Messages
Inside this Issue
2
President PMI Lahore Chapter
Message from President
2
Message from Chief Editor
2
High lights (2008)
3
Dear All PMI Lahore Chapter newsletter is back again thanks to the volunteer efforts led by Arif Butt (Director), Nomana Waqas (Editor) and a dedicated editorial team. Lahore ended 2008 with elections that we saw good participation by members and all but one chapter position was contested. Arif Sadiq and Omer Jameel conducted the whole elections process in a very professional manner. We started 2009 with a lecture by Dr. Salman Azhar from Auburn University on Virtual Design and Web based Project Management. 2009 also saw the launching of the much awaited PMBOK 4th Edition. Anticipating changes in the exam starting in June 2009, there was rush of registrations in the Chapter’s highly rated PMP Preparation courses. Courses based on PMBOK 3rd Edition will continue to be offered till April 2009. Chapter membership continues to grow and we are now headed towards the 500 mark! As we grow in size we hope to tap into a greater pool of volunteers and an increase in chapter activities. I hope to continue getting feedback from you on new initiatives and ideas for the chapter. Khalid Ahmad Khan, PMP President PMI Lahore Chapter
Theme [Time Management]
4
Articles
7
Member’s Lounge
8
Info Center
9
Editorial Board Col. (R) Arif Majeed Butt Chief Editor Nomana Waqas
Editor
Sami Sheikh
Sub editor
Shamsher Haider
Sub Editor
Farooq Afzal
Coordinator
Hamid Raza
Asst. Co‐ordinator
Musarat Shaheen
Composer
Title Page designed by Ms. Musarat Shaheen.
Chief Editor
Editor
Welcome to the first issue of PMI Newsletter in 2009 published by the PMI Lahore Chapter Editorial Board. It is understandable that Project Management is a crucial skill but one that is not easily acquired or actively taught at University. It is through this deficiency that PMI Lahore Chapter seeks to differentiate from other Project Management related outfits. As we publish more issues over the coming months, we hope that the dedicated editorial board can give you an insight into the world of project management. In this issue, we cover the Project Time Management, PMI Seminars and a success story of a Project Management Professional (PMP). PMI Lahore Chapter actively encourages people from all faculties and background to get involved in Project Management. Anyone and everyone should have the opportunity to learn how to get their projects completed within planned scope, time, and budget. I hope that you enjoy this edition as much as we have enjoyed making it for you. Feel free to drop me a line at
[email protected] for any questions or comments.
Dear All Welcome From Editorial Board. Hope You will enjoy our efforts, so I request you to send your candid critique for further improvement and progress. We are also dedicating a page for messages from our chapter members. You can send your comments, suggestion, guidance, articles and messages @
[email protected]. Finally, Congratulations to all members who have earned the PMP credential in 2008.
Lt Col (retd) Arif Majeed Butt,PE,PMP Director Professional Development PMI Lahore Chapter
Nomana Waqas Editor PMI Lahore Chapter Newsletter PMI Lahore Newsletter
Events
3
High lights (2008)
Seminars Feb‐08 Strategic Quality Assurance Kamran Moosa May‐08 Scope Management Rizwan Sheikh Oct‐08 Seven Habits of Highly Effective Project Managers Andleeb Abbas
Chapter Elections 2008 [22nd Dec] Positions Due; • President • Vice President • Secretary • Director Marketing & Communication • Director Legal
Nominating Committee • Mr. Asif Sadiq, PMP • Mr. Mian Omer Jamil
Successful Candidates • Khalid Ahmad Khan • Rizwan Amin Sheikh • Abaidullah • Azra Zaigham • Nomana Waqas
PMP Trainings PMI BMC's E10 2nd Run Feb‐08 Dr. Azhar Mansoor Khan PMI BMC's E10 3rd Run Mar‐08 Dr. Azhar Mansoor Khan BMC's E10 7th Run Apr‐08 Dr. Azhar Mansoor Khan BMC's E10 8th Run May‐08 Dr. Azhar Mansoor Khan BMC's E10 9th Run Jun‐08 Dr. Azhar Mansoor Khan PMI‐LHR PMP Course 4th Run Aug‐08 PMI Lahore PMI‐LHR PMP Course 5th Run Oct‐08 PMI‐LHR PMP Course 6th Run Nov‐08 PMI‐LHR PMP Course 7th Run Dec‐08
PMI Lahore Newsletter
Trainings
Strategic Quality Assurance Seven Habits
4
Theme of the Month
Time Management By: Nomana Waqas
The idea behind the theme of issue was basically a fact finding process of that area not only in project management but a in a broad spectrum i.e. scope of our life, because life is also a project. So Without the proper use of time, our performance and productivity will suffer. Basically “Time management is not about managing time, it is about managing yourself and those around you”.
