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Book Review – A Guide to the Project Management Book of Knowledge – PMBOK Guide – Fourth Edition

A Guide to the Project Management Body of Knowledge (PMBOK Guide) is universally recognized as the standard for project management methodologies and practices. Project managers routinely use the PMBOK® as a reference for accepted tools, knowledge, and processes in order to ensure the successful completion of a wide range of projects. The PMBOK is also the industry standard which candidates must study and possess a functional knowledge of when preparing for Project Management Professional (PMP) and Certified Associate in Project Management (CAPM) certifications. Since its creation the PMBOK has undergone several revisions the most recent of which is the 4th edition. Although much of the content is the same as in the 3rd edition, there are some significant changes regarding clarity and improvement.
 
The 4th edition of the PMBOK reflects a focused effort to provide more clarity in various aspects of project management practices while reducing ambiguity and redundancy. There are several areas where this is evident. First, in order to remain consistent, all processes are now annotated in a verb-noun format (i.e. Define Activities, Develop Schedule, Plan Quality, Verify Scope, etc). In such a dynamic discipline as project management it is imperative to maintain as high a level of consistency and simplicity as possible. Adding to its simplicity, the 4th edition has also grouped corrective action, preventive action, defect repair, and requested changes under the heading “change request”. The purpose of this is to provide visibility of these change requests while allowing an easier understanding of the project management processes.

It is important for a project manager to have a comprehensive understanding of the processes involved with successful project management. In order to help with this the 4th edition of the PMBOK has focused more on clarifying process interactions. By more clearly explaining process inputs and outputs with aid from the PMBOK’s new data flow diagrams-which replaced process flow diagrams-and the relationships between these processes, the project manager will have a better understanding of how to use these tools to his or her benefit.

Another important clarification is the distinction between the project management plan and the various project documents the project manager may utilize in helping manage the project. An example of this is that previously a change log may have been mistakenly grouped into a project management plan. The PMBOK® now makes it clear that while change management is an important part of a project management plan, a change log is a project document and should not be included in a formal project plan.

Additional clarification was made to the PMBOK® by more clearly differentiating what contents of the project charter and scope statement are required. Previously, these documents may have shared some commonalities as there was no clear distinction between required content. As projects progressively elaborate-or become more defined as they move forward-what is annotated in the charter will evolve and become evident in the project scope statement. This progressive elaboration is an important part of project management and the PMBOK has done well by making this consideration while defining more clear boundaries between these two documents.

Perhaps the most significant difference between the 3rd and 4th editions of the PMBOK is the addition, consolidation, and removal of several processes. The processes of Develop Preliminary Scope Statement (Project Integration Management Knowledge Area) and Plan Scope (Project Scope Management Knowledge Area) were removed in the 4th edition. Processes which were added include Collect Requirements (Project Scope Management Knowledge Area) and Identify Stakeholders (Project Communications Management Knowledge Area). Within the Project Procurement Management Knowledge Area the six processes were consolidated into four. These process revisions represent bold changes between the 3rd and 4th editions of the PMBOK. However, by renaming the processes in verb-noun format, removing those which were redundant or unnecessary, adding where needed, and consolidating others, the 4th edition of the PMBOK represents a significant improvement and another step in the right direction for project management.

Another improvement added to the 4th edition of the PMBOK is Appendix G which contains a list and discussion of interpersonal skills needed to successfully manage projects. While it is arguable whether or not these skills can be learned through training and practice or whether one is born more adept at these soft skills, it is clear that they are necessary in effectively managing projects and project teams. Their inclusion in the PMBOK is an improvement because they indicate areas in which project managers must maintain their focus while interacting with their project teams and stakeholders.

While the release of the 4th edition of the PMBOK was a step in the right direction for project management it was also part of a larger picture and not the only book of standards PMI released. Concurrently with the PMBOK fourth edition PMI released The Standard for Program Management 2nd Edition; The Standard for Portfolio Management 2nd Edition; and Organizational Project Management Maturity Model (OPM3) 2nd Edition. The release of these four standards represents an effort to relate methodologies between and among these various levels of project and program management in a clear, consistent, and comprehensive manner. These standards of basic project management, program and portfolio management, and organizational project management, along with consistent language, terminology, and practices provide an umbrella under which practitioners of the project management profession can operate with awareness, clarity, and confidence.

