Project Management Cycle and MS Project 2013 By Subodh Kumar PMP

By Subodh Kumar ,PMP
Introducing
Project Management
Cycle & MS Project 2013

1. Project Introduction
2. Life Cycle (Project & Products)
3. Project Management Framework (By PMI)
4. Project Management Cycle and MS Project -2013
Question & Answer Session at end of Session
Agenda

Temporary Entity, definite beginning and
end.
Create Unique Product, Service or results
No Two Projects are similar
• Its Project manager responsibility to ensure Project is successful and meet stockholder’s expectation
What is a Project

Life Cycle
Type of Life Cycle
 Predictive
 Iterative
 Adaptive
Project Life Cycle :-
• Series of phases that a project passes through from its initiation to
Closure.
• Generic Project phases : initiation, Planning, execution and closure.
• Normally project life cycle is Doman specific. For example in case of
software development we have Waterfall, Prototype, iterative etc.

Life Cycle-Project Management
Project Management Life Cycle consists of Process
Groups
 Initiation
 Planning
 Execution
 Monitoring and Control
 Closing.
It’s generic, applicable to all industry irrespective of work domain.
These processes ensure effective flow of project through its life
cycle.
Project life cycle : What to do to “get work done”
Project Management process : What to do to “manage the work”

Life Cycle
Any Project has two types of Processes :
Product Oriented Process :-
These processes are domain specific and responsible for
creation of project products/results. Also called “Life Cycle”
Project Management Process:-
Apply globally and responsible to manage the project
throughout the life of Project. Also called “Process Group”

Life Cycle
Product Life Cycle
Project Life Cycle Operation Life Cycle
Maintenance
and Supports
Initiate/Plan
/Execute/
Close
Disposal
Maintenance
Projects
Upgrade
Projects
Disposal
Project
Upgrade

Project Management Framework (By PMI)
 Project Management is the skills, tools and management processes
required to project activities to meet project objective.
 PMI has provided a framework which includes 47 processes
 Knowledge Area 10
 Process Group
A process is simply a way of transforming an input into an output
using proven tools.
Initiation, Planning, Execution, Monitoring & Control and Closing
 Knowledge Area
The knowledge areas help you organize by the subject
matter you’re dealing with. Like Scope, Cost , Schedule etc.

Process
Group
Knowledge
Area

Managing Project Constraints
Scope
Cost
ScheduleResource
Risk
Quality

PM Cycle (Process Group)
Why What and How
DO IT
Did it. Check it
End it

Initiation Process Group
Project Initiation is the formal recognition that a project should
begin and resources should be committed to the project.
Initiate
• SOW
• Business Case
• Agreements
• Project Charter
• Stakeholder Register
Major Action
Major Input Process Group Major Output
 Project begins here, in case of existing project new phase start
 Assign Project Leader
 Selecting initial member of Project
 Determine High level requirements, constraints, assumption and
risks.
 Identify Stockholder and their Influence/Risk Tolerance
 Obtain formal approval of Project Charter

Planning Process Group
The Planning processes are responsible to develop the project
management plan and project documents that will be used to
carry out the Project.
Project Management Plan and Project documents consist plan to
manage all aspects of project like Scope, Time, Cost, Quality,
Human Resource, Communication, Risks, Procurement, and
Stockholders.
Planning
• Project Charter
• Approved Changes
• Stack holder Register
• Project Management Plan
• Project Documents

Project Management Plan Consist:-
All Knowledge Area Management plan like Cost, Scope Time, Risk, Resource, Communication,
Stockholder, Quality and Procurement used to manage the Project
Major Project Documents : -Any document which used for Project Management but not contained
by Project Management Plan.
Project Charter, Contracts, Schedule, Scope Statement, Risk Register, Stockholder Register, Issue
Log etc.
 Define and refine Project Scope (WBS Creation)
 Listing all activities
 Sequencing Activities
 Resource Estimation
 Developing Schedule and Budget
 Getting Plan Approved
Planning Process Group
Major Action

Planning Process – Creation of WBS
Mail Dispatch System
Project
Management
System
Development
Requirement
Requirement
Gathering
SRS
Design
Database
Design
Application
Architecture
Low Level
Design
Development
Environment
Setup
Coding
Testing
System
Testing
User
Acceptance
Release

MS Project –Option Project->Calendar
 Multiple Calendar Can be
Created
 Working Time Assignment
 Weekly Off Days
 Holidays
 Exception
Project Start Date Setup

MS Project – Option Resource->Resource
Sheet

MS Project – Option->Task->Gant Chart

Execution Process Group
 The purpose of Project Executing is to complete the Project work as defined in the
Project management plan to meet the Project Objective
 Our goal is to achieve the project deliverables within planned budget, and
schedule.
Major Action
 Leading the Team
 Communication with stack holders
 Resolve conflicts
 Manage Risk and implement Risk Response
 Implement approved changes
 Create deliverable
 Perform all activities to accomplish Project Objective.
 Perform Quality Assurance (Process checks)
 Remove Roadblocks
 Recommended changes (Goes for Change Control cycle under
monitoring)
 Implement approved process improvements

Execution Process Group
Execution
• Project Management
Plan
• Project Documents
• Approved Change
Request
• Deliverables
• Work Performance
Data
• Change Request

Monitoring Process Group
 The monitoring and controlling Process group consists of those
processes required to track, review progress and performance of
project
 The continuous monitoring provides the project team insight into
the health of Project and identify area of improvements.
Major Action
 Monitoring deviation in cost, scope and schedule
(Use Earn Value Management SPI and CPI)
 Tacking Corrective Action
 Evaluation of potential impact on Project
 Initiate Change Request process
 Re-Baseline (If Required)
 Getting Changes approved by stockholder

Monitoring Process Group
Monitoring
And
Controlling
• Deliverables
• Change Request
• Work
Performance Data
• Approved Change Request
• Performance Reports
• Change Request
• Decision for Project
closure/termination
Uses of MS Project 2013
 Work Completion
 Resource Utilization
 Budget Utilization
 Project Overview (% Completed)
 Customized Reports

Closing Process Group
Major Action
 Identifying any outstanding project activities, risks or issues
 Determining whether all of the project completion criteria have
been met
 Handing over all project deliverables and documentation to the
customer
 Communicate the project closure to all stakeholders
 Document Lesson Learned
 Writing Final closure Report
 Release Resources
Project or Phase closure essentially involves winding up the Project/Phase. Here
formerly conformed that Project competed or terminated.

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Project Management Cycle and MS Project 2013 By Subodh Kumar PMP

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