The "Three Ps" of Effective Time Management
Priorities
Time Management Matrix
• • •
3. If you want something done right, do it yourself. 4. We should take pride in working hard. 5. You should try to do the most in the least amount of time. 6. Technology will help you do it better, faster. 7. Do one thing at a time. 8. Handle paper only once.
After finalizing your to-do list next step is to prioritize them. For that use 80-20 Rule. Use the 80-20 rule originally stated by the Italian economist Pareto. 80% of the outcome comes from 20% of the tasks. Identify the 20% that is most important and then prioritize your time to concentrate the most effort on those items.
Not Imp
2. The longer or harder you work the more you accomplish.
How we can beat the time? Time is non renewable source once it’s gone, it’s gone so plan each second because every second counts. Spend it in productive and efficient way with the help of proper Planning. As per Parkinson’s Law “Work expands so as to fill the time available for its completion”, so planning is very important it helps us to find time for important things. How Do I Plan? Predicting the future. Decide what you want your future to look like. Analyze the results. With the help of above analysis “List your tasks” Steps required achieving the goals. Set deadlines. List resources needed. Keep your eye on your goals. Conclusion: Plan well in advance and stick to your plan.
• • •
1. Time can be managed.
Planning
Imp.
Myths about Time
1. Planning. 2. Priorities. 3. Procrastination.
Urgent Crisis • Pressing problems • Deadlines driven projects • • Interruptions, some calls, mails, reports, meetings Proximate, pressing matters Popular activities
• • • •
Not Urgent Prevention Relationship building New opportunities Planning, recreation Trivia, busy work Some mail, phone calls Time wasters Pleasant activates
Flag items according to importance by giving them an A, B or C priority, with A being highest priority. Set deadlines for tasks to focus on your priorities
9. Get more done and you’ll be happier. 10. Don't wait. The time will never be just right
Inspiration
If you can dream it, You can do it. [Walt Disney] Disneyland was built in 366 days, from ground-breaking to first day open to the public.
PMI Lahore Newsletter
Theme of the Month
5
Procrastination Time Management
Procrastination is the “thief of time”
Why do we procrastinate? • Don’t know where to start. • • • •
To avoid an unpleasant task. Afraid to fail. Waiting for more information. Over-committed.
Avoiding Procrastination
• Doing things at the last minute is much more expensive than just before the last minute • List the things you have been avoiding, and then prioritize them Deadlines are really important, establish them yourself!
Time management is one important aspect to see the larger picture working smoothly. The less wastage involved in time management, the more efficiently the results will come through. As a Pakistani I feel that this nation really knows that time is money, how? Just have a look on our roads.
Time Wasters Attempting too much.
Tick when your Body Wants to Tock
Not saying no.
Circadian Rhythms: Incomplete information.
Circadian rhythms are internal biological clocks that regulate many functions and activities, including sleep, temperature, metabolism, alertness, blood pressure, heart rate and hormone levels and immunities. About every 24 hours our bodies cycle through metabolic and chemical changes. These Circadian Rhythms are reset by sunlight each morning. Whether you are a “Morning Person” or a “Night Owl” is determined by these cycles. If we learn to listen to our bodies, we can work with these natural rhythms instead of fighting them. We can make more efficient use of our time by scheduling certain activities at certain times of the day.
Management by crisis, fire fighting. Interruptions.
Get the Most Out Of the First Two Hours of the Day
The aim of “Time management” is for you to achieve your goals and still have a happy life Maximize your Efficiency Cognitive Tasks [8am - 12 noon*] Cognitive, or mental, tasks such as reading, calculating, and problem solving are performed most efficiently in the morning. Short term memory [6 am - 10 am*] Short term memory tasks such as last minute reviewing are best performed early in the morning. Long term memory [1 pm - 4pm*] Longer term Memory tasks such as memorizing speeches and information for application are best performed in the afternoon Manual Dexterity [2 pm to 6 pm*] You are most efficient at tasks involving the use of your hands such as keyboarding and carpentry in the afternoon and early evening. Physical Workouts [4 pm to 9 pm *] Because of Circadian Rhythms it is best to engage in physical activity in the evening when your large muscle coordination is at its peak. Studies show you will perceive the workout to be easier in the evening. Exercising about 1-2 hours before bedtime improves the quality of sleep. *If you are a Night Owl, shift these times about 3-4 hours later in the day.
Don’t eat breakfast at work. Don’t schedule meetings for this time. Start with the most important work of the day. Do the things you don’t want to do first.
