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According to Wikipedia, the free encyclopedia, “Project management is the discipline of organizing and managing resources (e.g. people) in such a way that the project is completed within defined scope, quality, time and cost constraints. A project is a temporary and one-time endeavor undertaken to create a unique product or service, which brings about beneficial change or added value. This property of being a temporary and one-time undertaking contrasts with processes, or operations, which are permanent or semi-permanent ongoing functional work to create the same product or service over and over again. The management of these two systems is often very different and requires varying technical skills and philosophy, hence requiring the development of project management.”

Typically a Project Manager is a person who represents a Client, even though they are part of a Company that is providing products or services, to determine and implement the Client’s requests. Right from the beginning it becomes a balancing act between the Client and the Company. Adapting to various concerns and requests from all parties and still keeping the cost, time, quality, and company and client satisfaction in check for the project. To be successful at their job, a project manager needs to visualize the entire project from beginning to completion ensuring that this is accomplish within the defined Scope – goal to be under budget and time.

Key understanding of how to manage a Project reflects back to the traditional Project Management Triangle. Here it represents the Scope, Time and Cost reflected within a Project. Adding another to this is the concern about Quality referring to Products. These are Products that may Cost more or less, add more Time or less to install, but keeping in mind the outcome of the Scope or the Client’s expectation. As the project progresses these constraints are adjusted to actual and as one move the others need to compensate to keep the project healthy. Just another balancing act…

Now that we have covered some basic knowledge about Project Management and Managers lets get started in a Project.

What do we do now?

We just received a new Project, wow a lot to go through…where to start…what do I do now…
The beginning of a Project is one of the most important functions for a successful completion.

Step 1 – Organizing
The first thing is get organized – start by reviewing the Scope of the Project. This provides an overview of what is expected by your Team and what was described to the Client. Some Question you may need to answer:
1. Is this a New Projects, Retrofit, Short or Long Term?
2. Where is the Project Located?
3. What is involved?
4. What Qualification will the Resources require?
5. How long will it take to order the Products?
6. Are there any requirements for any Specialize Tools or Products?

Stage 2 – Planning
Now we can begin the Planning process of sorting the Products by Installation Stage, Location, Discipline, etc… More questions:
1. How many Man Hours will be required and converting them into Days?
2. Locating available Resources who are qualified?
3. When is the Expect Start Time?
4. Based on the Estimated Start Time who will be available?

Stage 3 – Scheduling
Now we are ready to start the Scheduling generating the Tasks Assignments, Work Orders and Schedule. You may want to utilize the “Chunking Method” – arranging the Project in little chunks of information which will help you see the big picture better and organize the installation. For example look at the Items within the project grouping them By Phase, then By Zone/Discipline and then By Location. This helps to determine the “Best Fit” Resource to complete successfully and on-time. Another method is to “manager your days as your weeks and months will be managed automatically” – looking at the individual items will help the project to be successful.

Stage 4 – Ordering
Determining what Products need to be Ordered, then from Whom we Order them from, and finally when do we need to Order so they will arrive for the Resource to complete the installation is key to keeping the Project On-Time and under Budget. Do not need that extra Rush Charges or buying the product from a Retail outlet. As you have created the Scheduling of items by the “Chunking Method” do the same for Requesting Products – By Vendor and Date Required. This provides a list of Items by the specific Vendor which they need to be ordered and then by the Date they are requested to be here for successful installation. This method helps eliminate, more like reduces the need for Inventory. You will need to generate Purchasing Request by Vendor and by Date Requested for all Products within a Stage of this Project matching the Project Scheduling.

Stage 5 – Waiting
Now we wait…from now until the Installation begins we keep updating the Schedule, Checking on the whereabouts of the Products, getting updates from the Home Owner or Builder about the Estimated Start Time, begin Staging the Products that come in, checking on conflicts that may arise, arrange for the deliver or pickup of the Products, keeping all parties informed on the progress…
Not to mention the potential of Changes! With these we need to address all the Products which have been ordered, Re-Assigning Tasks based on Product Changes, Arrival Date for the Update Products to make sure it will be there in time, etc… more about Changes in the next article.