Tag Archives: a project management office

What is Project?

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What is Project?

In PRINCE2 , a project is : A temporary organization that is created for the purpose of delivering one or more business products according to an agreed upon business case

In PMBOK , a project is : A Project is a temporary endeavor undertaken to create unique product, services or result.

Project Characteristic:
 Temporary nature of projects indicates a definite beginning and end.
 The end reached:
• When the project objectives have been achieved
• or when the project is terminated because its objectives will not or cannot met.
• Or when the need of project no longer exist
 The Project is a finite process !, not floating or never ending or regular or periodically or repetitive processes,
 A Operation definition : Permanent endeavor undertaken to create unique product, services or result.
 Temporary Does not mean short duration.
• Projects can be large or small and take a short or long time to complete.

 Unique : Every Project is unique. (Things are not always what they seem.— Phaedrus, Roman writer
and fabulist)
Deliverables Project is always unique, intangible or tangible
 Tangible could be phisically such as created factory, bridge, create software etc
 Intangible such as change culture or Learning Project Management Is could be a Project

 A Project comprises a number of activities that must be completed in some specified order, or sequence.
o To determine the sequence, it is helpful to think in terms of the following inputs and outputs:
 What is needed as input in order to begin working on this activity?
 What activities produce those deliverables as output?
 When you know what your dreams are, you know what your problems are.
o Project is A dream with a deadline
 Want to build new house?
 Want to start a new business?
 Want to new car?
o Each dream with a deadline or an opportunity we want to realize is a project. And that project defines the problems we face. And when we face those problems and solve them, that’s a project, too.
 The project must have goals with precisely described and activities to be carried out must be structured
 Project is Balancing the competing of constrains: Scope, Quality, Schedule, Budget, Resources,Risk
 Projects are managed using project management.
 Projects is cross functional: involve a team of people with different skills working together to introduce a change, often cross from functional dept within organization.

Why Projects Fail?, Kenapa Project Gagal.

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Why Projects Fail?

• Integration Management

o Lack of coordination across area
o Lack of progress control

• Scope
o Lack of a clearly defined purpose & Scope
 A project manager should avoid committing to either development schedule or budget before the project has been adequately defined. In most cases, a firm commitment can be given only after the requirements are concluded.
 If the requirements of a project are not met, then adhering to the budget and schedule becomes meaningless.
o Inadequate requirements
o Difficulties in concluding the project
o Changing scope, too often change request
o Scope on contract , significantly different with practical

• Schedule

o Lack of planning, a poor estimation of duration, Fail to update & respond planning.

• Cost
o Insufficient budget
o Budget exceeded
• Quality
o Nonconformance with quality Standard
o Produce product being delivered that do not meet the Product specification , fitness for use, customer’s requirements.
o Values delivered that work differently than expected,
o Not aware with critical to quality

• Human Resources
o Skill & Knowledge
 Inexperienced Project Manager & Project team member
 Skill & competencies Project team member under standard
o Lack Resources
o Frequently of Turnover resources
o Values & Behavior mis-alignment with project’s objectives
o Lack training & development
o Lack Productivity
o Lack Motivation

• Communication
o Lack of communication
o Insuficient measurables & report
 If you cannot measure where you are you cannot demonstrate that you are improving

• Risk
o Cannot manage risk
o Cannot predicts potential problem
o Worst preparation for contingency plans

• Procurement
o Vendor selection
o Vendor readiness & Performance
o Lead time

• Stakeholder
o Behavior & Cultural
o A customer or user will not always provide the correct requirements. It is often the Project Team Member responsibility to ask the right questions in order to collect the necessary information.

Kegagalan PMO ( Program / Project management office),

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Kegagalan PMO ( Program /project management office),

Ada tapi tiada, ada tapi belum maksimal, berfungsi tapi belum optimal,
Begitu banyak resource, biaya yg telah keluar, tapi kegagalan dgn membuktikan hasil kerja nyata maksimal, jadi sandungan utk, dan bisa menjadi beban dlm organisasi.

Byk… perusahaan yg rela mengeluarkan uang tdk sedikit utk mendatangkan pihak luar utk melakukan audit & improvement, tp sayangnya -hasilnya yg masih belum maksimal,
Worst casenya Hasilnya dijadikan menambahnya beban pengeluaran , hari gini ?
Dr sejarah , wkk. Utk perusahaan worldwide di Jakarta, tariff nya bisa hampir 1 M. hy utk konsultasi.

