Project Management Module Topics

Module 1: What Is a Project?

What Is a Project?
A temporary endeavor undertaken to create a unique product or service.*
Ter m tem p o ra ry en d ea vo r to crea te u n iq u e p ro d u ct servi ce M e a n s th a t a Pr o j e ct H a s a b eg i n n i n g a n d en d In vo l ves effo rt, w o rk H a s a n i n ten ti o n to p ro d u ce so m eth i n g (p ro ject "d el i vera b l es" On e o f a k i n d , ra th er th a n a co l l ecti o n o f i d en ti ca l i tem s Ta n g i b l e o b j ects, b u t co u l d i n cl u d e th i n g s l i k e co m p u ter so ftw a re, fi l m o r sta g e w o rk s M i g h t i n cl u d e th e esta b l i sh m e n t o f a d a y-ca re cen ter, fo r i n sta n ce, b u t n o t i ts d a i l y o p era ti o n s.

*2000 PMBOK Guide (p. 4).

Your Turn: What Is Project Management?

There are few if any definitive definitions. Project management knowledge is shared understanding of what it takes to deliver products and services effectively. Your definition should evolve and continuously improve with your knowledge and experience collaborating on projects.

Module 2: PMIs Nine Project Management Knowledge Areas

PMIs Nine Project Management Knowledge Areas

1. 2. 3. 4. 5. 6. 7. 8. 9. Integration Management Scope Management Time Management Cost Management Quality Management Human Resource Management Communications Management Risk Management Procurement Management

#1Project Integration Management

Bringing it All Together:
Building the Project Plan Project Execution Integrated Change Control

Project Management Nerve Center

#2Project Scope Management

Staying Vigilant in Defining and Containing Scope throughout the Project
Project Initiation Scope Planning Scope Definition Scope Verification Scope Change Control

#3Project Time Management

Determining What Gets Done and When through:
Activity Definition Activity Sequencing Activity Duration Estimating Schedule Development Schedule Control

#4Project Cost Management

Planning for Resources Estimating Costs Creating the Budget Managing/Controlling the Budget

#5Project Quality Management

Quality Planning Quality Assurance Quality Control

#6Project Human Resource Management

Organizational Planning Staff Acquisition Team Development

#7Project Communications Management

Keeping Stakeholders Informed (and Involved!)
Communications Planning Dissemination of Information Progress Reporting Administrative Closure

#8Project Risk Management

Expect the Unexpected!
Risk Management Planning Risk Identification Qualitative Risk Analysis Quantitative Risk Analysis Risk Response Planning Risk Management and Control

#9Project Procurement Management

For Projects Using Outside Resources:
Procurement Planning Solicitation Planning Solicitation Source Selection Contract Administration Contract Closeout

Where to Begin?
Look back over your previous project experiences. Chances are, youve used a little of each of these nine areas already. The PMBOK merely codifies them and attempts to give us a framework for understanding and applying project management knowledge productively.

Your Turn: What We Know Already

Look back over your previous experience in project management How many of the nine knowledge areas did you use? (Probably all nine!) Take a quick inventory and point to your most successful application use of that knowledge area. Pick up at least one new tip from others right now!

Module 3: The Triple Constraint

The Triple Constraint

Time Cost

Quality/Scope

OR, IN PLAIN ENGLISH

Fast Cheap

Good

Triple Constraint Trade-Offs

Cost

Quality/Scope
Co n s tr a i n t Ch a n g e Sh o rter Ti m e Red u ced Co st H i g h er Qu a l ity o r In crea sed Sco p e Re q u i r e d A d j u s tm e n t A l te r n a ti v e s (O n e o r Co m b i n a ti o n o f Bo th ) H i g h er Co st Red u ced Qu a li ty o r N a rro w ed Sco p e Mo re Ti m e Red u ced Qu a li ty o r N a rro w ed Sco p e Mo re Ti m e H i g h er Co st

Triple Constraint: Setting Priorities

Pr i o r i ty M a tr i x

Co n s tr a i n t Ti m e Co st Qu a li ty/Sco p e

Measu rem en t

Must be set by customer and sponsor near startup. May change over time, but a change is a significant event!
Ex a m p l e o f a Co m p l e te d Pr i o r i ty M a tr i x f o r a Co n str u cti o n Pr o j e ct

Co n s tr a i n t Ti m e Co st Qu a li ty/Sco p e

X X X

Measu rem en t Bu i l d i n g m u st b e co m p leted b y Octo b er 3 1 o f th i s yea r to a cco m m o d a te co rp o ra te m o ve. Co sts fo r th e p ro j ect m u st n o t ex ceed $ 2 2 . 5 m i l li o n . Mu st p ro vi d e w o rk sp a ce fo r 1 2 0 ca l l cen ter sta ff.

