Benemérita Universidad Autónoma de

Puebla

Facultad de Ciencias de la Electrónica

Ingeniería en Sistemas Automotrices

“Project Management”

Tarea

Materia: Administración de Proyectos

Docente: Benjamín Calderón Flores
Alumnos:
Jonathan Bonilla García – 202117630
Angel Gabrie Machorro Moncada - 202129994

26 de Junio de 2024
What is Management Projects?
Project management is a discipline that involves planning, organizing, directing and
controlling resources to achieve a specific objective within a given time frame. A project is
defined as a temporary effort with a beginning and an end, which seeks to create a unique
product, service or result.
In project management there are 3 main characteristics, which are:
1. Objective-oriented: Project management focuses on achieving a specific and clearly
defined objective. Each project has a unique purpose it seeks to achieve, whether it
is creating a product, implementing a system, or hosting an event.
2. Temporary:Projects have a clearly established beginning and end. They are
temporary efforts carried out over a defined period. This temporal characteristic
involves careful planning to ensure that resources are used efficiently and that
objectives are achieved within the planned time frame.
3. Unique: Each project is unique in terms of its characteristics, challenges and
expected results. Although there may be similarities with previous projects, each
presents its own circumstances and requirements, requiring specific approaches and
solutions to achieve success.

The Three Constraints of Management Projects

The three main constraints in project management are time, cost and scope. These are
known as the iron triangle constraints and represent the fundamental challenges that a
project manager must balance and manage to achieve project success.
Time Restriction: It refers to the term or total duration of the project.
It involves meeting established deadlines and completing the project within a certain time.
Cost Constraint: Refers to the budget allocated for the project.
It involves the efficient management of available financial resources to avoid exceeding
budget limits.
Scope Restriction: It refers to the definition and delivery of the specific objectives of the
project.
It involves ensuring that the project produces the expected results and meets the agreed
requirements without expanding beyond the initially defined limits.
The challenge in project management lies in maintaining a proper balance between these
three constraints, since making changes to one can affect the others. This balance is
commonly known as the “iron triangle” because of the interconnection between time, cost,
and scope.
Choose the Project Framework Correct
Choosing the right project framework is a critical decision that directly affects the success
and efficiency of project management. Various frameworks offer different approaches to
project planning, execution, and control, and the appropriate choice depends on factors
such as the nature of the project, organizational culture, and team preferences.
One of the more traditional approaches is the waterfall model, which follows a linear
sequence of phases, from planning to implementation. This model is suitable for projects
with well- defined requirements and minimal changes expected during development.
On the other hand, the agile approach has gained popularity, especially in environments
where flexibility and adaptability are essential. Agile methods like Scrum and Kanban
focus on incremental deliveries, continuous collaboration, and rapid response to changing
requirements.
Prince2 (Projects IN Controlled Environments) is another framework that provides a
detailed, process-oriented structure for project management. It is especially used in the
project management field in the United Kingdom.
The choice of project framework also depends on the complexity and size of the project.
For large, complex projects, it might be appropriate to use a more structured and formal
approach, such as Prince2. On the other hand, more projects
Small and dynamic businesses can benefit from agile approaches that allow for rapid
changes and frequent deliveries.
It is crucial to consider organizational culture and team experience when choosing a project
framework. If the organization has already adopted a specific methodology, consistency and
efficiency can be increased by continuing to use that framework.
Successful project management involves not only choosing an appropriate framework but
also adapting it according to the specific needs of the project and learning from continuous
feedback. Flexibility and the ability to adjust approach based on circumstances are essential
to overcoming challenges and achieving successful project management outcomes.
Choosing the right framework, combined with the adaptability and experience of the team,
lays the foundation for effective project execution in various organizational contexts and
environments.

Definition of Requirements Project

Defining project requirements is an essential process in project management that involves
identifying, documenting and fully understanding the needs and expectations of
stakeholders, as well as the criteria that will determine the success of the project. This
process is crucial because it lays the foundation for all subsequent stages of the project,
from planning to implementation and final delivery.
The first phase of requirements definition involves the identification of stakeholders, which
are the people or groups that have a direct or indirect interest in the project. These
stakeholders may include sponsors, end users, customers, development teams, and others
who may be affected by the project in some way. Understanding their needs and
expectations is essential for the success of the project.
Once stakeholders have been identified, the next step is to collect and analyze their
requirements. This may include meetings, surveys, interviews, and other data collection
techniques to understand project expectations and specifications.

