 Activity list .................................................................................................................................... 25
2.2.8 Milestones .................................................................................................................................... 27
2.2.9 The network diagram ................................................................................................................... 27
2.2.10 The critical path ....................................................................................................................... 28
2.2.11 The Gantt Chart........................................................................................................................ 28
2.2.12 Estimating the resources .......................................................................................................... 29
2.2.13 Estimating activity durations ................................................................................................... 29
2.2.14 Resource management ............................................................................................................ 30
2.2.15 HR planning .............................................................................................................................. 30
2.2.16 Budget planning ....................................................................................................................... 31
2.2.17 Estimating cost......................................................................................................................... 31
2.2.18 Managing the budget .............................................................................................................. 32
2.2.19 Establishing a budget ............................................................................................................... 32
3 MAKING A NETWORK DIAGRAM ......................................................................................................... 33
3.1 SIX SIMPLE STEPS ................................................................................................................................... 33
3.2 TABLE OF ACTIVITIES................................................................................................................................ 34
4 STAKEHOLDER MANAGEMENT & RISK MANAGEMENT ........................................................................ 35
, 4.1 STAKEHOLDER MANAGEMENT ................................................................................................................... 35
4.2 PROJECT STAKEHOLDERS .......................................................................................................................... 36
4.2.1 Top management.......................................................................................................................... 36
4.2.2 Project team – problems ............................................................................................................... 36
4.2.3 Project team – solutions ............................................................................................................... 36
4.2.4 Your manager/ sponsor ................................................................................................................ 37
4.2.5 Peers – problems........................................................................................................................... 37
4.2.6 Peers – solutions ........................................................................................................................... 37
4.2.7 Resource managers ...................................................................................................................... 38
4.2.8 Internal customers – problems ..................................................................................................... 38
4.2.9 INTERNAL CUSTOMERS - SOLUTIONS ........................................................................................... 39
4.2.10 Contractors, subcontractors, suppliers – problems .................................................................. 39
4.3 POLITICS OF PROJECT ............................................................................................................................... 39
4.4 DIFFERENCES IN CULTURE ......................................................................................................................... 40
4.5 MANAGING STAKEHOLDERS ...................................................................................................................... 40
4.5.1 Tools for managing stakeholders ................................................................................................. 41
4.6 RISK MANAGEMENT ................................................................................................................................ 42
4.6.1 Risk identification ......................................................................................................................... 42
4.6.2 Risk breakdown structure (RBS) .................................................................................................... 42
4.6.3 Risk evaluation .............................................................................................................................. 43
4.6.4 Risk mitigation plan à before you start ....................................................................................... 43
4.6.5 Contingency plan à when it occurs ............................................................................................. 44
4.7 PROJECT RISK BY PHASES .......................................................................................................................... 44
4.7.1 Project risk: initiation phase ......................................................................................................... 44
4.7.2 Project risk: planning phase .......................................................................................................... 45
4.7.3 Project risk: implementation phase .............................................................................................. 45
4.7.4 Project risk: closeout phase .......................................................................................................... 46
5 PROJECT MANAGEMENT SOFTWARE .................................................................................................. 47
5.1 WHAT IS PROJECT MANAGEMENT SOFTWARE? ............................................................................................. 47
5.2 WHY USE PROJECT MANAGEMENT SOFTWARE? ............................................................................................ 48
5.3 TYPES OF PROJECT MANAGEMENT SOFTWARE ............................................................................................... 49
5.4 CATEGORIES OF PROJECT MANAGEMENT SOFTWARE ...................................................................................... 49
5.5 WHAT ISSUES CAN PROJECT MANAGEMENT SOFTWARE SOLVE?........................................................................ 51
5.6 HOW TO CHOOSE A PROJECT MANAGEMENT SOFTWARE ................................................................................. 51
5.6.1 Example video of Microsoft Project .............................................................................................. 52
5.7 (FREE) PROJECT MANAGEMENT SOFTWARE TOOLS ........................................................................................ 52
5.7.1 Basecamp ..................................................................................................................................... 52
5.7.2 Bitrix24.......................................................................................................................................... 53
5.7.3 ClickUp .......................................................................................................................................... 53
5.7.4 Confluence / Jira ........................................................................................................................... 53
