Archive for May, 2010
May 30, 2010
A good and successful project stems out from a well planned and executed project management methodology. Successful project management is characterized by good planning, effective scoping and resourcing, realistic expectations of outcomes and strong management support. The more complex a project, the more important it is to have rigor applied to its project management through the adoption and use of a project management methodology.
What exactly is a project management methodology?
A project management methodology is a system of inter-related phases, procedures, activities and tasks that define the project process from the start through to completion. Each phase of the project produces a major deliverable that contributes towards achieving project objectives. Phasing of the project is also used to provide logical breaks in the project associated with key decision points. Phases consist of a number of activities that are groups of related tasks and, when viewed in isolation, give a clear indication of the logical sequence of steps to be taken to achieve either phase or project objectives. Each activity will have a number of tasks. Tasks are the lowest level shown in the breakdown and produce an outcome contributing towards major deliverables.
Project management methodology can also be easily split into 3 major parts namely initiation, control and closing.
Initiation
All projects start with an idea for a product, service, new capability or other desired outcome. The idea is communicated to the project sponsor using the mandate. The mandate provides a structured approach to proposing a project and contains the project’s business case.
Once the mandate has been approved a further document is prepared that explains the project in greater detail. The project definition report is used to provide this information. This document is used as a key part of the assessment when deciding whether the project should be undertaken.
In particular it outlines the goals, objectives, scope, deliverables, assumptions, constraints, risks, issues, key people, benefits, costs and duration.
Control
The control phase involves managing and tracking the project. To do this a project plan is developed. The project plan is most commonly expressed in the form of a Gantt chart and identifies the stages, tasks, timeline and resources. A good plan will include regular milestones that act as a measure of progress and keep the project team focused on short-term goals. Project plans may also include information about costs and dependent projects.
Closing
Project closure is an important aspect of project management that is often overlooked. A project that is not closed will continue to consume resources, albeit slowly.
To receive acknowledgment from the customer that the project has ended the customer acceptance form is used. Once signed off the project team is disbanded and no more work is carried out.
At this point it is important to know whether the project has achieved its goals and objectives. This is done using the project closure report. This document communicates how well the project has performed against its original business case, quality criteria, costs, duration and tolerances.
Rather than leave valuable project experiences locked in peoples heads, it’s a good idea to complete and publish a lessons learnt report. This document is used to pass on any lessons that can be usefully applied to future projects.
6S2MZX4ZX8Z3
May 26, 2010
Project management software exists in many different levels of sophistication and variety of prices. This article aims to help project managers realize what kind of project management software tools they need and find out how computers can help them in everyday routine.
Before choosing some particular tool you should have a look at the different kinds of projects to manage and corresponding project manager skills. It is very important to pick a project management software tool appropriate for you and your organization. The following types of projects and project management software solutions should cover the field broadly, though any categorization is very relative.
Project management software for small projects, usually in single functional area
At this level project managers usually plan and schedule only durations of project subtasks rather than resource capacity or work estimates. They do not need to track a project budget and their project status reports contain only completion date tracking.
Project management software in this situation helps project managers to automate such basic routines like
* planning project flow
* occasional status reports preparing
* producing Gantt charts
If your project management tasks are not intended to grow and such functionality is enough, you should not spend a lot of money nor waste your time on project training about features you’ll never use.
Project management software for managing larger projects
Project budget is very important now, therefore we need a project management tool to give us the capability to estimate resources and money at every stage of the project. As more people are getting involved in the project, software should provide the ability to create numerous status reports – from simple total project cost to more sophisticated ones.
As the size of the project grows, the number of project management techniques increases. Requirements for project management software change accordingly. At this level project management software must be able to work not only with the static representation of start and finish dates for each project subroutines, but it needs to be powerful enough to simulate the project and reschedule it every time something changes in project flow.