In addition to the professional content contained within the PMBOK there are some other characteristics of the book worthy of discussion. First, the book maintains its quality of being easy to read and understand. The fonts and graphics used in the book are clearly visible and the reader will find them easy to follow. Additionally, the data flow diagrams at the beginning of each knowledge area chapter are much easier to follow and understand than the 3rd edition’s process flow diagrams.

Another nice characteristic is the ability of the reader to take notes in the margins which provide very adequate space. One characteristic that should be improved is the soft cover of the PMBOK. With the cost of the book at .95 through PMI (or .50 for PMI members), a soft cover is hardly adequate to protect such an investment and valuable reference tool. Some simple internet research also found that the book can be purchased for .55 through Amazon.com with free shipping. This is certainly the most affordable price found online though, perhaps, it can be purchased secondhand or from a used book store for less.

One reason for the explosive growth of the project management profession is the degree to which the practices and methodologies have evolved. The revisions in the 4th edition of the PMBOK® represent the efforts made by its governing body, PMI, to remain proactive in a cycle of continuous development and improvement. The utility of effective project management has been realized throughout every industry and market segment. By including feedback from its practitioners in this improvement cycle the project management industry will continue to effectively evolve through its refinement of standards, tools, and practices.

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Guide to Project Management Qualifications

Guide to Project Management Qualifications

When you are looking to improve your project management skills or to get qualified, which route should you choose ?

This article describes the main courses and qualification routes

A – Introduction Courses

1-day Introduction Courses

Cover an overview of the basic principles of project management e.g. The Key Stages of a Project

Suitable for: – Suitable for both newcomers to project management and those who have worked on projects but have not received any formal training

2 & 3 day Introduction Courses

Cover the principles of a structured approach to project management in detail

A typical course can include Defining a Project, Producing a Product Breakdown Structures, Understanding Critical Path Analysis, Defining Project Control and understanding the role of the Project Manager

Suitable for:-Newcomers to project management who will working in detail in a project team

B -PRINCE2? Qualifications

-PRINCE2? is the UK’s most popular project management method

-It can be applied to all kinds of projects

-It is used by the UK Government, NHS, Police, Local Government bodies and the private sector.

-Many employers now require a Prince2 qualification for project management posts.

PRINCE2? Foundation Certificate (3 Days)

-Teaches the principles and terminology of PRINCE2 so that attendees can be an informed member of a PRINCE2? team

-Provides a recognised qualification

Suitable for individuals with a background of working in projects

PRINCE2? Combined Foundation & Practitioner Certificate (5 Days)

-Aimed at staff who will be taking a key role in a PRINCE2? project

-Gives a complete and practical understanding of the PRINCE 2 project management method and providing a recognised qualification

-Is taken over 5 days , either in one week, or split over 2 weeks

Suitable for – Individuals with a background of working in projects who wish to manage Prince2 projects

Suitable for – Experienced project managers looking for a recognized qualification

C-Association of Project Management Qualifications

APM Introductory Certificate in Project Management (2 days)

-The APM Introductory Certificate is designed for anyone, regardless of their experience or background, interested in starting on a successful career in project management or those wanting to understand the principles of project management excellence.

-It covers the principles of project management, including: Planning and scheduling , Communications, Quality management , Teamwork, Resource management, Risk management, Handover , Review

-Successful candidates will be able to understand the language of project management and the structure of a successful project. They will be able to take an active part in a project team and make a positive contribution to any project environment.

Suitable for:- Suitable for newcomers to project management and those who have worked on projects but have not received any formal training, and who wish to receive a formal qualification

APMP Qualification (5 days)

APMP is a knowledge-based qualification and candidates with this award will be able to demonstrate an understanding of all elements of project management, how these elements interact. They will also be able to understand how their project fits into their strategic and commercial environment

Suitable for:-Anyone who has worked within projects, or who has recently taken on project management responsibilities as part of their job.

