Chapter 4 Introduction to Project Management

OFFICE SOFTWARE APPLICATION (OBM255)

Faculty of Business & Management
UiTM Cawangan Kedah

Chapter 3
Introduction to Project management and

Project Management Software
Norafiza binti Mohd Hardi

Learning Outcomes

At the end of this topic, you should be able to:

❑ Explain the Project Management and Project Goal
❑ Describe Project Management Process Groups.
❑ Understand the Project Management Terminology
❑ Explain the benefits of Project Management

CHAPTER OVERVIEW

Introduction to Project Management Hands-on (MS Project 2010)
• The Project Goal • Create Project
• Project Management Process • Entering task (summary task,

Groups recurring task)
• Project Management Terminology • Entering Duration
• Task • Create Milestone
• Duration
• Start and Finish Date
• Predecessors and Successors
• Resources
• Project Manager
• Scope
• Quality
• Risk

Benefits of Project Management
• Gantt Chart

Introduction to Project Management

Project The process of initiating, planning,
Management executing, controlling and closing a project.

Initiating

Closing Planning

Controlling Executing

Introduction to Project Management

Project Goal The desired outcome.

Scope

Budget Time Frame

Example of projects:

❑ Planning a birthday party
❑ Designing and implementing Students Registration

System.
❑ Hosting a holiday party
❑ Designing and producing a brochure and

newsletter
❑ Planning a high school reunion
❑ Designing and sewing a dress

PROJECT MANAGEMENT PROCESS GROUPS

A Process Group is a series of steps to complete in order move on to the next
phase of a project.

1.Initiating

5.Closing 5 2. Planning
Process
Groups

4. Controlling 3. Executing

PROJECT MANAGEMENT PROCESS GROUPS

Initiating Planning Executing Controlling Closing

• Setting the • Entering project • Producing work • Updating • Entering the
project goal tasks, durations results project final status of
and the finished
• Identifying relationships • Requesting • Managing project
project start or changes resource and
finish date • Identifying task conflicts • Printing the
project • Recommending final reports
• Identifying the subdivisions quality and • Meet used to analyze
project and milestones performance management the
manager improvements timing, resource performance of
• Documenting and cost the project
• Identifying available • Creating project objectives
project budget resources records, reports
and quality and • Changing the
considerations • Entering presentations project to meet
resource and new or
task restriction unexpected
demands
• Assigning
resources to
tasks

Project Management Terminology

Task The specific activities which must be
Subtask completed to finish a project.
Task activities broken into smaller
activities.

Task

Subtask

Project Management Terminology

Duration The total span of active working time
required to complete a task

WORKING WITH DURATIONS UNIT OF MEASURE

• The default unit of measure is day, and therefore “day”
does not need to be entered.

• To use any other unit, you must type the abbreviation.

Project Management Terminology

Start and A project schedule consisting of baseline
Finish Date start & finish date to represent an estimated
or expected schedule or both.

Project Management Terminology

Phases A set of related and interlinked activities.

A project phase is a collection of logically
related project activities that concludes when
one or all objectives of the project are
achieved.

A project could be divided into any number of
phases.

Project Management Terminology

Resources People, facilities, supplies, funding or
equipment used to accomplish tasks and
goals.

Project Responsible for the success or the
Manager failure of the project. Project Manager
has the responsibility for the successful
process of initiating, planning, executing,
controlling and closing a project

Project Management Terminology

Scope The work that needs to be accomplished
Quality to deliver of product, service, or result
with specified features and function
Risk
The standard of something as measured
against other things of a similar kind.

Uncertain event or condition that, if it
happened, has a positive or negative
effect on a project’s objectives.

Project Management Terminology

Predecessor A task whose start or finish date
determines the start or finish date of its
successor task

Successor A task whose start or finish date is driven
by its predecessor task

Date of start determine Start date of
predecessor successor task

TASK DEPENDENCIES

Four task dependencies define the relationships between tasks in a project.

Dependency Abbreviation Explanation Symbol on Gantt
Type Chart

Finish-to-Start FS Task 1 must finish Task 1
Start-to-Start
Finish-to-Finish before task 2 can start Task 2
Start-to-Finish
SS Task 1 must start before Task 1
task 2 can start Task 2

FF Task 1 must finish Task 1
before task 2 can finish Task 2

SF Task 1 must start before Task 1
task 2 can finish

Task 2

Project Management Terminology

WORK BREAKDOWN STRUCTURE

•A Attaasskk thw(aWhtomBsaSer)ksstaarstignoirficafinntisphoindt ainte

dettimeremoinreasptrhoegrsetsasrt cohrefcinkpisohindt.ate of its

• •suMccileessstoonr etasskare activities of ZERO
mGraojourpsotdefuprreainltaioatenpd.rotajesckts. that completes a
A task whose start or finish date is driven

• Decombpyoitssitpiornedoefceassporor jteacstkinto smaller
Milestone symbol
components

WORK BREAKDOWN STRUCTURE

WBS example – Planning a conference

Level 1 Conference

Level 2 Guest Speaker Secretariat Promotion

Logistic Poster
Brochure
Level 3 Place Guest List Invitation website Multimedia
Accommodation RSVPs Transport Invitation
Planning Name tags Topic Participant
Budget Budget Presenter

BENEFITS OF PROJECT MANAGEMENT

Better understanding of overall project goals
Better understanding of alignment with business objectives
More organized and streamlined way to manage a project
More accurate and reliable project status information
More efficient use of project resources

BENEFITS OF PROJECT MANAGEMENT

Better communication
Faster response to conflicting projects goals
Greater awareness of project progress
Faster project completion
Lower project costs
Fewer project failures

Summary

Project management is the process of initiating,
planning, executing, controlling and closing a
project to accomplish a defined objective, usually
within constraint time, resources or cost.

A Process Group is a series of steps to complete
in order move on to the next phase of a project.

QUIZ 1

Question 1: Answer Option
Drag and drop the option to the correct answer. Project
Manager
Question
Phases
1. Process of initiating, planning,
executing, controlling and closing a Process Group
project
Project
2. Series of steps to complete in order Management
move on to the next phase of a
project.

3. A set of related and interlinked
activities.

4. Responsible for the success or the
failure of the project.

QUIZ 2 Answer

Question 2:
State ‘T’ if the statement is true and state ‘F’ if the statement is false .

Question

1. A successor task must start before another task finished.

2. Work, material and cost are items used in resource types.

3. Finish to Start is the most common type of relationship in Microsoft
Project.

4. The symbol ‘h’ in the duration means hour

5. Quality has a positive or negative effect on a project’s objectives.

Textbook:

Bunin, Rachel Biheller (2011). New
Perspectives on: Microsoft Office Project
2010: Introductory. Course Technology:
CENGAGE Learning.