Project management software for huge multi-project environment
At this high-end level we need project management software that meets a lot of additional requirements. Now we need to roll-up multiple projects and require consistent information for decision-makers. Among the features they need are:
* material resources allocating (including finances)
* scheduling and tracking a pool of human resources
* sharing resources between multiple projects
* sophisticated risk assessment tools
* detailed project performance tracking
* creating a detailed project budget. This brings project management software closer to the company’s accounting system
If you need a lot, you have to spend a lot. Project management software for this purpose costs from $400 up to $3000 and even more. Such packages usually have network versions and team communication capabilities.
Categorization above was rather comprehensive over the last years. But modern project management reality changes constantly, therefore we can talk about one more project management software category.
Project management software for managing multiple projects in small and mid-size businesses
It often happens that project managers face the need to manage multiple projects simultaneously, using resources that can be shared between them. But they do not need a huge and extremely expensive project management software tool with thousands of not really needed features. What should they choose? ConceptDraw Project can be the answer. It is a cross-platform (Mac OS X and Windows) project management software tool that allows the project manager to automate project routines – from planning and assigning resources to powerful report generating capabilities.
May 25, 2010
To fail as a Project Manager is easy; there are many ways to do it. Some Project Managers do not actually manage the projects, they just coast along in their position with little or no ambition. Some others are simply not up to date with the technological tools and improved practices. There are Project Managers that will not delegate tasks to their support teams; and others that show no leadership as the project suffers from scope creep.
It is easy to fail as a Project Manager. But how to become a successful Project Manager? The difference between failure and success for a project can be as simple as one word: effectiveness. These seven tips can help you succeed.
1. Project Management tools: Learn to make effective use of available tools. There are many software solutions available to assist Project Managers and their support teams. However, just having the tools is not enough: you must understand them and ensure that your team does too.
2. Utilize time management techniques: Organize your efforts and information. Adhere to the project schedule and help your support do so as well. Be an example of effective time management and your team will follow you.
3. Plan and conduct meetings efficiently. All Project Managers know that meetings are an important part of the project process: planning meetings, stakeholder meetings, project team meetings, weekly progress updates, and the list goes on. Regardless of which meeting you are conducting, there are three critical points to follow. First, keep to the set agenda. Second, prioritize the discussions. Third, focus on output. A successful Project Manager is also an effective meeting manager.
4. Criticism. A successful Project Manager gets to know the traits, strengths and weaknesses of the members of the support team. It is important to provide constructive criticism to avoid jeopardizing the team’s effectiveness. Likewise, you need to be able to accept criticism, and take from it whatever will improve the project or process.
5. Decisions. One of the most critical assets a Project Manager must have is the ability to make the right decisions at the right times. Your team will look to you for decisions throughout the project lifecycle, and you must be prepared to make effective decisions quickly.
6. Flexibility and adaptation: be ready. Accept that you cannot know everything and even on your project there will be issues or difficulties that you could not predict. Be willing to ask and accept the advice of your support team, other project managers, stakeholders, and upper management.
7. Have faith in your abilities and decisions. Everyone has moments of doubt now and then, but the successful Project Manager allows these to pass without concern. With a good project plan and the support of your team, you can trust that the project will continue to progress on time and within budget.
A successful Project Manager is effective, forward-thinking, and dedicated to the success of the project and the support team, and also dedicated to being the best Project Manager they can be. These tips are not secrets – they are ideas available to anyone looking for a way to improve the results of their time and effort.
May 24, 2010
Project Management Software can make the many jobs of the project manager much easier, facilitating progress from inception to completion. Good software for project management should include most, if not all, of the following:
- Collaborative software
- Issue tracking system
- Scheduling
- Project Portfolio Management
- Resource Management
- Document Management
- Cost Control
- Budget Management
- Resource Allocation
- Communication
- Quality Management
- Documentation System
- Administrative System
Project Management Software comprises a variety of different programs, and are available for purchase (proprietary) and for free (Open Source). Some project management software is web-based, and others are not.
