Learning Unit 1 Lectures

1. TO FAIL TO PLAN IS TO PLAN TO FAIL
ANONYMOUS

2. PROJECT MANAGEMENT TIPS
Film

3. JILL MITCHELL
Email: jmitchell@vcconnect.co.za
Background
BSc(Hons) Chemical Engineering
Chartered/Professional Engineer
MBA – Bristol Business School, UK
Currently studying for a PhD in Entrepreneurship at Pretoria University
25 years+ industry experience, specifically brewing , food & packaging industry
12 years+ small business management experience, UK & RSA:- setting up and
running businesses

4. LEARNING OUTCOMES
•Define projects.
•Discuss the types of projects.
•Define Project Management.
•Describe the constraints experienced in a project.
•Describe the importance of Project Management to the small business owner.
•Describe the role of the Project Manager.
•Describe the essential skills for successful project management.
•Determine how Project Management and the Organisational Structure interlink.
•Describe the Systems Approach.
•Describe the three (3) Spheres Model and the four (4) Frames of Organisations.
•Differentiate between the different phases of a project.
•Describe the Project Processes.
•Describe the nine (9) knowledge areas of the Project Management Body of knowledge.
•Use the tools of the trade: Introduction to Excel and MS Project.

5. RECOMMENDED READING
Lewis, J. (2007). Fundamentals of Project Management.
Amacom, New York.
Burke, R. (2007) Project Management Techniques. (College
Edition). Burke Publishing.
Heldman, K. (2005) Project Management Jumpstart
Alameda, SYBEX inc.

6. INTRODUCTION
Purpose
Explain & apply the basic principles of project management
- Project management principles
- Phases of project
- Roles within project management
- Feasibility
- Execution of project plans
- Computerised project management systems

7. INTRODUCTION
- Need to apply theory to practice
- Cannot pass simply by memorising facts
- Need a deep understanding of theory
- Conceptualise and relate to real world scenarios

8. PROJECT MANAGEMENT – HOW NOT TO!
Monkeys 01 0002

9. PROJECT DEFINITION
” A temporary endeavour, with a definite beginning and end that
produces a unique product or service with dedicated resources.
Ongoing operations have no definite beginning or end and
produce the same product over and over”
(Heldman,2005: pp. 2-3)
“ A temporary endeavour undertaken to produce a unique product,
service or result”
(PMBOK, 2004: p5)

10. TYPES OF PROJECT
- Administrative Projects
- Construction Projects
- Computer Software Development
- Design of Plans Projects
- Equipment or System Installation Projects
- Event or Relocation Projects
- Maintenance of Process Industry Projects
- New Project Development Projects
- Research Projects

11. GROUP EXERCISE
Matching Project types
Groups of 4 people
Discuss and agree which category each project described comes into
20 minutes

12. PROJECT MANAGEMENT DEFINED
“ …… the application of knowledge, skills, tools and techniques to
project activities to meet project requirements”
(Springer et al, 2006: pp 1-3)
“… application of knowledge, skills, tools and techniques to project
activities to achieve project requirements. Project management is
accomplished through the application and integration of the
project management processes of initiating, planning, executing,
monitoring, controlling & closing”
(PMBOK, 2004: p8)

13. PROJECT MANAGEMENT DEFINED
- Approach to management of work within the
constraints of time, cost and performance
requirements
- Body of knowledge concerned with principles,
techniques and tools used in planning, control,
monitoring and review of projects
- (businessdictionary.com)

14. CASE STUDY
LENOVO – THE USE OF PM TO IMPROVE BUSINESS PERFORMANCE
GROUPS OF 4
30 MINUTES
Read case study
Discuss:-
1. What alternatives Lenovo could have considered other than the PM route
2. What key areas of PM do you think made this approach so successful for Lenovo
3. What difficulties/barriers do you think the Lenovo senior management team
experienced when introducing this new management concept

15. MANAGING EXPECTATIONS
Functionality Effort (time & Delivery Date Quality
cost

16. HISTORY OF PROJECT MANAGEMENT
The History of Project Management

17. PROJECT CONSTRAINTS
Changes in
cost
Changes in Changes in
quality time
Changes in
scope
Springer et al, (2006)

18. CONSTRAINTS
SCOPE
All activities that have to be performed on the project
COST
Resources cost money. Bring in project at lowest cost BUT to agreed standard
TIME
Completion date is critical. Many construction companies incur serious financial
penalties if project is delivered late
QUALITY
Standard of workmanship and materials required by client. Crucial that agreed prior
to project commencement. Written and agreed specification preferable

19. OTHER CONSTRAINTS
Client satisfaction
Availability of skilled workers
Government legislation
Weather
Technical problems etc.