5.7.5 Easy Project................................................................................................................................... 53
5.7.6 Freedcamp .................................................................................................................................... 53
5.7.7 Lucidchart ..................................................................................................................................... 53
5.7.8 OpenProject .................................................................................................................................. 53
5.7.9 Paymo ........................................................................................................................................... 54
5.7.10 Smartsheet ............................................................................................................................... 54
5.7.11 Teamwork Projects................................................................................................................... 54
5.7.12 Trello ........................................................................................................................................ 54
5.7.13 Wrike ........................................................................................................................................ 54
5.7.14 Workfront................................................................................................................................. 54
5.7.15 Workotter................................................................................................................................. 54
6 FROM WORK BREAKDOWN STRUCTURE TO GANTT CHART ................................................................. 55
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, 6.1 WORK BREAKDOWN STRUCTURE ............................................................................................................... 55
6.1.1 Product/ service elements............................................................................................................. 55
6.1.2 Cross-cutting elements ................................................................................................................. 55
6.1.3 Project management elements ..................................................................................................... 56
6.1.4 A negative definition ..................................................................................................................... 56
6.1.5 Organizational chart? ................................................................................................................... 56
6.1.6 List of project tasks + no verbs ...................................................................................................... 56
6.1.7 No sequencing .............................................................................................................................. 57
6.1.8 Detail and structure ...................................................................................................................... 57
6.1.9 Is my WBS correct? ....................................................................................................................... 59
6.1.10 Not a one-time document ........................................................................................................ 60
6.1.11 Creating a WBS ........................................................................................................................ 60
6.2 PROJECT SCHEDULING RULES (!!!) .............................................................................................................. 63
6.2.1 Rule 1 ............................................................................................................................................ 63
6.2.2 Rule 2 ............................................................................................................................................ 63
6.2.3 Rule 3 ............................................................................................................................................ 63
6.2.4 Rule 4 ............................................................................................................................................ 64
6.2.5 Rule 5 ............................................................................................................................................ 64
6.2.6 Rule 6 ............................................................................................................................................ 64
6.2.7 Rule 7 (/) ....................................................................................................................................... 64
6.2.8 Rule 8 ............................................................................................................................................ 65
6.2.9 Rule 9 ........................................................................................................................................... 65
6.2.10 Rule 10 ..................................................................................................................................... 65
6.2.11 Rule 11 ..................................................................................................................................... 66
6.2.12 Rule 12 ..................................................................................................................................... 66
6.2.13 Rule 13 / ................................................................................................................................... 67
6.2.14 Rule 14 ..................................................................................................................................... 67
6.2.15 Rule 15 ..................................................................................................................................... 68
6.2.16 Rule 16 ..................................................................................................................................... 68
6.2.17 Rule 17 / ................................................................................................................................... 68
6.2.18 Rule 18 ..................................................................................................................................... 69
6.2.19 Rule 19 (!!) ............................................................................................................................... 69
7 INTRODUCTION TO INFORMATION MANAGEMENT ............................................................................ 70
7.1 FROM ACTIVITIES TO BUSINESS PROCESSES ................................................................................................... 70
7.1.1 Business functions......................................................................................................................... 70
7.1.2 Business processes ........................................................................................................................ 70
7.1.3 Acitivity description ...................................................................................................................... 71
7.1.4 Data flow diagram ........................................................................................................................ 72
7.1.5 DFD: step by step .......................................................................................................................... 74
7.1.6 DFD made up in 4 steps ................................................................................................................ 75
7.2 INFORMATION SYSTEMS ........................................................................................................................... 77
7.2.1 The information ladder (!!) ........................................................................................................... 77
7.2.2 The components model (/) ............................................................................................................ 79