Genius Inside, established in 1997, provides collaborative project management software solutions. Their suite includes various modules: portfolio management, resource management, Gantt chart, risk management, document management and the integration with Microsoft Project. Organizations can better address challenges like business process improvement with the help of this software suite. The Genius Inside project management software can be used online or in-house.
Clarizen, Inc., founded in 2005, provides on-demand, collaborative project execution software that allows businesses to manage all of their projects and resources in a single environment. This project management software facilitates collaboration and project execution. This project management software is completely web based (SaaS) and has the ability of CAD designers attach CAD drawings to a project and to move between the project view and design view. Other features include Project Scheduling, Collaborative Planning, Time Tracking, Task Management, Budget Tracking, and Reports & Dashboards.
A web-based project management software solution is Easy Projects .NET. With Interactive Gantt Chart functionality among its set of modules, other features include activity, request and issue tracking, portfolio management, real-time conferencing, and estimation analysis, and support for Microsoft Project file import and export.
An open-source project management software solution is eGroupWare. Its primary functions include contact management, appointments, projects and to-do lists. Users can access eGroupWare in many ways, such as via the web-based version, using different supported groupware clients in-house, and even by mobile phone or PDA. It also has translations for more than 25 languages, including right-to-left language support, and a standard X-AMP System which can be used on any operating system.
It is important to find the right project management software for the team size and project result. It may take trying different software solutions before the best for the project at hand is found. The sorts of tools used in project management software can vary widely, depending on the industry they were developed for. However, there are elements that are important for any project: scheduling, calculating critical path, and providing information.
Perhaps the most important element of project management software is the ability to provide information in a useful way. Typical elements or issues include task lists for people, allocation schedules for resources, overview information on how long tasks will take to complete, early warning of any risks to the project, information on workload (for planning holidays), evidence, historical information on how projects have progressed, and in particular, how actual and planned performance are related, and optimum utilization of available resources.
May 23, 2010
What is a project management methodology? Some project managers assume that success of the project is dependent on a formal methodology. A formal methodology is said to give direction, save time, and improves project quality.
Many project managers use some kind of methodology: sticky notes on a project board, documented procedures, or software either customized for project management or adapted to it, such as a word processing and spreadsheet programs.
The common theme of these and other methodologies is that they assist project management and can improve project success.
What is a project management methodology?
A methodology is “a set of methods, processes and practices that are repeatedly carried out to deliver projects.” The key concept is that the same steps are repeated for every project undertaken. Repetition encourages efficiency in the approach to project completion.
When purchasing or developing a methodology, it should include a core set of processes to follow for delivering projects; a set of templates to help you build deliverables quickly; suite of case studies to help you learn from past projects; an option for customizing the methodology provided; and the ability to import your existing processes into it.
A project manager that is efficient, effective and experienced is necessary, regardless of type of methodology, to ensure projects and completed successfully.
No methodology will be 100% applicable to every type of project. There will be need to customize any methodology to ensure that it perfectly fits the project management environment.
Why use a project management methodology?
A methodology provides a clear process for managing projects. When customized, the process management methodology tells the project team what has to be completed to deliver the project, how it should be done, in which order and by when.
Using a methodology makes it possible to create a project roadmap; monitor time, cost and quality; control change and scope; minimise risks and issues; and manage staff and suppliers.
Of course, it is necessary to use the elements of the methodology that are most suitable to each individual project. Managing smaller projects calls for lightweight processes; bigger projects require heavyweight processes to monitor and control every element of the project in depth.
Managing every project the same way will help develop efficiencies; it also enables the project manager and team to work smarter and reduce stress. A methodology will also give the project team a clear understanding of what is expected from them and boost the chances of success.
What is a project management methodology? It is a valuable tool in improving the way projects are started, developed, and finished. Broken down, a methodology provides:
- A core set of processes to follow for delivering projects;
- A set of templates to help you build deliverables quickly;
- A suite of case studies to help you learn from past projects;
- An option for customising the methodology provided;
- The ability to import your existing processes into it.
