Create WBS

Create WBS is one of the twenty processes defined in the Planning process group. In this process, the project is subdivided into smaller more manageable components in terms of project deliverables and project work. Work Breakdown Structure is the prime output of this process.

Inputs

Following is the list of inputs of this process:

1. Project Scope Statement
2. Requirements Documentation
3. Organizational Process Assets

Outputs

As defined earlier, the prime output of this project is WBS. The four outputs of this process are listed below:

1. WBS
2. WBS Dictionary
3. Scope Baseline
4. Project Document Updates

Brainstorming is a technique to gather general data. It can be used to identify risks, ideas, or solutions to issues by using a group of team members or subject-matter expert. Brainstorming is a group creativity technique that also provides other benefits, such as boosting morale, enhancing work enjoyment, and improving team work.

Projects and operations are different in a manner  that operations are ongoing and produce repetitive products, services, or results. Whereas, projects are temporary and they must end. Operations work is ongoing and sustains the organization over time. On the other hand project ends when the target is achieved or the project is scrapped.

Organizational Structure

Organizational structure is an enterprise environmental factor which can affect the availability of resources and influence how projects are conducted. There are three major types of organizational structures:

1. Functional
2. Matrix
3. Projectized

Further, Matrix organizational structure can be subdivided in three types of structures:

1. Weak Matrix
2. Balance Matrix
3. Strong Matrix

Based on the type of organizational structure project characteristics are changed. For example, in a Functional or Weak Matrix organizational structure, the Functional Manager controls the project budget; whereas, in a Strong Matrix or Projectized organizational structure, the Project Manager controls the budget.

Question

Which of the following bodies defines and maintains the standards of process, generally related to project management, within the organization?

A. PMI
B. PMO
C. ANSI
D. ISO

Solution

The question asks about the body which defines process within an organization. Here, key point is “Within an organization”. This is done by the PMO. The Project Management Office (PMO) strives to standardize and introduce economies of repetition in the execution of projects. The PMO is the source of documentation, guidance, and metrics on the practice of project management and execution. PMO tasks include following up a project until its completion and reporting to the top management in a strategic purpose.

Project Management Institute (PMI) is the industry-recognized standard for project management practices.

The American National Standards Institute or ANSI is a private non-profit organization that oversees the development of voluntary consensus standards for products, services, processes, systems, and personnel in the United States.

The International Organization for Standardization, widely known as ISO, is an international-standard-setting body composed of representatives from various national standards organizations.

Project Management Office (PMO)

The Project Management Office (PMO) is the department (or group) that defines and maintains the standards of process related to project management, within the organization. PMO tasks include following up a project until its completion and reporting to the top management in a strategic purpose. It is the source of documentation, guidance and metrics on the practice of project management and execution.

A project manager is a professional in the field of project management. Project managers can have the responsibility of the planning, execution, and closing of any project, typically relating to construction industry, architecture, computer networking, telecommunications or software development. Many other fields in the production, design and service industries also have project managers.

A project manager must posses the following seven skills:

• Communications Skills: Communications skills are part of general management skills and are used to exchange information. Communicating has many dimensions:
  • Written and oral, listening, and speaking.
  • Internal (within the project) and external (customer, the media, the public).
  • Formal (reports, briefings) and informal (memos, ad hoc conversations).
  • Vertical (up and down the organization) and horizontal (with peers).

  Communication is the most important skill that a project manager must posses. It is the single most important characteristics of a top-class project manager. Project managers must communicate well in order to integrate and maximize the performance of team members. Oral and written communications are the backbone of every successful project. During different phases of a project, a project manager requires to communicate through different manners (for example, documentation, meeting updates, etc.) and he must ensure that the information communicated is explicit, clear, and complete.

• Organizational Skills: Organizational skills are part of management skills to organize various aspect of a project to complete it successfully. A good project manager uses these skills to successfully organize his meetings, keeping documentations, quotes, contract, etc., and can fetch them out at any given moment. Organizational skills also include planning and time management skills.
• Budgeting Skills: Budgeting skills include the knowledge of finance and accounting principles. A project manager requires these skills in order to perform cost estimates for project budgeting. Reading and understanding quotes, preparing and overseeing purchase orders, and reconciling purchase invoices are part of budgeting skills. In order to make budget of a project, these skills are very helpful for a project manager.
• Problem Solving Skills: Problem solving skills include defining and analyzing problems, and then taking decision to solve them by implementing those decisions. Every project manager must posses the problem solving skills. Problem solving is a two-fold process:
  • Define problems.
  • Take decision and implement it.

  A project manager is responsible for determining the best course of action to take to resolve the problem.

• Negotiation and Influencing Skills: Negotiating skills includes demanding and convincing others for the rightful thing or act. A project manager needs this skill to negotiate on projects in almost every area such as scope definition, budgets, contracts, resource assignments, schedule, etc. Influencing skills include the convincing power of a person. It is an ability to change minds and the course of events. A good project manager requires these skills to utilize them in all areas of project management.
• Leading Skills: Leading skills of an individual include vision, gain consensus for strategic goals, establish direction, and inspire and motivate others. Leadership is one of the required characteristics of a project manager. A project manager must understand the leadership and management are two different qualities and he must know when to switch on between the roles.
• Team Building and Human Resources Skills: Team building skills include working with different individuals from different parts of the organization. The team building and human resources skills are must for a project manager. A project manager sets the tone for the project team and helps the team members through the various stages of a project.

Overall project managers should know a little bit about a lot of things. They must be excellent communicators. They must have the ability to motivate people, and they can make hard decisions when required.

Project

A project must have the following characteristics:

1. Temporary Endeavor
2. Must produce a unique product, service, or result.

The temporary nature of project indicates a definite beginning and end. Often the term ‘temporary’ is related to the short duration. In Project Management, it does not mean short in duration. A project ends when its objective have been achieved or the project is terminated.

By definition, a Project is a temporary endeavor undertaken to create a unique, product, service, or result.

Project Management

Project Management is a well planned and organized effort to accomplish a specific one-time objective, for example, construct an airport.

According to the PMBOK Guide, “Project Management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements”. It is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives. The major challenge a Project Manager faces while working on a project is to achieve all the project goals and objectives in the given scope, time and budgets. Another challenge is to optimize the allocation and integration of inputs necessary to meet pre-defined objectives.

Project Management is accomplished through the application and integration of the fourty-two project management processes grouped under the five process groups.

Project Management includes developing a project plan, which includes defining and confirming the project goals and objectives, identifying tasks and how goals will be achieved, quantifying the resources needed, and determining budgets and timelines for completion. It also includes managing the implementation of the project plan, along with operating regular ‘controls’ to ensure that there is accurate and objective information on performance relative to the plan, and the mechanisms to implement recovery actions where necessary.