Suitable for:- Experienced project managers looking for a recognized qualification

D-Project Management Institute Qualifications

The American based PMI group has an internationally recognized qualification which is particularly suitable for multi-national organisations and projects

Project Management Professional (5 days)

-This course satisfies the 35 hour formal project management training requirement and prepares you for the computer-based multiple-choice PMP exam, which is available globally in 10 languages.

-The educational requirements include 4,500 – 7,500 hours in a position of responsibility leading and directing specific tasks and 60 months of project management experience

Suitable for – Experienced project managers who want an internationally-recognized project management qualification

E-IT Project Management Qualifications

ISEB Foundation Certificate in IS Project Management (3 days)

The Foundation Certificate provides visible evidence that the individual concerned understands the basics of IT project management

Suitable for – Anyone involved in an IT project and individuals who are new to the project management discipline.

ISEB Certificate in IS Project Management (10 days)

-This qualification, which includes a 5-day Prince2 Practitioner course, teaches the well established techniques of managing highly technical and often complex projects, related to the particular problems experienced within IS developments.

-It includes Managing Plans, Resources , Development , Documentation, Quality and Managing Change

Suitable for – Those who have experience in management and want to acquire formal project management training focused on IS project management, and including PRINCE2.

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Guide to Project Management

A project is an assignment or task taken up to achieve a specific goal. The development and introduction of new services or of a management information system are instances of a project. A project is different from the continuous or day-to-day processes of a company. It is confined within cost, time, and quality constraints. As a consequence to it a special team of expertise is appointed to manage a project.

Project management as the name suggests is all about nurturing or handling a project. This is done with the aid of requisite knowledge about the project, skills and techniques to complete the project within fixed tenure and resources. Project management involves step-by-step procedure along with a prudent approach towards the project.

At first the concerned organization prepares an outline of the project. This includes knowing and writing down what the project is all about, the cost involved in the project, the amount of resources needed. A thought is also given to the tentatively earliest possible time within which the project can be completed. Once the budget and other nitty-gritty’s about the project are known the organization looks for sponsors and a project manager. If the individual sponsoring the project is skilled and efficient enough, he too can be its manager.

The project manager then appoints a team of people to work under him. Together with the team the manager of the project prepares a project plan. This plan is not just about the cost and time factors but also regarding the manner in which the project is to be initiated and covered up later. This requires lot of discussions and settlements between the project manager and the team of employees.

The implementation stage of a project is where the project is put to execution as decided. While executing a project its progress and managing changes need to be carefully monitored. At this point in order to harness the resources well the project manager might feel the need to expand his team. For instance marketing of the product may be suffering due to more heed being paid to its manufacturing or due to lack of good marketing executives. This may also involve contacting new companies and organizations. Thus a set of people needs to be readily appointed to take charge of this. However then it is always at the onus of the manager to equip the new members with a proper and complete knowledge of the project. In some cases training may also be imparted.

After all these stages are over, the project comes at its stage of completion. This is known as the close down stage. Here the project manager safely handles the completed work in the hand of the client or the customer. Once a project is finished and handed over, a project review meeting should be held to study the work done, encourage if something good was discovered during the project and also learn from the mistakes made. These should also be documented and later published in warts and all. This acts as a great help in future assignments

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Project Management Training guide 101

Project management refers to a planned and systematized way to successfully accomplish a particular task. Project management is about setting targets, developing strategies that focus on minimum use of resources, choice of resources and setting deadlines and budgets.

Few decades ago project management was to be taught and learnt while working or doing a related job. But now project management training is provided off the field with aid of specialized courses. These courses cover the various aspects in project management like handling projects, planning, handling client expectations, designating work, tracking the progress of the report etc.

The certified programs are designed to inculcate and develop the requisite insight and skills for effective project management. As Kevin Graf, a senior manager supply and operations at Prism Sulphur puts it “Professionally run courses allow you the opportunity to learn at your own pace in a comfortable group setting environment.”