Requirements documentation must be clear, complete, and unambiguous to avoid

misunderstandings during subsequent phases of the project.
Requirements can be classified into two main categories: functional requirements and non-
functional requirements. Functional requirements focus on what the system must do, while
non-functional requirements refer to characteristics such as performance, usability, security
and other aspects of quality that are not directly related to the specific functions of the
system.
It is essential to validate and verify requirements with stakeholders to ensure accuracy and
understanding. Additionally, it is common for requirements to evolve over time due to
changes in the environment, technology, or stakeholder expectations. Therefore,
requirements change management is a critical component of this process.

Requirements definition also establishes the basis for creating the project work structure,
which includes the project plan, resource allocation, and schedule development. Clarity in
requirements makes it easier to make decisions, manage risks, and evaluate project
progress.
In summary, defining project requirements is a key process that involves identifying,
documenting, and validating stakeholder needs and expectations. A clear and precise
definition of requirements is essential to the success of the project, as it provides the basis
for all subsequent phases and facilitates effective management throughout the project life
cycle.

Creation of a Plan Project

Creating a project plan is a crucial phase in project management that involves preparing a
detailed document that describes how all project work will be carried out and controlled.
This plan serves as a guide for the project team, stakeholders, and other involved parties,
providing a clear vision of the objectives, resources, timelines, and processes that will be
followed throughout the project.
The first step in creating the project plan involves clearly defining the objectives and
expected results. These objectives should be specific, measurable, attainable, relevant and
time-bound (known as SMART criteria), providing a solid foundation for planning and
evaluating success.

Identifying and assigning resources is another key component of the project plan. This
includes personnel, budget, equipment, technology, and any other resources necessary to
carry out project tasks effectively. Appropriate resource allocation ensures that the project
has the necessary means to achieve its objectives.

Structuring project work is done by breaking down work into smaller, more manageable
tasks. This is achieved by creating a work breakdown structure (WBS) that organizes and
prioritizes project tasks. Each task is identified, assigned to a person responsible, and an
estimate of the duration and resources required is established.

Creating a schedule is an integral part of the project plan. It can be represented in the form
of a Gantt chart or other visual formats, and shows the sequence and duration of each task,
as well as the dependencies between them. A well-prepared schedule facilitates time
management and allows you to anticipate possible problems in the execution of the project.

The identification and evaluation of risks is another important aspect. A risk plan helps
anticipate possible obstacles and establish mitigation strategies. This allows the project
team to be prepared to address unforeseen events and reduce the impact of risks on the
project.
Control and communication are also essential in creating a project plan. Defining control
mechanisms, performance metrics, and progress reports ensures effective monitoring of
project progress. Additionally, establishing a detailed communication plan keeps all
stakeholders informed and facilitates collaboration and problem resolution.

What is a Program Project?

