Project Management for Small Projects, Third Edition

Project Management for Small Projects

Copyright © 2006, 2015, 2020 by Sandra F. Rowe, PhD, MBA, PMP

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Third Edition

Paperback print edition ISBN 978-1-5230-9768-5

PDF e-book ISBN 978-1-5230-9769-2

IDPF e-book ISBN 978-1-5230-9770-8

Digital audio ISBN 978-1-5230-9772-2

2020-1

Book producer: Westchester Publishing Services

Cover designer: Wilsted & Taylor

To my parents Minnie Leola Rowe and Lewis Arthur Rowe

In memory of my aunts: Celia Carruthers, Mary Johnson, Ida Booker, and Celess Ray

Contents

Preface

PART ONE. Project Management Discipline

1. Introduction to Project Management

Project Overview

What Is Project Management?

The Value of Using Project Management on Small Projects

2. Concerns for Small Projects

Challenges for Small Projects

Problems Resulting from Not Using Project Management

3. Managing and Leading Small Projects

The Difference between Management and Leadership

Managing Small Projects

Leading Small Projects

Managing and Leading a Project

Managing and Leading Simple Projects

4. Preproject Activities

Business Documents

Statement of Work

Project Request

Project Success Measures

PART TWO. Project Management Process for Small Projects

5. Process Overview

Project Life Cycle

Deliverables

Project Management Process for Small Projects

PALM Principle

6. Initiating

Initiating Process Summary

Initiating Process Steps

Project Charter

Project Roles and Responsibilities

Stakeholder Register

INITIATING PROCESS GUIDE

7. Planning for Small Projects

Planning Process Summary

Planning Process Steps

PLANNING PROCESS GUIDE

8. Planning for Simple Projects

Planning Process Summary

Planning Steps

PLANNING PROCESS GUIDE FOR SIMPLE PROJECTS

9. Controlling

Controlling Process Summary

Controlling Process Activities

Action Items

CONTROLLING PROCESS GUIDE

10. Closing

Closing Process Summary

Closing Process Steps

CLOSING PROCESS GUIDE

PART THREE. Additional Discipline

11. Managing Multiple Small Projects

Multiproject Overview

Small Project Portfolios

Problems with Managing Multiple Projects

SPM Multiple-Project Management Process

12. Projects as Part of a Program

Project Activities and Collaboration

Knowledge Sharing

13. Building Effective Teams

Teams for a Small Project

Team Charter

Meeting Management

Effective Team Meetings

The Tuckman Model

Facilitation Tools

14. The Power of One

What Is the Power of One?

Roles and Responsibilities

Realizing the Power of One

Time Management

15. Transitioning to Larger Projects

Project Management Skills

Leadership Skills

People, Process, and Technology

PROJECT MANAGEMENT KEYS FOR SUCCESS

PART FOUR. Agile

16. Agile

History of Agile

Project Life Cycles: From Predictive to Adaptive (Waterfall to Agile)

Agile and the Project Management Knowledge Areas

Servant Leadership

Agile Teams

Tools and Techniques

Common Practices

17. Activity Board for Small Projects

What Is the Activity Board for Small Projects?