20. PROJECT MANAGEMENT AND THE SMALL
BUSINESS OWNER
Case Study:-
Group exercise
4 people per group
20 minutes
1. Make a list of all possible people involved with a building project
2. List the possible roles that Andrew had to fulfil to build the house successfully

21. PROJECT MANAGEMENT PROCESS

22. ROLE OF PROJECT MANAGER
“…..the single point of responsibility, it is the project
manager who integrates And coordinates all the
contributions, and guides them to successfully
complete the project”
Burke (2007:p26)

23. SUCCESSFUL PROJECT MANAGEMENT
….is accomplished through meeting the stakeholders’
needs and expectations, which will need to be
clearly defined and documented

24. ROLE OF PROJECT MANAGER

25. PROJECT MANAGER SKILLS
Film : Tips for PM

26. SKILLS FOR PROJECT MANAGEMENT
- Communication skills key to success
- Organisation techniques
- Time management skills
- Ability to prioritise
- Information management proficiency
- People management
- General management skills

27. PROJECT MANAGEMENT & ORGANISATIONAL
STRUCTURE(SPRINGER AT AL)
FUNCTIONAL STRUCTURE
Company structured according to funtional departments
Departments probably work in relative isolation
Directives come from the top and have a hierarchy down to staff
Simple to understand
Reporting lines are clear
Traditional structure – most companies configure to
Time consuming and inflexible
Not good in a fast changing business environment
Project managers usually have little power

28. PROJECT MANAGEMENT & ORGANISATIONAL
STRUCTURE(SPRINGER AT AL)
PROJECT STRUCTURE
Usually designed for companies that complete projects for
clients
Project Manager in a position of authority
Project Manager needs extensive experience
Difficult to keep key people as not always projects available
Many Project Managers employed on contract basis

29. PROJECT MANAGEMENT & ORGANISATIONAL
STRUCTURE(SPRINGER AT AL)
MATRIX STRUCTURE
Mixture between functional and project
Weak form: functional heads have more power than project managers
Strong form: project managers have more power than functional heads
Balanced Form: functional and project managers share power

30. INDIVIDUAL EXERCISE
Summarise the advantages and disadvantages of the three different management structures:-
15 minutes
Structure Advantage Disadvantage
Functional
Project
Matrix

31. GROUP EXERCISE PROJECT PLAN
You are required to design an “APP” for the Iphone Develop detailed working plan
Select project team and appoint responsibilities Schedule
Brainstorm ideas for proposed application Resources
ESTABLISH PROJECT MANAGEMENT STRUCTURE Costs
Define responsibilities for each team member REPORT BACK
Establish method of managing the project
Prepare 2 page summary to include:-
PROJECT DEFINITION
Details of “APP”
Confirm;-
Project team and their responsibilities
Objectives
Resource plan
Scope
Time plan
Benefits
A summary of the risks and benefits of plan
Risk
Hand in the report at the end of session
DEVELOP IMPLEMENTATION APPROACH 4. Please ensure that all names of
Develop resource plan project team are included in the report.
People
Budget
Materials

32. REVISION EXERCISE
1. Explain the difference between the terms “project” and “project management”
2. Explain how different constraints can possibly affect one another.
3. Explain why good project planning is crucial in the small business environment
4. Describe the role and function of a project manager in a project
5. Name the nine knowledge areas defined by PMBOK

33. ICE TASK NO 1
Using pages 13 -43 in your Project Management manual please
complete :-
Using the website www.worditout.com create a
word cloud using the key principles and
concepts of the theory that you have learned
in the section of the manual detailed above.
Print the word cloud and bring to the next
lecture.

34. EXCEL SPREADSHEET
ACTIVITY JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Budget COMMENTS
Design "app" 35000
Prepare marketing plan 5000
Prepare business plan 7500
Develop sales presentation 5000
Present to Apple 500
Approval 0
Upload APP 1500
TOTAL 54500
Sales & Marketing budget 10000
Design and implementation Budget 36500