A project program is an organizational and strategic structure that brings together several
related projects and activities, managed and coordinated together to achieve benefits that
could not be obtained if the projects were managed independently. Unlike an individual
project, which has a specific objective and scope, a program encompasses a broader vision
and focuses on achieving higher-level strategic objectives.
Key elements of a project schedule
Strategic Objectives: The programs are designed to meet the organization's strategic
objectives. These goals are typically aligned with the company's vision and mission and
contribute to its long-term success.
Project Interdependence: Projects within a program are interrelated and share resources,
knowledge and constraints. Efficient coordination is essential to maximize benefits and
minimize risks.
Benefits Management: A program focuses on delivering benefits and added value to the
organization. Benefits management involves identifying, quantifying, and tracking
expected benefits over time.
Risk management: Since programs often involve multiple projects, risk management is
crucial. Program-level risk identification and mitigation can include managing
dependencies, efficiently allocating resources, and anticipating potential obstacles.
Coordination and Communication: Effective coordination between projects and clear
communication are essential to program success. This involves ensuring that all team
members are aligned on goals and informed about progress and changes.
Resource management: The efficient allocation and management of resources, such as
personnel, budget and technology, is a critical aspect. Optimizing resources helps ensure
that individual projects contribute to the overall success of the program.
Change management: Since programs often involve significant changes in the organization,
change management is essential to facilitate smooth transition and minimize resistance.
Program Life Cycle: Programs have their own life cycle, which includes identification and
design, execution and control, and termination or closure.
Each phase has specific activities and associated deliverables.
Benefits of implementing a project schedule: Resource Optimization:
Sharing resources between projects can result in more efficient utilization of personnel and
budget.
Greater Control and Visibility: Centralized management provides greater control and
visibility over the progress and performance of individual projects.
Synergies and Additional Benefits: Interdependence between projects allows for the
creation of synergies, meaning that the benefits generated by the program can be greater
than the sum of the individual benefits of the projects.
Strategic approach: The programs enable strategic and holistic management of initiatives,
ensuring that each project contributes to the organization's higher-level objectives.
Definition of Deliverables and Activities
Defining deliverables and activities in project management is crucial for success and clarity
in the execution of a project.
Understanding these concepts provides a solid foundation for planning, executing and
controlling the tasks involved in a project.
Deliverables:
Deliverables are tangible results or specific products that must be produced during the
course of a project. These are concrete and verifiable products that allow the progress and
success of the project to be evaluated. Deliverables can vary depending on the nature of the
project, but common examples include reports, prototypes, software, physical products,
documents, and any other concrete results. Clearly defining deliverables at the beginning of
the project is essential to setting clear expectations and ensuring alignment between the
team and stakeholders.
Activities:
Activities represent the specific tasks and actions that must be performed to successfully
complete a project. These are practical and specific actions that lead to the creation of the
deliverables. Breaking a project down into activities provides a detailed structure that
makes planning and monitoring easier. Each activity has an estimated duration,
dependencies on other activities, and assigned resources. The identification and proper
sequencing of activities are essential to developing a realistic schedule and efficiently
managing resources.

Relationship between Deliverables and Activities:

Deliverables and activities are closely interrelated. Activities are the concrete steps that
must be taken to produce the deliverables. For example, if the deliverable is a final report,
activities may include research, data collection, writing, review, and presentation. Effective
planning involves breaking down deliverables into smaller, more manageable activities,
allocating resources and establishing dependencies to ensure smooth and efficient project
execution.

Importance of Precise Definition:

An accurate definition of deliverables and activities is essential for project success. It
clarifies expectations, facilitates resource allocation, helps maintain control, and allows for
evaluation of progress. Additionally, effective communication about deliverables and
activities promotes understanding and commitment of the team and stakeholders, aligning
them with the project objectives and results.
Estimating Time with Precision
Accurately estimating time is a critical aspect of project management as it provides a solid
foundation for planning, allocating resources, and meeting deadlines. Accurate time
estimation involves evaluating the duration of each task and the project realistically. Here is
a more detailed summary on this topic:
Importance of Time Estimation:
Accurate time estimation is essential for effective project planning. It provides clear guidance
on the duration of each task and the project, allowing project managers to allocate resources
efficiently and set realistic expectations for stakeholders.
Challenges in Time Estimation:
Time estimation faces several challenges, such as the uncertainty inherent in complex
projects, variability in team skills, and lack of historical data. Understanding these challenges
is crucial to making more accurate estimates.
Estimation Methods:
Various methods are used to estimate time on projects, such as expert-based estimating,
breaking down work into smaller packages, comparing with past similar projects, and using
software tools specialized. Combining several methods can improve accuracy.
Bottom-Up Estimate:
In this approach, you break down the project into smaller tasks and estimate the time required
for each task individually. These estimates are then added to obtain the total project duration.
This method tends to be more precise but can be more detailed and time-consuming. Top-
Down
Estimate:
In contrast, top-down estimating relies on general experience and knowledge to provide an
overall estimate of the project. While fast, it may be less accurate due to the lack of detail in
task decomposition.
Uncertainty Management:
Given the unpredictable nature of projects, it is essential to manage uncertainty in time
estimates. Techniques such as contingency reserve can be used to address unforeseen events
and changes during project execution.
Iteration and Continuous Learning:
Time estimation is not a single process. As the project progresses, it is crucial to review and
adjust estimates as more information is obtained and learned from the actual execution of the
project. This allows for more effective management as circumstances evolve.
Choose Your Communication Methods and Tools
Choosing the right communication methods and tools in project management is essential to
the success of any initiative. Effective communication is a fundamental pillar that affects all
phases of the project and ensures alignment between team members, stakeholders and other
key participants. Here is a longer summary on this topic:
Importance of Communication in Project Management:
Communication in project management is vital to ensure clear understanding of objectives,
progress and challenges. It facilitates collaboration, minimizes misunderstandings and
promotes an efficient and collaborative work environment. Lack of communication or poor
communication can result in errors, rework and delays, negatively affecting the project.
Factors to Consider When Choosing Methods and Tools:
Project Type: The type of project influences communication methods. Large, complex
projects may require more advanced tools, while smaller projects may benefit from simpler
approaches. Equipment Location: If the team is geographically distributed, tools that
facilitate remote communication should be used, such as online platforms, video
conferencing, and instant messaging.
Nature of Information: The nature of the information to be communicated influences the
choice of tools. For detailed data, a formal report may be necessary, while quick updates can
be handled with messaging tools.
Interest Levels: Different levels of stakeholders require different communication approaches.
Detailed reporting may be necessary for senior management, while operational teams may
need more frequent and detailed updates.
Organizational culture: The culture of the organization is also a determining factor. Some
organizations prefer formal, detailed communications, while others favor more informal and
agile approaches.
Common Methods and Tools:
Regular Meetings: They facilitate face-to-face interaction and allow for detailed discussion.
They are useful for solving problems, sharing updates, and fostering collaboration.
Project Management Platforms: Tools like Trello, Asana or Jira help organize tasks, track
progress and facilitate online collaboration.
Email: Although it is a common tool, it should be used wisely to avoid information overload.
It is useful for formal communication and documentation.
Videoconferences and Calls: They facilitate remote communication and allow a more
personalized interaction. Platforms like Zoom and Microsoft Teams are popular for this
purpose.
Instant Messaging Tools: They facilitate fast and real-time communication. Slack, Microsoft
Teams, and WhatsApp are examples of popular tools.
Continuous Evaluation and Adjustment: It is crucial to regularly evaluate the effectiveness
of the communication methods and tools used. Project managers should be open to adjusting
their approach based on the changing needs of the project and team.

Putting together a plan Communication

Developing a communication plan is an essential component in project management as it
ensures that information is shared effectively among team members, stakeholders, and
other involved parties. Here's a detailed rundown on how to put together a communication
plan in project management:
1. Identification of Interested Parties:
Before creating a communication plan, it is crucial to identify all stakeholders in the
project. This includes team members, sponsors, clients, suppliers and anyone else who may
be affected or have an interest in the project.
2. Definition of Communication Objectives:
Establish clear objectives for communication. What do you hope to achieve through
communication? They may include reporting on project progress, managing expectations,
resolving issues, or soliciting feedback.
3. Determination of Key Messages:
Identify the key messages that must be communicated. These messages must be consistent
with the project objectives and adapted to the specific needs of each stakeholder group.
4. Selection of Communication Channels:
Choose the appropriate communication channels. This may include regular meetings, status
reports, emails, online collaboration tools, and other means. The choice of channels must be
adapted to the preferences of the interested parties and the nature of the information to be
communicated.
5. Establishment of Frequency and Timing:
Define the frequency and timing of communications. It is crucial to establish a regular
schedule to update stakeholders on the progress of the project. This helps keep everyone
informed and reduces the chance of misunderstandings.
6. Designation of Responsibilities:
Assign clear responsibilities for the execution of the communication plan. Each team
member and each stakeholder group should know who is responsible for which aspect of
communication.
 7. Consideration of Feedback:
Incorporate mechanisms for feedback. Ensure there are open channels for stakeholders to
provide feedback, ask questions or express concerns. This encourages participation and
improves mutual understanding.
8. Handling Communication Problems:
Include in the plan how communication problems will be handled. Define procedures to
address misunderstandings, resolve conflicts, or communicate important changes to the
project.
9. Continuous Monitoring and Update:
Continually monitor the effectiveness of the communication plan and adjust as necessary.
Projects evolve and communication requirements can change, so it is essential to keep the
plan up to date.
A solid communication plan contributes significantly to the success of a project by ensuring
that information is shared effectively, that stakeholders are informed and engaged, and that
any communication issues are proactively addressed.