Knowing when not to work is as important as knowing when to
Theme of the Month
6
Time Management
Improving Poor Time Utilization Here is a checklist of common causes of poor / low time utilization. These are prime targets when seeking to improve productivity. TIP: Measure the before and after effect wherever possible. That is, you should attempt to quantify each cause of waste time you attack, in terms of money, time and material. This way you can objectively assess the difference you have made.
Lack of proper planning, keeping workers waiting between jobs or waiting for material Failure on the supervisor's part to thoroughly understand orders and instructions received Lack of knowledge of what constitutes a full day's work Failure to make orders and instructions clear to workers Failure to insist that tools supplies, and portable equipment be kept in proper places Ordering overtime work that could be avoided Not seeing that workers are supplied with proper tools and equipment for every job Allowing workers intentionally to do less work than they can Failure to inform human resources department when more labor is required Keeping too many workers Failure to write records and requisitions intelligibly Failure to question and correct workers who lay off Allowing workers to get habit of talking, visiting, killing time Failure to get workers to start on time, slack supervision Delay in making decisions Unnecessary absenteeism or tardiness on the supervisor's part Being late with reports Not investigating immediately when repairs are needed Unnecessary visiting and conversation on the job
Asking WHY before we do the HOW
Desire 1. Why do I feel I am not using my time properly? 2. Do I really need to improve my time management? 3. Why do the many tips about time management never seem to improve my time managing skills? Support system 4. Do I fear being disliked if I restrict my time with others? 5. Who are my best supporters? 6. Have I asked the opinion of others about any change in my time management style? 7. Am I blaming others (boss, employees, spouse, and children) for my lack of change? Readiness 8. Am I afraid of changing my character and personality? 9. Am I afraid of missing wasteful activities I enjoy doing? 10. Am I ready for changing my slothful habits? 11. Am I content in not caring too much about time? 12. What do I know about behavior modification methods? 13. Have all my attempts at behavior modification failed? To Thine Own Self Be True - Shakespeare
14. Am I afraid of the truth about my existing time usage? 15. Am I willing to accept the truth of time log analysis? 16. Am I looking for an easy quick fix? 17. Can I face the disappointment of setbacks or will I quit when I can’t be perfect after only a few attempts? Commitment 18. Have I had any change successes to build upon? 19. Can I visualize the benefits of being a better manager of time? 20. Can I taste the need for change so strongly that I will dedicate myself for changing? 21. Today is the first day of the rest of my life – what time today will I start? If your answers to WHY indicate you are not ready to change your time managing style, you can save time by not reading the HOW stuff.
Article
7
ost importantt resource in n a software project is the When W we taalk of projecct The mo nd it is not po ossible to do o the resource management m in general, human resource, an s projject in a way the t hidden a iss, requirement estimaation for a software assumption that t same set s of toolss, similar to a construcction project.. Take the casse of schedulle dding more resources r will techniques, t assumption ns crashing for example. Simply ad not crash the schedule. To makee the matter w worse, adding approacches will fit all projects. In practice, thee assumption ns resourcces may furtther delay the project. Adding more that hold true for sayy, a civil engin neering project do not hold resourcces to a softw ware projectt that’s gettin ng late would d true forr a softwaree project. Lett us discuss some of the just inccrease the channels of communication; hampeer featuress that makee software developmentt projects so progresss of the exissting resourcees, and further slow down unique. progresss till the new n resourcees get familiar with the Software is complex in many wayss. It is abstracct in the sense domain n. Adding a lot t of low end s software engineers would that it’s not easy for the end users to visualize a Softwar e product in i a way in Comple exity Rapidlyy Changing Te echnologies hey can visuaalize a road o or which th a buildin ng. It is extreemely difficullt •Abstractt nature of softtware •Immature Best Practices for the s stakeholders to stipulate a •Lack of Expeerienced Resou •Estimatio on is complex urces final r s. •“Resourcce” managemeent needs a set of requirements •Learning hass to be on job tional wissdom sayys differentt approach Convent set of requirem •No final ments estimati ion can only be done once •Rapidly eevolving design n the scope definition n is complete e. •Change iis inevitable t software •Change iis considered eeasy In ninee out of ten projects s, the scope d definition is never complete. Thee end user in fact startss realizing the just result in an endlless cycle of rrework and teesting, as theyy r s, once the prototype or the initiaal actual requirements uce more bugss while fixing the previouss ones. introdu version of the produ uct is rolled out. o After gettting a handss‐ Rather than using m more people, it is importantt to: on experience of the t product,, the requirrements starrt • use better and fewer peoplee, getting refined. It is vvery difficult ffor a user to ask for adding w skills set and aptitude betteer • use people whose a basem ment to a building after it h has been com mpleted, but in atches the tas sk, and ma softwaree projects itt is normal for f the clien nt to demand major changes c oncee the productt is presumably completee. • use people who o can synergizze the team This meeans it’s safer to define the t scope to a reasonable nd development platform ms Rapidlyy evolving tecchnologies an level initially and leeave the intricate details to