If these are the established priorities and measurements, what are some of the implications for the project if the project starts running late or shows signs of exceeding budget?

Module 4: Risk Management

Risk Identification Worksheet

Risk Identification Worksheet

Enter risk scenario (how an event could jeopardize project outcome). Rate probability, impact, and degree of control using rating scale of:
1 = Low 2 = Medium 3 = High

Scenario:

Probability

Impact

Control

Index

Financial Impact:

Compute risk index using formula: If possible, enter financial impact. Probability * Impact Risk Index take: Determine actions to = Control
Ignore (do nothing) Eliminate (sidestep) Manage

Action to be Taken: Mitigations:

Ignore

Eliminate

Manage

Contingencies:

Manager of This Risk:

For managed risks, indicate mitigations and contingencies and assign risk manager. Log actions taken as they occur.

Actions Taken
Action: Date:

Giving Risks Priorities

Maintain inventory of all risks identifiedupdating probabilities, impacts, and controls if changes occur.

Risk Priority Worksheet

Risk ID
1 2 3 4 5 6

Risk Scenario
Key stakeholders unavailable during project definition phase Vendors late in delivering required software for security system Loss of key team member in middle of project Power failure due to seasonal storms Final regulations controlling administration of new system late Scope changes require additional tasks and resources

Probability
2 2 1 1 2 2

Impact
3 2 3 3 3 3

Control
2 1 2 1 1 2

Index
3 4 1.5 3 6 3

Focus attention on the risks with the highest Indices!!!

Risk Priority Worksheet

Risk ID
5 2 1 4 6 3

Risk Scenario
Final regulations controlling administration of new system late Vendors late in delivering required software for security system Key stakeholders unavailable during project definition phase Power failure due to seasonal storms Scope changes require additional tasks and resources Loss of key team member in middle of project*

Probability
2 2 2 1 2 1

Impact
3 2 3 3 3 3

Control
1 1 2 1 2 2

Index
6 4 3 3 3 1.5

* How would this change if you learned that a team member has announced that she is a finalist for a new position at the home office 1,500 miles away?

Your Turn: Project Risk Scenarios

Risk Identification Worksheet
Scenario:

1.

Individually identify and jot down four possible risk scenarios this project might face. Share these within your group and create a Risk Priority Worksheet of your pooled risks. Score the risks. For the top two, brainstorm at least one mitigation and one contingency. Use the Risk Identification Worksheet as a guide, but you do not need to complete one for this exercise.

Probability

Impact

Control

Index

Financial Impact:

2.

Action to be Taken: Mitigations:

Ignore

Eliminate

Manage

3. 4.

Contingencies:

Manager of This Risk:

5.

Actions Taken
Action: Date:

Module 5: Project Selection

How Projects Come to Be

Project selection can be a difficult process, especially when there are a large number of potential projects competing for scarce dollars. Some selection methods are highly intuitive; others try to add rigor through more scientific selection processes.

Sacred Cows and Pressing Needs

Sacred Cow selectionSenior Management wants it! (it may often turn out well; many visionary projects start here) Business opportunity (make more $$$) Savings potential (save $$$) Keeping up with competition (example, many e-commerce projects were in response to competitors initiatives) Risk management (examples: disaster recovery initiatives, Y2K) Government or regulatory requirements

URGENT!!!

First Selection Criterion

Sanity Check: Does the project fit in with the stated goals of the organization? Which of the following meet this criterion? Why or why not?
An environmental group proposes a project to raise money by selling aerosol cans of a powerful new pesticide. A video store chain proposes to develop a web site for ordering and distributing videos. A bank offers a free rifle to anyone opening a new savings account. A restaurant equipment manufacturer decides to introduce a line of high-end refrigerators for the consumer market.

Selection Tools
N u m e r i c M e th o d Pa yb a ck Peri o d Net Presen t Va l u e D e s cr i p ti o n Determ i n es h o w q u i ck l y a p ro j ect reco u p s i ts co sts Esti m a tes th e cu rren t w o rth o f a n ti cip a ted ca sh fl o w s resu l ti n g fro m th e p ro j ect Sco res m u l tip l e p ro j ects a g a i n st a set o f selecti o n cri teria , w i th a l l cri teri a b ei n g eq u a l Sco res m u l tip l e p ro j ects a g a i n st a set o f selecti o n cri teria , w i th ea ch criteri o n a ssi g n ed a n u m eri c w ei g h t Ra n k o rd eri n g a n u m b er o f ca n d i d a te p ro jects b y system a tica l l y co m p a ri n g o n e w i th ea ch o f th e o th ers