Organize and Lead Meetings Project Effectiveness

Organizing and leading effective project management meetings is essential to the success of
any initiative. The effectiveness of these meetings can make the difference between a well-
coordinated team and a project that faces communication and governance challenges. Here's
a more detailed summary on how to organize and lead effective meetings in the context of
project management:
Organization of Effective Meetings:
Clear Purpose: Before calling a meeting, it is crucial to have a clear purpose. Defining the
objectives and expected results helps structure the agenda and keep the meeting focused.
List of Relevant Attendees: Inviting the right people ensures that the meeting is productive
and that all relevant aspects are covered. Avoiding unnecessary assistance contributes to
efficiency.
Detailed Agenda: Preparing a detailed agenda and sharing it in advance allows participants
to prepare and contribute more meaningfully. The agenda should include key topics, specific
objectives, and the time allocated to each item.
Previous Documentation: Providing any relevant documentation before the meeting allows
participants to review information ahead of time, which speeds up the discussion and makes
it easier to make informed decisions.
Location and Technology: Make sure the meeting location is accessible and comfortable.
Also, verify that necessary technology, such as projectors or video conferencing tools, is
working.
Leadership in Meetings:
Active Facilitation: The meeting leader should act as a facilitator, guiding the discussion,
ensuring everyone has a chance to speak, and maintaining focus on the stated objectives.
Time management: Controlling time effectively is essential. This involves following the
agenda, assigning specific times to each point and avoiding excessive detours.
Inclusion and Participation: Encourage the active participation of all team members.
Including different perspectives and encouraging collaboration improves the quality of
decision making.
Problem resolution: Address problems proactively and collaboratively. Effective meetings
not only identify problems, but also work toward practical solutions.
Monitoring and Actions: Clearly record decisions made and actions assigned during the
meeting. This provides a basis for monitoring and ensures that decisions are implemented in
a timely manner.
Post Evaluation: After the meeting, it is helpful to conduct a brief evaluation to identify areas
for improvement. This contributes to the continued evolution of meeting effectiveness.

Write a Status Report of the project

The project status report is a crucial tool in project management, designed to effectively
communicate project progress, challenges, and achievements to all stakeholders. This
document provides a comprehensive view of the current status of the project, facilitating
informed decision making and proactive risk management. Here is a detailed summary of the
process of writing a project status report:
1. Introduction: Start the report with a concise introduction that highlights the purpose
of the project and the period covered by the report.
2. Executive Summary: Provides a brief but comprehensive overview of the project
status. Includes milestones achieved, key issues, and the overall status of the schedule
and budget.
3. Project Description: Details the nature of the project, its objectives and its scope.
Provides information about work teams, goals and expectations.
4. Schedule Progress: Provides a detailed assessment of progress against the planned
schedule. Highlights milestones achieved, delays identified and underlying causes.
5. Budget Status: Presents the financial status of the project, comparing actual costs
with the planned budget. Identifies any significant deviations and describes corrective
actions taken or proposed.
 6. Risks and Problems: Analyzes the risks identified and the problems found. Provides
details on how they are being addressed and strategies to mitigate their impact.
7. Resources: It details the allocation of resources, both human and material. Evaluate
whether resources are adequate and whether there are additional needs.
8. Quality of Work: Examine the quality of the work done so far. Includes quality
assessments, process reviews and test results.
9. Communications with Interested Parties: Describes interactions and
communications with stakeholders, highlighting any changes in requirements or
expectations.
10. Next Steps and Action Plan: Provides a vision of next steps, highlighting future
activities and any adjustments to planning. Includes an action plan to address
outstanding challenges.
11. Conclusions: Provides an overall conclusion of the project status, summarizing key
points and highlighting significant achievements.
12. Annexes and Additional Documentation: Include any relevant additional
documentation, such as charts, detailed reports, or future projections.
Writing a project status report effectively requires clarity, precision, and transparency. This
document serves as a vital tool to ensure alignment of all stakeholders and the continued
success of the project.