How to Use the Activity Board for Small Projects

Notes

Glossary

Acknowledgments

Index

About the Author

Figures

Figure 1.1      Projects and Operations Comparison

Figure 4.1      Statement of Work

Figure 4.2      Project Request

Figure 5.1      Generic Project Life Cycle

Figure 5.2      SPM Project Management Process

Figure 5.3      PALM Principle

Figure 6.1      Project Charter

Figure 6.2      Assumption Log

Figure 6.3      Project Charter Lite

Figure 6.4      Stakeholder Register

Figure 7.1      Requirements Documentation

Figure 7.2      Scope Statement

Figure 7.3      WBS—Project Management Overview Course

Figure 7.4      WBS Outline Format

Figure 7.5      Activity List—Deliverables and Activities

Figure 7.6      Detailed Activity List

Figure 7.7      Milestone List

Figure 7.8      Project Schedule—Excel Version

Figure 7.9      Project Schedule—Task Sheet View in Project

Figure 7.10    Project Schedule—Gantt Chart View in Project

Figure 7.11    Milestone Chart in Project

Figure 7.12    Risk Register

Figure 7.13    Probability Rating

Figure 7.14    Impact Levels

Figure 7.15    Risk Priority

Figure 7.16    Probability Impact Risk Matrix

Figure 7.17    Risk Responses

Figure 7.18    Updated Risk Register

Figure 7.19    Communications Matrix

Figure 7.20    Responsibility Assignment Matrix

Figure 8.1      WBS for Project Management Process Presentation

Figure 8.2      Action Plan

Figure 9.1      Status Report

Figure 9.2      Deliverable Review and Approval

Figure 9.3      Change Request

Figure 10.1    Project Closure Checklist

Figure 10.2    Project Survey

Figure 10.3    Lessons Learned Process

Figure 10.4    Lessons Learned Report

Figure 10.5    Project Closure Report

Figure 11.1    Overview of Projects, Programs, and Portfolios

Figure 12.1    Comparative Overview of Projects and Programs

Figure 16.1    Waterfall and Agile Life Cycles

Figure 16.2    Predictive/Waterfall Life Cycle

Figure 16.3    Iterative Life Cycle

Figure 16.4    Incremental Life Cycle

Figure 16.5    Agile Life Cycle

Figure 16.6    Scrum Board

Figure 16.7    Kanban Board

Figure 16.8    Waterfall Project Schedule

Figure 16.9    Sprint Planning Sheet

Figure 16.10  Sprint Planning Board

Figure 16.11  User Story

Preface

Managing projects requires time, effort, and discipline, regardless of the project size. The difference between managing larger and smaller projects is not only the amount of time, effort, and discipline but also the processes and tools. Project Management for Small Projects provides scalable processes and simplified tools for immediate use in managing small projects.

This is an exciting time to enter the project management profession. Project management provides opportunities for professional and personal growth. If you are new to managing small projects or currently manage small projects and need more structure, Project Management for Small Projects, third edition, is for you. My desire is that you become so engaged in the use of these processes and tools that project management discipline becomes as much fun for you as it is for me. I have combined easy-to-follow steps with practical application tips to facilitate your learning.

Because my intention is for you to use project management on small projects in preparation for eventually managing larger projects, I am using the Project Management Institute (PMI), A Guide to the Project Management Body of Knowledge, sixth edition (PMBOK® Guide*), which includes the standard for project management, as the base to build off. I have used PMI’s project management terms and definitions wherever possible. The PMBOK® Guide is inclusive and describes the sum of knowledge within the profession of project management. The complete project management body of knowledge includes proven, traditional practices that are widely applied and innovative practices that are emerging in the profession. In this book, I take the traditional practices used for larger projects and tailor them for small projects, while staying true to PMI’s project management standards.

This third edition has been updated to align with A Guide to the Project Management Body of Knowledge, sixth edition, and provides new tools, templates, and techniques to support the revised processes. The third edition is organized in four parts. Part I sets the stage by providing a foundation for project management discipline. Part II defines a project management process for small projects. This part includes both management and leadership activities. Part III provides additional discipline on several project management topics. Finally, Part IV, a newly added section, incorporates agile practices.

I hope this updated edition helps readers have continued success in managing their small projects.

—Sandra F. Rowe, PhD, MBA, MSCIS, PMP

     sandrarowe@comcast.net

     sandrarowe@projectwise-solutions.com

www.projectwise-solutions.com

* PMBOK is a trademark of the Project Management Institute, Inc. which is registered in the United States and other nations.

PART ONE

PROJECT MANAGEMENT DISCIPLINE

1 Introduction to Project Management

Most organizations rely on a variety of projects, both large and small. Although small projects have unique challenges that are not present in large projects, small projects can still benefit from a defined project management methodology. To achieve maximum benefits, the processes, tools, and techniques must be scalable and adaptable. The more successful you are with managing small projects, the more opportunities you will have to obtain larger projects. Almost everyone, to some degree, is involved with projects and should be prepared to manage them effectively. Project Management for Small Projects suggests an approach that allows the project manager to apply structure and discipline to managing small projects while balancing the needs of the project with the project management methodology.

As we discuss project management practices, I will use definitions from the Project Management Institute’s (PMI) publications and other sources.

Project Management Best Practices

A best practice is an activity that has proven to be successful over time. Some project management best practices include:

• Using a project management approach that captures the intent of the project business case

• Developing a project charter

• Documenting project requirements

• Identifying what is in and out of scope

• Using a project schedule to plan and monitor project activities

• Developing a project budget to control project costs

• Managing project risks

• Communicating to project stakeholders

• Using project management tools, techniques, and templates

• Tailoring a methodology to fit the specific needs of the small project to address the competing constraints of scope, schedule, cost, resources, quality, and risk

PMI defines the project management body of knowledge (PMBOK) as a term that describes the knowledge within the profession of project management. The project management body of knowledge includes proven traditional practices that are widely applied as well as innovative practices that are emerging in the profession.¹

Therefore, the PMBOK® Guide provides a foundation which I used to build the techniques for small projects.