7.2.3 Quality of information systems ..................................................................................................... 79
7.3 ORGANISATION AND MANAGEMENT ........................................................................................................... 81
7.3.1 The organisation ........................................................................................................................... 81
7.3.2 Control model ............................................................................................................................... 82
7.3.3 Management loop ........................................................................................................................ 84
7.3.4 The Blanced Scorecard (!!) ............................................................................................................ 85
7.3.5 Management information ............................................................................................................ 87
7.4 DATA COLLECTION .................................................................................................................................. 88
7.4.1 Aspects of data (!!) ....................................................................................................................... 88
7.4.2 The dataset ................................................................................................................................... 89
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, 7.4.3 The database: a collection of datasets ......................................................................................... 89
8 STORYTELLING WITH DATA ................................................................................................................. 91
8.1 INTRODUCTION TO STORYTELLING WITH DATA .............................................................................................. 91
8.1.1 Ineffective graphics ....................................................................................................................... 91
8.2 UNDERSTAND THE CONTEXT ..................................................................................................................... 92
8.3 CHOOSE AN APPROPRIATE VISUAL DISPLAY ................................................................................................... 92
8.3.1 10 main visual displays ................................................................................................................. 92
8.4 ELIMINATE CLUTTER ................................................................................................................................ 95
8.4.1 Declutter step-by-step.................................................................................................................. 95
8.5 FOCUS ATTENTION WHERE YOU WANT IT ..................................................................................................... 96
8.6 THINK LIKE A DESIGNER ............................................................................................................................ 97
9 CHANGE MANAGEMENT ..................................................................................................................... 98
9.1 WHAT IS CHANGE MANAGEMENT? ............................................................................................................. 98
9.1.1 Benefits of integrated approach ................................................................................................... 99
9.1.2 Tips for integrating PM and CM.................................................................................................... 99
9.2 WHY DOES CHANGE MANAGEMENT FAIL? ................................................................................................ 100
9.2.1 You tell people what to do rather whan why they should do it ............................................... 100
9.2.2 You didn’t concince people of why the change initiative makes sense .................................... 100
9.2.3 You want to achieve too much in too little time ....................................................................... 100
9.2.4 You don’t consistenly use in easy-to-understand rationale of change (= the reasons) and a
measurable objective ............................................................................................................................... 101
9.2.5 You lack top-management support for your change initiative................................................. 101
9.2.6 You lack bottom-up support for your change initiative ............................................................ 101
9.2.7 Your change management initiative lacks inspiring leadership ............................................... 102
9.2.8 You ignore change resistance as an important source of learning .......................................... 102
9.2.9 You push too hard and don’t recognize signs of organizational exhaustion ........................... 102
9.2.10 You are not adjusting your plan to upcoming developments .............................................. 103
9.2.11 You don’t care (enough) about organizational politics ........................................................ 103
9.2.12 You are not taking your organization’s culture into consideration ..................................... 103
9.3 THE 8 STAGES OF CHANGE MANAGEMENT ................................................................................................ 104
9.3.1 Establishing a sense of urgency (!!!) ........................................................................................... 104
9.3.2 Creating the guiding coalition..................................................................................................... 104
9.3.3 Developing a vision and strategy ................................................................................................ 104
9.3.4 Communicating the change vision .............................................................................................. 104
9.3.5 Empowering employees for broad-based action ........................................................................ 104
9.3.6 Generate short-term wins (!!!!!!!!!!!!!!) ..................................................................................... 105
9.3.7 Consolidating gains and producing more change ....................................................................... 105
9.3.8 Anchoring new approaches in the culture .................................................................................. 105
9.3.9 EXTRA/ The organization of the future ....................................................................................... 105
9.3.10 Leadership and lifelong learning ............................................................................................ 105
10 QUALITY MANAGEMENT ................................................................................................................... 106
10.1 WHAT IS QUALITY MANAGEMENT ............................................................................................................ 106
10.2 TOTAL QUALITY MANAGEMENT................................................................................................................ 109
10.2.1 Why quality management ..................................................................................................... 109
10.2.2 Developments in the consumer market ................................................................................. 109
10.2.3 The influence of technology on quality needs ........................................................................ 110
10.2.1 Quality image of industrial products in general ..................................................................... 110
10.2.2 Five approaches to quality ..................................................................................................... 111
10.2.3 Some theories ........................................................................................................................ 112
10.2.4 Audit/ ISO standard ............................................................................................................... 116
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