Cost Control through Budgets, Monitoring and Reports

Cost control in project management is a critical process that involves planning, monitoring
and managing the financial resources assigned throughout the execution of the project. This
control is carried out through the implementation of budgets, detailed monitoring and
generation of periodic reports. Below is a more extensive summary of these aspects:
1. Budgeting:
Budgeting is an essential initial phase in project management. It involves detailed estimation
of the costs associated with each task and component of the project. A global budget is
developed that covers human, material, technological and other direct and indirect costs. This
budget serves as a financial baseline and guide for project execution.
2. Cost Control throughout the Project:
Cost control begins at the beginning of the project and continues throughout its execution.
This involves constantly monitoring actual expenses compared to the established budget.
Systems and processes must be implemented to record costs in real time, allowing for agile
decision-making and adjustments when necessary.
3. Detailed Tracking:
Detailed monitoring involves constant monitoring of costs in relation to the progress of the
project. Accumulated expenses are evaluated against the budget baseline to identify
deviations and potential problems. Tracking tools, such as project management systems and
accounting software, can be used to collect data and generate detailed reports.
4. Periodic Reports:
Generating periodic reports is an integral part of cost control. The reports provide a clear
view of the project's financial performance. They include analysis of variations between the
budget and actual costs, future projections and recommendations to correct deviations. These
reports are essential for informed decision making and effective communication with all
stakeholders.
5. Corrective Actions:
When significant deviations between budget and actual costs are identified, corrective action
must be taken. This may include adjustments to planning, renegotiation of contracts,
allocation of additional resources o implementation of efficiency measures to keep the project
in line with its financial objectives.
6. Continuous Improvement:
The cost control process is not only about reacting to problems, but also about learning from
experience and continually improving. After project completion, a review is conducted to
identify lessons learned and areas where the cost control process could be improved on future
projects.

Closing a Project
Closing a project in project management is a crucial phase that involves the completion and
formalization of all activities, deliverables and processes related to the project. This stage
ensures that the project objectives are met and closed appropriately, allowing the team and
stakeholders to evaluate performance and learn lessons for future projects. The project
closure process generally involves the following activities:
Verification of Deliverables: All project deliverables are reviewed and verified to ensure
that they meet established requirements and standards.
Completion of Activities: Pending activities are completed and pending items are closed to
ensure that all tasks are completed.
Goal Review: A thorough review of the project objectives is performed to ensure that they
have been achieved as planned.
Documentation of Lessons Learned: Lessons learned during the project are collected and
documented. These lessons can include what worked well, challenges encountered, and best
practices identified.
Deliverables Transition: If necessary, the transition of deliverables to the operational team
or client is facilitated, ensuring a smooth transfer of responsibilities.
Closing Meetings: Closing meetings are held with the project team and stakeholders to
review achievements, discuss challenges, and express thanks and recognition.
Project Performance Evaluation: Project performance is evaluated in terms of time, cost,
quality and customer satisfaction. This provides valuable information for future projects.
Administrative Closure: Administrative activities are performed, such as contract
settlement and completion of formal project documentation.
Delivery of Final Documentation: All final documents, reports and records related to the
project are delivered to stakeholders and to the project archives.
Celebration of Success: Successful project closure is celebrated to recognize team efforts
and build morale.
Customer/Stakeholder Evaluation: Feedback is collected from customers and stakeholders
to evaluate their satisfaction and obtain valuable information for future improvements.
Closing a project effectively not only means meeting formal requirements, but also learning
from the experience and applying those lessons to future projects. This phase marks the end
of the project life cycle and lays the foundation for more efficient and successful project
management in the future.