Today many institutes offer project management courses at different levels. For instance the course offered by the Project Management Institute is ideal for students with an IT background. While project management can be learnt at affordable rates by doing an online degree course with International Webmasters Association.

Learning project management online is quite in these days. Several universities such as the Avila University, American Sentinel University, Villanova University, Mindleaders, Serebra Learning Corp etc. offer this course through Internet.

Lately UK’s Office of Government Commerce (OGC) that works with public sector organizations in order for them to acquire better value for money from their commercial activities, enhance their skills, and gain successful results; has developed a Portfolio, Program and Project Management Maturity Model (P3M3) which is an exaggerated version of learning.

P3M3 is based on different existing portfolio, program and project management practices. According to a survey conducted by SEI such a comprehensive reference model will aid in organizations to develop many process improvement programs. With P3M3 you can understand crucial practices that comprise an impressive portfolio, program and project management process. With P3M3 quite a few organizations have benefited by improving upon their program and project managing strategies. P3M3 is best to have a profitable and successful result by minimizing the chances of risks involved in the project.

Some useful and worthwhile tips on project management and the methodology can also be garnered by going through various books and journals. Sandeep Mehta’s white paper on ‘Effective Project Management’ has earned remarkable recognition in this area. The paper throws light on the significant role that project managers play and should undertake, ways to optimize resources, other smart techniques and methodologies.

Apart from the extensive course learning and curriculum some simple tips on efficient project management are: perfect dressing sense, while handling a project you should follow a formal dress code; complete presence of mind, remember to maintain space while talking to someone, how to greet and say good bye, your facial expressions, eye to eye contact that helps in sending and understanding messages, posture in which you are standing or sitting and so forth.

Web based project management guide

Project management as the name suggests is the task of setting and achieving targets while optimizing the use of different resources such as time, money, people, materials, energy, space etc. over the course of a project.

With the growing popularity and use of Internet the world of project management has witnessed a revolution. Today with the aid of Internet project management has become a relatively quite simple and time saving task. Project management through internet, known as web based project management creates a real time visibility for project managers and management with the help of which they can anytime and anywhere monitor their company’s functioning. While initially the project manager or team leader had to leave his place to inquire about the various team members for follow-ups, now with web based project management and its real-time updates this time can be effectively saved.

Web based project management works by centralizing complete project information onto a single server that tracks all the work being done. As a result every member of the team can access to the requisite info anytime. This not just saves their extremely precious time but also enables them to work more efficiently and conveniently.

With web based project management where the manager finds it easy to set deadlines and targets online the team members too just need to log in to view their assigned tasks. As the work is finished the members can send their reports online and also get the reviews in the like manner. This helps the project manager to track the progress of the project without taking the pain of interacting verbally with his members.

Another wonderful feature of the web based project management is the automatic e-mail notification system. Due to this system the moment the scheduled task is finished or needs an update, an automatic email is sent to the concerned person.

One amongst the eminent web based software for intranet or extranet is the Instant Business Network or IBN software. The IBN software functions to enable the multi-location teams to share information in real time, monitor and manage resources, share files and interact with team members.

A unique and noteworthy feature of the IBN software is that it can integrate with almost any kind of system or database to enable transmission of information. Other wonderful aspects of the software include Project or Portfolio management, file or document management, shared lists and records, issues tracking, files and assets library, team calendaring, secure instant messaging, MS Windows integrations, MS Office Integration, screen capture, support for MAC, Linux, Unix and SOA architecture.

Another brilliant web based project management and resource management solution is eRealize.net. This useful package performs various tasks such as issue tracking, defining, mapping and aligning strategy, acquiring information and examining the results. Unlike other such software eRealize allows the user to state the wanted result, organize the resources and plan the projects accordingly. The software specially focuses on the communication and visibility as the prime sources to collaboration. So with eRealize you log in, click ‘new activity’ and start entering your ‘to do’ list.

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