be added add yett more comp plexity to the situation. Yo ou can alwayys hange contro ol later through progreessive elaborration and ch get an engineer with w 10 yearss experiencee of concrete nism. In such cconditions, th he more detailed the scope mechan meone with 7 structures, but it iss impossible to find som definitio on the scopee initially is, more m will be the need fo or work. If we go a step ahead d, years experience of .Net framew rework, and hence the t risk of en nding up with an unstable search for a developer with onee year’s expeerience of Neet design. This means tthat in such ccases, design has to rapidly work 3.5 or LINQ might prove to be a manager’’s framew e This also meanss that design and continuously evolve. nightmare. This pracctically meanss that if you aare working in activities would go in i parallel wiith implemen ntation. It is a t you might have h to rely on resourcees latest technologies, peculiarrity of softwaare projects which w defies the common who do o not have sufficient experience in th he technology common nly assumed they arre working on n. This also means m that tiime has to be Requirem mentÆDesig gnÆConstructtionÆTesting g cycle. In a allocateed in the sch hedule for th he learning curve. c In such softwaree project sco ope re‐definittion, re‐desiggn and reworrk situatio ons on the job trainingg of resourcces who are all go hand h in hand d. Progressivve elaboration and a well adaptab ble and havve experience in similar technologiees manageed change con ntrol mechanism is the keyy to success in might b be the only so olution. such pro ojects.
What mak kes Software e Projects D Different? By: Shamssher Haider, P PMP
PMI Lahorre Newsletter
Members Lounge
INTERNATIONAL
RECOGNITION
Mr. Ahsan Maqbool [PMP] is selected in PMI Board Ethics Review Committee after long series of interviews. He is the first Pakistani to be awarded with this esteemed recognition in this committee at this level. This is quite a big achievement internationally. a Apart from that he is also research lead of the PMI Estimation Standards Development Program. for PMI Award for “Excellence Volunteer Leader in Asia Pacific Region”. Mr. Mujahid Naseer[PMP] [President, PMI Chapter Islamabad] Type of Project Managers If you get in my way, I'll kill you! ‐ ideal project manager If I get in my way, I'll kill you! ‐ somewhat misguided project manager If I get in your way, I'll kill you! ‐ A tough project manager Get away, I'll kill us all! ‐ suicidal project manager If you kill me, I'll get in your way. ‐ thoughtful but ineffective project manager If I kill you, I'll get in your way. ‐ project manager who has trouble dealing with the obvious I am quite confident that there is nothing in the way, so no one will get killed. ‐ project manager who is about to get in big trouble If you kill me, so what? If you get in my way, who cares? ‐ weak, uninspired, lackluster project manager If I kill me, you'll get your way. ‐ pragmatic project manager Kill me, it's the only way. ‐ every project manager to date PMI Lahore Newsletter
Kashif Ul Haq [PMP], founder of Corvit Networks, is an electrical engineer from University of Engineering and Technology (UET). He started his professional career with a job at Siemens Pakistan. He was there for a year before he discovered his real passion, business. start his own university, he had Barely out of the little financial resources with and teamed few likeminded to start Corvit individuals Systems, an institute in that specialized conducting Cisco certifications. Corvit Systems was in virtually a first of its kind Pakistan and a unique rapidly carved position in the training world. His first first entrepreneurial venture gave him to launching and hand exposure managing a business in addition to honing was a his teaching skills. Corvit Systems built without any project started and formal training in PMP. It, however, served to underscore for him the of a structured study of PMP importance that would equip him with the theoretical discourse and rationale of PMP thus allowing him to handle projects in a systematic and efficient manner. Corvit Systems also gave him the platform and the impetus to eye the choppy waters of Networking projects, to make a logical leap from theory to practice. This was the beginning of Corvit Networks. Corvit Networks was founded in 2000 and has over the last Pakistan’s decade become leading provider of Communication Solutions and Services. It is a Cisco Systems Partner Gold Certified specializing Implementation, in Provision, Maintenance and Management of networks. Today, Corvit is not only one of the fastest growing providers of technical expertise to Service providers and
In Focus By: Samih Sheikh
enterprise networks, but is also known for offering cutting edge networking solutions with great emphasis on quality, manageability, cost effectiveness and scalability. The client portfolio is extremely diverse comprising some of the leading blue‐chip companies from the Education, Financial and Telecom sectors. Areas of specialization include Data Center Solutions, Voice and Video over IP networks, Network Security, Wide Area Networking Solutions. Networks, WAN Wireless Optimization, Virtualization, IT Consultancy, Cabling Solutions. The success of Corvit is hardly an overnight phenomenon. It has been the result of hard work, technical excellence and a focus on customer satisfaction. Kashif wanted Corvit to stand out for its work ethic, culture, values and an evolving business model open to change and learning. “We are in an industry that expects us to continually refresh our skill/knowledge base to keep pace with the exacting standards of industry”, Kashif ponders. He formally did his PMP certification in 2006 and has never shied away from implementing what he had read making full use of the principles of PMP both Corvit and serving in growing customers. Corvit now has 5 offices in Pakistan, presently commands around 100 people and annual revenue of 6 million USD. In order to extend reach beyond its Pakistan, Corvit has just opened an office in Oman and is well on its way to opening one in Dubai by close of 2009.