Rahasia umum masalah besar yg dihadapi, tp selalu ditutupi, atau seakan2 utk tdk enak, menjaga tetap as is, tdk berubah, dgn sejuta ber milyard alasan,
,mari kita ulas, pastinya anda juga sudah paham2 juga 🙂 ,
1. Culture
• Lack ownership, lack of Sense of urgency, alon alon tp tdk kelakon, penting untuk menunda pekerjaan, bagaimana menyusun dalih2, tdk mau dicontrol, ingin pekerja seperlunya. Bikin parpol2 gurem diktr, duduk2 enak, cape browsing, Tapi gaji ingin naik wkk, dipikir perusahaannya bisa cetak uang sendiri wkk,
Kalau diulas sangat panjang lebar, saya serahkan ke ahlinya saja.

2. Project governance
• Bukan hy flow process, sekian byk SOP, SUP dan WI, sudah adakah & dilaksanakankah dan pre post audit utk setiap project ??
• Template harus lengkap, dari Business case, Project category, Charter, Project mgnt pln, minute of meeting, dll,
Bila perlu sampai template meeting invitation,
Saya sedih betapa ada, dlm meeting project, meeting invitation, seadanya, tanpa tema meeting jelas, dan kata2 yg memotivasi, sangat datar, kl pun ada mom, hy seperlunya, habis meeting, ngalor ngidul, done, bablas angine.
3. Project management knowledge & Performance
• Seperti telur atau ayam, knowledge performance yg kuat timbul governance –frame work structure yg oke,
• Mau apapun diatas kertas, tp bila pelakunya tdk ada semngat, passion di project management,rohnya akan beda, auranya akan beda,
• Knowledge yg cukup, ditunjang performance akan menjadi duet maut, duet maut penghasil revenue hebat utk perusahaan.
• Ikhlas,focus, kerja222
• Dll deh

4. Project management structure, organization.
• Ingat kepentingan perusahaan nomer satu, customer adalah utama, jangan menunggu
• Mau supportive, controlling, directive, pmo itu sendiri yg menentukan, jgn duduk menunggu rejeki jatuh, pro active, kontribusi, dan tdk berkelit dr pekerjaan.
• Orang merasa membutuhkan bila bermaafaat, bermaanfaat bila terus berusaha, ingin terdepan, project adlh terdepan, ujung tombak perusaahaan, mau salesnya jumpalitan, kl project nya gagal, kita bisa gak dibayar tahu.. wkk udah ah.

Cara Membuat Project Charter

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Bagaimana Membuat Project Charter,

ada juga bisa membaca artikel saya : apa project charter ?

Apa itu Project charter?

 

Dibawah hanya contoh sederhana, anda bisa mengembangkan ketingkat level yg lbh tinggi,

Project Charter,

 

Revision history

Version

Date

Created

Notes

1.1          Project Title and Description

What is the project?  Utk lebih detail anda bisa tambahkan juga:  start dan finish date.

Project Name

Customer

Project Manager

Project Category: XXXX

1.2          Project Background

Jelaskan alasan project ini, why ? kenapa ada, apa yg men trigger.

 

1.3          Project Objectives

Pernah dengar SMART,

  • ü    Specific: Jelaskan gamblang tentang project ini
  • ü    Measurable: Pengukuran, utk menunjukan progress project, cara menentukan deliverable result
  • ü    Achievable/agreed to:  hal2 yg telah disetujui utk dicapai ( scope,deliverable , out scope)
  • ü    Realistic: Project ini dapat dicapai dengan apa? Jelaskan juga constrain nya.
  • ü    Time able: Start finish, target go live dan sebagainya.

1.4          Project Scope

In Scope:

                  Term in- scope disini ada dua: Product Scope Dan Project Scope.

  •                   Product Scope: feature function that characteristic: Product/service/result
  •                   Project Scope: the work performed to deliver above feature & function

 

Out of scope: , yang bukan tanggung jawab di project ini,  ingat scope creep. Penyebab masalah dlm banyak project.

1.5          Scope of deliverables

Jelaskan sangat detail scope deliverable di project ini,Sertakan deliverable types : product and or service and or result.

Jelaskan secara jelas, jangan dgn Bahasa ambiguity : makna jelas deliverable yg ingin diraih

 

1.6          Project Schedule

Gunakanlah Software Project management tool, Project schedule sangat penting , develop schedule untuk project ini, berikan baseline, milestone, assigned resources dan estimate cost

 

1.7          Project Cost

Cost dlm project ini SEMUA harus tercapture, gunakan project management tool, masukan biaya material, plan travel –hotel, fuel, resources, overhead cost

Dlm budget masing2 perusahaan punya policy masing2, anda harus tahu, jgn krn masalah administrasi ,form,approval ,mengganggu timeline project.