Project Overview

Projects are a more important part of business now than they ever have been. They exist at all levels of every organization and must be managed proactively, regardless of size. Normally when we think of projects, we think of large initiatives such as developing a new product or service, developing a new information system or enhancing an existing one, constructing a building, or preparing for a major sports event. Small projects are not always viewed as projects and therefore are not always treated as projects—especially smaller, more informal projects, which are often called assignments.

Definition of a Project

A project is a temporary endeavor undertaken to create a unique product, service, or result.² A project can create:

• A product that can be a component of another item, an enhanced item, or an end item in itself

• A service or a capability to perform a service

• A result, such as an outcome or document

• A unique combination of one or more products, services, or results

A project has three distinct characteristics.

1. A project is temporary in that it has a beginning and an end. A project always has a defined start and end date. The project begins with a statement of work or some form of description of the product, service, or result to be supplied by the project, and it ends when the objectives are complete or it is determined that the objectives cannot be met and the project is canceled.

2. A project is unique in that the product, service, or result created as a result of the project is different in some distinguishing way from all similar products, services, or results. Unique also indicates that although a project might appear to be similar to another project because you are producing the same type of deliverable, it really is not. In both projects you are creating something that did not exist before. Even a revision to an existing deliverable is considered unique because the revised product is something that did not exist before.

3. A project is characterized by progressive elaboration. This means the project develops in steps and grows in detail. Progressive elaboration allows you to continually improve your plan by adding more detailed and specific information as more accurate estimates become available. When you are first given a project, you have limited information to work with, usually in the form of a high-level project description, the project objective, and some assumptions and constraints. The scope might be further defined, and the work activities for the project will have to be planned in detail as more specific information becomes available. Progressive elaboration allows you to manage to a greater amount of detail as the project evolves.

Projects also drive change in organizations. A project is used to move an organization from its current state to a defined future state.

Finally, projects enable business value creation. There is value derived from doing the work. Business value is the benefit that the results of a project provides to the project stakeholders and can be tangible, intangible, or both.

Another way to view a project is to see a project as something we do one time, as opposed to operational work, which is continuous and repetitive and is undertaken to sustain the business. Operational activities have no real completion date; they are ongoing. An example of a project would be to develop or enhance an accounting system. The operational activity would be to process biweekly payroll or pay monthly expenses. Both operational activities and projects are constrained by resources and are planned, executed, and controlled (figure 1.1). However, projects, due to their temporary nature, are initiated and closed.

Projects can intersect with operations in several ways:

• When developing a new product or result for an existing system

• While developing new or enhancing existing procedures

• When a project is completed and transferred to operations

Figure 1.1: Projects and operations comparison

Why Use Project Management on Small Projects?

Imagine being assigned a project to revise an existing process. You have a team of three subject matter experts to assist with the design and implementation. Where do you begin? What are you planning to deliver? When will this project be completed? How much will this project cost? What are the team members’ roles and responsibilities? The use of project management provides the discipline and tools for answering these questions.

Definition of a Small Project

Small projects are perceived to be relatively easy, but other than this there is no one way to define when a project is a small project. In some cases small could be defined on the basis of cost, such as costing less than $1 million. Cost is relative, however, and depends on the income of the organization. Small could also be defined by time, for example, taking less than six months to complete. For the purpose of this book, we will use the following guidelines to define small projects. A small project generally:

• Is short in duration, typically lasting less than six months, and usually part-time in effort hours

• Has 10 or fewer team members

• Involves a small number of skill areas

• Has a single objective and a solution that is readily achievable

• Has a narrowly defined scope and definition

• Affects a single business unit and has a single decision maker

• Has access to project information and will not require automated solutions from external project sources

• Uses the project manager as the primary source for leadership and decision making

• Has no political implications with respect to proceeding or not proceeding

• Produces straightforward deliverables with few interdependencies among skill areas

• Costs less than $150,000 and has available funding

If the project involves a few skill areas but the deliverables are complex, it is not a small project. If the scope is broad, the project usually involves more skill areas, so it would not be considered a small project. The more skill areas involved, the more effort will be required to manage the project.

A small project can be a portion of a larger project. For example, if a team lead is responsible for planning and controlling specific project activities and then reporting results to the project manager, the team lead is, in effect, running a small project. Most small projects center on changes in organizational processes or enhancements to existing systems. Other examples of small projects include:

• Developing a training course

• Implementing a project management office (PMO)

• Implementing a purchased software application

• Enhancing an existing information system

• Improving business processes

• Developing a website

• Evaluating an existing practice

• Developing a strategy

• Developing a project proposal

The following are detailed descriptions of two small projects.