8
Info corner
L ahore Chaapter Info
PMI Laho ore Chapter O Officers Khaalid Ahmad Khaan President Vice Presid Rizw wan A. Sheikh dent
Abaaidullah
Secretary
Azraa Zaigham
Director M Marketing
Ariff Majeed Butt
Director Prrofessional Devvelopment
Director M Memberships
Abd dul Hafeez
Director Sp ponsorships & Events
M. N Naveed Akhtarr
Director Finance
Nom mana Waqas
Director Leegal
Director Att Large
Khaalid Bashir
standard that is even easieer to undersstand d implementt, with impro oved consistency and and d greater clarification. Wh hat’s new? ♦ Standard lan nguage has been incorporrated throughout the document to aid reeader ng. understandin ♦ New dataflow w diagrams clarify c inputs and outputs for eeach process. ntion has beeen placed on how ♦ Greater atten Knowledge A Areas integrattes in the con ntext of Initiatin ng, Planniing, Execu uting, Monitoring & controlling and Clo osing process groups. ocesses are feeatured; ♦ Two new pro ♠ Identify stakee holders ♠ Collect requirements
50 00 450 40 00 350 30 00 250
Memberss
20 00
PMPs
150
PM MI Standards Revision PM MBOK® Guide [Fo ourth Edition]] Firsst edition 198 83 PM MBOK® fourth h edition con ntinues the tradition t of eexcellence in project management wiith a
Muhammad Adeeel Khan Legharii
9
10 00 50 0
Lahore Chapter progress 2008 500 400 300 Members
200
PMPs
100 0 2005 5
2006
2007
2008
Lahore Ch hapter Yearlyy Progress
Pro ogram Managgement Std. Seccond Edition Firsst Edition 200 06 This guide wass introduced to help prograam manager hieve organizaational goals ach through greatter understaanding of the nciples of pro ogram managgement. prin Wh hat’s New? ♦ Nine knowleedge areas in ncluding proggram financial management m t, stakehollders Management and progrram governaance. per metrics are This helps ensure prop so orgaanizations developed can mplex successfully manage largge and com programs. PMI Lahorre Newsletter
About PMI
For nearly 40 years, PMI advocated on behalf of project professionals around the world. Project Management allows an individual to speak with one common language, no matter their industry, geography, or whether they manage projects, programs or portfolios.
With more than one million members, credential holders, volunteers and trained project professionals worldwide, PMI advocates project, program and portfolio management can enhance and accelerate organizational change ‐ driving innovation, improving bottom line performance, and strengthening competitive advantage. Primary goal of PMI is to advance the practice, science and profession of project management throughout the world in a conscientious and proactive manner so that organizations everywhere will embrace, value and utilize project management and then attribute their successes to it. • •
Founded in 1969 by working project managers 420,000 members and credential holders
Global standards are crucial to the project management profession. Standards ensure a basic project management framework is applied consistently worldwide. • •
11 global standards (including Program and Portfolio Management) 2 million A Guide to the Project Management Body of Knowledge (PMBOK® Guide) Circulation
PMI’s credentials and professional development opportunities can help business professionals start, build or advance their careers in project, program and portfolio management. • Certified Associates in Project Management (CAPM®) • Project Management Professionals (PMP®) • Program Management Professionals (PgMP) ® • PMI Risk Management Professional SM (PMI‐RMP ) • PMI Scheduling Professional (PMI‐SPSM) For more information about PMI, please visit www.PMI.org.
For advertisement please contact, 259 Upper Mall, Lahore Pakistan Phone: +92 42 5753298 Fax: +92 42 5757521
[email protected]