1.8          Project Quality

Quality sering diucapkan tapi banyak dilupakan,  sertakan quality standard utk project ini, ingat quality ,Bukan hy saat UAT/ATP, tp jauh sebelum itu,

UAT scenario, assigned QA person, QA testing strategy sangat penting

1.9          Project Organization

Masukkan project organization, sertakan juga peer to peer project organization dgn project organization customer,

Berikan role, responsibility beserta nama yg diassign

 

1.10       Project Stakeholder

List identification stakeholder,

Project sponsor, performing organization, User/customer ( initiator,user,buyer, influence)  ,supplier vendor, government bila ada

 

1.11        Project Communication

  •                   Template project status update,
  •                    Project status report
  •                   List distribution information
  •                   Time –venue for Project’s regular meeting
  •                   Meeting participants
  •                   Template MOM
  •                   Escalation level to communicate

 

1.12        Project risk management

Risk identification list,

Example:  kurs rupiah, dependency with other parties, turn over resource, economic perspective, procurement lead time, budgeting

1.13       Project Constrain

Yg tdk bisa kita control, target go live, readiness infrastructure, government regulation etc

1.14       Critical satisfaction Factor

Yg paling penting dan crtical dkm project ini, misal full filly resource, skill expertise  consulatant yg penting , budget, time line for clear requirement, properly quality testing scenario, team collaboration, resource focus_ prioritized

1.15        Project Approval

Approval dari project sponsor,project manager, customer dll

Apa itu Project charter?

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Apa itu Project charter?

Project charter adalah document yg secara formal menandai, memulai , melaksanakan suatu project,  Project charter berguna utk project manager , utk berhak dan punya wewenang utk menggunakan resources dlm menjalankan akitifitas2 di dlm project tersebut.

Apa saja dan bagaimana membuat project charter, silahkan  refer tulisan saya berikut:

https://thepetshop4u.wordpress.com/2016/05/23/bagaimana-membuat-project-charter/

Project charter biasanya di presentasikan dan bila semua oke ditandai dgn approval pihak terkait langsung ditempat,

Apa kegiatan itu? Yaitu Kick off meeting,

 

Sblm KOM, baiknya kita circular dulu draft project charter utk dipelajari ke participants, sehingga ketika KOM, tujuan/ objectives nya akan tercapai maksimal.

Concern needs expectation bisa masuk segera ke bahan pokok document utk di follow up.

 

Project charter bisa juga dilihat sebagai tanda keseriusan suatu organisasi utk melakukan kick off project,

Apakah seadanya, seperlunya atau berusaha terbaik. apakah project ini, dipersiapkan secara matang,detail dan proper ?

Skill dan competency seorang project manager juga bisa terlihat jelas, kemauan, kapasitas, maturity, expertise, pengalaman, sangat mempengaruhi keberhasilan project.

 

Runtun ke belakang, Urutan dlm memulai project ada beberapa stages:

Project mandates, starting project, preparation, executing – monitoring dan closing.

Project mandate adlh , assigned project manager yg akan handle project tersebut.

Biasanya ada meeting dgn management, team sales solution product, diulas proposal, target, serta scope deliverable.

Ingat sangat penting memulai project dgn project governance,

 

Dlm lapangan, banyak organisai memulai project dgn langsung bergerak duluan, tanpa matang dipikirkan efeknya,

Kedubrag dubrag , pikir kemudian,

Kita telaah sebentar :

Project charter tdk bisa asal dibuat tanpa input dasar,

  • Customer background: ada banyak kejadian perusahaan gagal bayar, be aware
  • Contract/perjanjian kerja : ada hak kewajiban yg diatur,secara legal, ini sangat penting, di perusahaan besar, sebelum membuat PO, sblm create vendor id, name, info record, salah satu yg disyaratkan adlh approved contract, bidding result.
  • Agreement: yg paling penting PO, purchasing organization, SPK ada yg bisa, tp saran sy di kondisi ekonomi sekarang ini, mintalah PO,
  • User requirements
  • SOW, statement of works.
  • Organizational process asset: Proses, policy, procedure, lesson learned

Setiap organisasi unik, jadi pastikan anda paham dan mengerti organisasi customer anda.

 

  • Enterprises environmental factors. Government regulation, culture, standar, structure dll, sangat penting CULTURE.

 

 

Definition Project Charter at PMBOK fifth edition:

 

The project charter is the document issued that formally authorizes the existence of a project and provides the project manager with the authority to apply organizational resources to project activities.

It documents the business needs, assumptions, constraints, the understanding of the customer’s needs and high-level requirements, and the new product, service, or result that it is intended to satisfy.