A methodology well-matched to the project management style in place keeps the project on task and eliminates confusion for the project manager and team.
May 22, 2010
Project methodology is the manner in which a project is handled. There are many different methodologies, most of them tailored to a particular industry.
Project methodology guides an organization or an individual from start to finish. A project management methodology probes deep in the various steps of the project management life cycle. It is a checklist of tasks to be performed in the various steps of the plan.
The project management methodology gives the manager a definite control over the scheme, allowing him or her to maneuver the team toward the destination called success. A project without a methodology would be a train running without tracks. It further allows the project manager to standardize the protocols of a plan, thereby providing a general structure of the steps, which can be followed in all other future projects.
Project methodology phases:
A project in general is divided into many phases depending on the life cycle model used for it. In general, the methodology deals with the genesis of a scheme, controlling it and termination of the plan!
An organization begins on a project, by getting down the objectives of the customer. The requirement gathering report should be as unambiguous as possible. Then a mandate is provided to the client, which is an official document stating the needs of the customer, for their verification.
Then you bring in your techies to ask them to prepare a project scope document along with a report, in which the specific technologies and the steps to carry out the plan are decided. The scope and the feasibility of it are studied and a decision on whether to take it up or to pass on the offer is made. This official document contains everything from primary goals of the scheme to the deliverables expected of it. Once the document is perused and the upper management gives it a green signal, the project is considered as taken!
Next is the execution phase. Here the project must be monitored and managed. A schedule is derived which includes work breakdown, followed by allocation of tasks to people, allocation of resources and finally setting up deadlines for tasks. It is very important to have both a short-term goal and a long-term goal. While the long term goal is to get the product done, the short goals must be imposed by the project manager, who helps in guiding and motivating the members of the team working on the plan. Two important documents namely the issue log and the risk log which are both maintained by the project manager. The issue log keeps track of issues raised by the stakeholders and the risk log considers the vulnerabilities of a system.
All the documents prepared all along the execution of the scheme must be lucid and articulate, so that everyone in the team and the stakeholders get to understand, each and every issue of it. This is an essential ingredient for a successful project.
The final issue in project management is getting the user to check on the plan and see to that they are satisfied. A disgruntled user will not only reject the plan, but would also leave a bad reputation for the organization.
So assuming that the requirements are met the customer is made to sign a customer satisfaction form and then the project is declared closed. The resources used on it are released and the project manager gets a day off!
An effective project management methodology helps to drive the plan through all the phases, to definite success.
May 21, 2010
The project manager is the person responsible for projects from beginning to end.
The basic mechanics of becoming a project manager can be learned and implemented by almost anyone. But what makes a normal manager into a good project manager?
Actions allow a strong leader to gain the respect of the project team. Involvement of the team and organization in decision making is a principle action that gives the project manager respect.
Allowing ideas to “bubble up” from all corners of the organization is an important mechanism for the project manager to utilize. Good ideas often come from those on the “front line” of business every day.
The project manager’s authority and responsibility for the big picture will not be negatively affected by delegating daily tactical decisions. Team members that have enthusiastic ownership of their ideas will be invested in making it work.
One of the surest ways to secure employee loyalty is recognizing people for their contributions. Recognition and awards are not necessarily monetary. Sometimes, simple public recognition is enough.
In developing the mission statement, a good project manager will include the team members and others in the process. Then, having stake in their mission statement, they will follow it.
Organizational success relies in part in having a solid and workable mission statement. A good mission statement can serve as a basis for decision making. The mission statement should include all tactical decisions.
A good project manager is a strategic thinker. The manager needs to be able to maintain a view of the organization’s future, five or ten years down the road. If the organization sees the manager as lacking direction, the manager could find themselves undermined.
A good manager fights for the team and they know it. People know that the decisions made by the manager are well thought out and are in the best interest of the organization.
