CHAPTER 4

The process of Managing Project

starting Project

Unmet needs Opportunities Problems need to be resolved

Discussions

How do Project Starts

With the business approach we need to find and choose

the best existing method of operation process.

When it become clear that resolution cannot be achieved using an existing operation process and the project is required then its time to hire a Project Manager .

Business approach

Project manager brought in to help shape the project

Project manager develop necessary parameters for management

After developing the parameters the project manager will call the decision

to go a head with the project

Project manager

project concept is usually created by project sponsor.

Then it’s the project manager and key experts part to use their professional judgment and experience to validate, refine, alter the concept into a plane capable to delivering the intended result.

Then the project sponsor and the senior managers will approve the plan to execution when its fully developed.

Project Concept

Concept

Project life

cycleConstruction\

build\install

Design

Test \verify\startup\launc

h

Operate and

maintain

Retire

Operate and

maintain

Project life cycle stages

Project phases

4. Closeout

1. Initiation

2. Planning

3. Execution

Project phases

The term project selection implies that the

management has chosen the project based on its benefits.

some project are selected for execution based on profitability or benefits promised over time.

Other projects are selected based on how they contribute other type of benefits to the organization, such as : improve infrastructure or better market visibility.

Project selection

In some projects they get ( NO-GO) decision, which dose

not necessarily carry negative implication.

Some projects are considered worthwhile but discretionary delayed reasons stop the project such as :

• Until some future time if resources are scarce .• Based on increased cost of the martials in the market place.• Legal issue .• Competitive timing.• Changes in the technology. • High-level management decision based on the organization

political view .

Project selection- (No-go) decision

Many organizations have standard process in place

for creating , reviewing and tracking the project within portfolio-groups for similar projects managed the same enterprise.

In the large organizations the person how oversees these groups of projects is called: portfolio manager or program manage or director.

Project organization

Project initiation begins with a business need and a

discussions on how to meet that need .

Once the need for the project has been defined, project management methods and process should be used to start planning the project.

How projects get started

Making promises to project deliverables ,budget and

time line to the public is to early before the enough is known , that is one of the risks that need to be managed from the project earliest stage .

If the project sponsors make commitment based on unrealistic estimation when the accurate or numbers cannot even be known yet, there may be a problem meeting the expected date and the project may even be doomed to failure.

Managing Early Risks

Estimates usually are proposed early in the process

of project initiation to judge the projects potential magnitude and length and determine whether the project is worth doing !

as the project progress , estimates become more accurate .

Initial estimates are usually not accurate.

Initial Estimations for the project

Project progresses estimates

Project Risk

Cost Influence

Technical approach are used to creating deliverables,

and it proposed by the project team members .

the technical approach allows help to gain support from the groups how they are involved for going ahead with the project .

The technical approach proposed during the initiation of the project should be considered tentative.

Proposed technical approach

Careful analysis

of the problems

Desired result by

knowable experts

The Best technical approach

technical approach

Technical specialists and project management

professionals will validate or refine the proposed approach based on:

• there definition of the current status .

• Examination of the existing process.

• Changing on Specific functions to meet business needs.

technical approach

Project initiation defined business needs and sets the

purpose and direction of the project.

The initiation phase of the project clarifies the boundaries around the solution of business need:

• What is to be accomplished ? And what is out of bounds?

• What is feasible with in the time frames and resources limits, and what is not?

• What is critical to business successes and what is discretionary?

Defining Business Need

1. You cannot manage what you cannot

control

2.You cannot control what you have not planned

3.And you cannot plan what you have not define.

that’s why we need to define business needs

Why do we need to define business needs ?

If clear articulation of a particular need to be addressed was

not yet explored fully in pre-project discussions, then project initiation is the place to define and document those concepts.

In projects we should defined some needs:

• In some technical projects we need to define specific requirements.

• In a governmental projects we need to examine the resource and technical implication of contract specifications.

• In service organization we need to define costumer needs and document expectations.

What is the needs that we should defined?

The project charter it what makes the project official.

It’s the document that buts the managements limits as well as the expectations on paper.

The charter capture in writing :

• all the key assumptions.

• critical successes factors .

• understanding that the project manager and the team will be authorized to work within during the planning .

the charter

The charter also document all the agreements

discussed during project initiation.

As well as the approach and approximate time frames assumed during initiation for use in high-level planning .

the charter

charter documents

list the names of the

project stakeholders

Resources required for completion

business reasons for the project

Estimate acceptable

range for the project

budget and time frame

record project

main goals

specify the customers and their

needs

name the final

deliverable

clarify what the customers

wants the final

deliverable to do

the charter document

A number of organizations that preform projects

under contracting to generate revenue enter their project through process of contracting.

A pre-award document prepared to explain the understanding of what the project boundaries and assumption are.

Contracting to preform project

A request for proposal (RfP) is a solicitation, often made

through a bidding process, by an agency or company interested in procurement of a commodity, service or valuable asset, to potential suppliers to submit business proposals. It is submitted early in the procurement cycle, either at the preliminary study, or procurement stage.

Request for proposal-(RFP)

How should

respond the for

RFP

Vehicle construction

subcontractors Management consulting

firms

Consulting engineering

Firms who have interest in the project

Original equipment

manufacturers

Quasi-government organization

(RFP) respond

the response of the RFP will allow the bidding firms

to understand :

• What the business need really is

• The deliverables.

• The scope of work.

• The project boundaries.

• Critical successes factor.

(RFP) respond

The signature of the contractual document signal the

approval of the sponsoring organization that those understanding are acceptable enough to proceed with the development of the plan.

this formal initiation document is an important part of project initiation phase .

Contract signature

o prepared by: Eng. Hamad YousefCivil Engineere-mail: H-aloqayli@hotmail.com