A good project manager is highly selective when building the “culture” the organization. People hired should “fit” the collective personality of the organization.
Finally, the “good” project manager will spend the extra time to collect the information necessary to show how valuable the project is to the company. This can take any number of forms such as cost savings, cost avoidance, improved process, improved productivity, and so on. Then the project manager makes sure everyone knows about it, from top to bottom. It is vital that the people feel they are important and are making a contribution to the overall success of the company.
Finally, the good project manager has the understanding that the most important thing and most valuable asset is the people. This manager treats the organization with respect and dignity, and keeps them involved in the project’s progression.
The duties of a good project manager:
1. Business justification: every project should lead to a worthwhile return on investment.
2. Defined roles and responsibilities: everybody working on the project needs to understand the nature of their involvement.
3. Manage by exception: project sponsors should avoid getting too bogged down in the day-to-day running of projects and instead allow the project manager to concentrate on this area.
4. Manage by stages: break the project up into smaller chunks, or stages.
5. Focus on products: it is vital that clients and customers think carefully about the products, or deliverables, they require, before the project begins.
6. Learn from experience: don’t risk making the same mistakes on every project; consider why certain aspects went well or badly, then incorporate the lessons learned into your approach to your next project.
7. Tailor to suit the environment: whatever project management methodology or framework you favor, it must be tailored to suit the needs of your project.
May 20, 2010
Project management software exists in many different levels of sophistication and variety of prices. This article aims to help project managers realize what kind of project management software tools they need and find out how computers can help them in everyday routine.
Before choosing some particular tool you should have a look at the different kinds of projects to manage and corresponding project manager skills. It is very important to pick a project management software tool appropriate for you and your organization. The following types of projects and project management software should cover the field broadly, though any categorization is very relative.
Project management software for small projects, usually in single functional area
At this level project managers usually plan and schedule only durations of project subtasks rather than resource capacity or work estimates. They do not need to track a project budget and their project status reports contain only completion date tracking.
Project management software in this situation helps project managers to automate such basic routines like
* planning project flow
* occasional status reports preparing
* producing Gantt charts
If your project management tasks are not intended to grow and such functionality is enough, you should not spend a lot of money nor waste your time on long learning curve about features you’ll never use.
Project management software for managing larger projects
Project budget is very important now, therefore we need a project management tool to give us the capability to estimate resources and money at every stage of the project. As more people are getting involved in the project, software should provide the ability to create numerous status reports – from simple total project cost to more sophisticated ones.
As the size of the project grows, the number of project management techniques increases. Requirements for project management software change accordingly. At this level project management software must be able to work not only with the static representation of start and finish dates for each project subroutines, but it needs to be powerful enough to simulate the project and reschedule it every time something changes in project flow.
Project management software for huge multi-project environment
At this high-end level we need project management software that meets a lot of additional requirements. Now we need to roll-up multiple projects and require consistent information for decision-makers. Among the features they need are:
* material resources allocating (including finances)
* scheduling and tracking a pool of human resources
* sharing resources between multiple projects
* sophisticated risk assessment tools
* detailed project performance tracking
* creating a detailed project budget. This brings project management software closer to the company’s accounting system
If you need a lot, you have to spend a lot. Project management software for this purpose costs from $400 up to $3000 and even more. Such packages usually have network versions and team communication capabilities.
Categorization above was rather comprehensive over the last years. But modern project management reality changes constantly, therefore we can talk about one more project management software category.
Project management software for managing multiple projects in small and mid-size businesses
It often happens that project managers face the need to manage multiple projects simultaneously, using resources that can be shared between them. But they do not need a huge and extremely expensive project management software tool with thousands of not really needed features. What should they choose? ConceptDraw Project can be the answer. It is a cross-platform (Mac OS X and Windows) project management software tool that allows the project manager to automate project routines – from planning and assigning resources to powerful report generating capabilities.