Un w ei g h ted Selecti o n

Wei g h ted Sel ecti o n

Pa i rw i se Pri o ri ti es

Weighted Criteria
Criteria Weight Item

0
Total: 0

0
Total: 0

0
Total: 0

0
Total: 0

0
Total: 0

Weighted Criteria (example, using scale of 1-5)

Weight Item Criteria
Project A Project B Project C

4 Good ROI 3

12
2 3

15
5

CEO Likes It

10
5 4

15
2

25

Provide Better Service

20
4 4

16
5

Match New Initiatives of Competition

12

12

15

Our Winner!!
(hmmmm)

0
Total: 54

0
Total: 58

0
Total: 57

0
Total: 0

0
Total: 0

Unweighted Criteria (example, using scale of 1-5)

Item
Project A Project B Project C

Criteria
Good ROI

CEO Likes It

Provide Better Service

Match New Initiatives of Competition

Our Winner!!
(Still! So the boss was right..)

0
Total: 15

0
Total: 16

0
Total: 15

0
Total: 0

0
Total: 0

Forced Pair Comparisons for Priorities

Allows individuals or groups to rank order lists of candidate projects (or anything, for that matter!) Simple Works well for fewer than 20 items
1 -- 2 1 -- 3 1 -- 4 1 -- 5 1 -- 6 1 -- 7 1 -- 8 1 -- 9 1 -- 10 1 2 -- 3 2 -- 4 2 -- 5 2 -- 6 2 -- 7 2 -- 8 2 -- 9 2 -- 10 2 3 -- 4 3 -- 5 3 -- 6 3 -- 7 3 -- 8 3 -- 9 3 -- 10 3 4 -- 5 4 -- 6 4 -- 7 4 -- 8 4 -- 9 4 -- 10 4 5 -- 6 5 -- 7 5 -- 8 5 -- 9 5 -- 10 6 -- 7 6 -- 8 6 -- 9 6 -- 10 7 -- 8 7 -- 9 7 -- 10 7 8 -- 9 8 -- 10 8 9 -- 10 9 10

Item Scores 5 6

How to Use Forced Pair Comparisons

Generate list of items.
 For project selection, this will be the list of candidate projects.

Number the items for identification purposes. Use the grid to compare each item with the other items on the list, circling the item that is the more preferred of the two. (You must make a choice for each pair!) Count the number of times each item was circled and enter its score on the bottom line of the grid. Rank order the list using the scores you have derived. The item with the highest score is #1. The item with the second-highest score is #2. (In case of a tie, you may either do a mini-grid for the tied items, or refer to your original preference when you were circling the items in the grid above.) Use less than a full grid for fewer than 10 items; expand grid for more items.

How to Use Forced Pair Comparisons

Example: Seven Books I Have Always Wanted to Read and Havent

1. 2. 3. 4. 5. 6. 7.

Middlemarch Ulysses Remembrance of Things Past War and Peace Moby Dick Anna Karenina Pride and Prejudice

How to Use Forced Pair Comparisons

Example (continued):
1 -- 2 1 -- 3 1 -- 4 1 -- 5 1 -- 6 1 -- 7 1 -- 8 1 -- 9 1 -- 10 1 2 -- 3 2 -- 4 2 -- 5 2 -- 6 2 -- 7 2 -- 8 2 -- 9 2 -- 10 2 3 -- 4 3 -- 5 3 -- 6 3 -- 7 3 -- 8 3 -- 9 3 -- 10 3 4 -- 5 4 -- 6 4 -- 7 4 -- 8 4 -- 9 4 -- 10 4 5 -- 6 5 -- 7 5 -- 8 5 -- 9 5 -- 10 6 -- 7 6 -- 8 6 -- 9 6 -- 10 7 -- 8 7 -- 9 7 -- 10 7 8 -- 9 8 -- 10 8 9 -- 10 9 10

Item Scores 5 6

2*

1*

* Break ties. In this case, #1 and #6 as well as #3 and #6 were tied. Ties were broken merely by referring to previous choice made in the grid.

How to Use Forced-Pair Comparisons

Example (concluded): Ranked List of the Seven Books I Have Always Wanted to Read and Havent

1. 2. 3. 4. 5. 6. 7.

Pride and Prejudice Ulysses War and Peace Middlemarch Moby Dick Remembrance of Things Past Anna Karenina

Practice Placing Priorities on a Short List

1 -- 2 1 -- 3 1 -- 4 1 -- 5 1 -- 6 1 -- 7 1 -- 8 1 -- 9 1 -- 10 1 2 -- 3 2 -- 4 2 -- 5 2 -- 6 2 -- 7 2 -- 8 2 -- 9 2 -- 10 2 3 -- 4 3 -- 5 3 -- 6 3 -- 7 3 -- 8 3 -- 9 3 -- 10 3 4 -- 5 4 -- 6 4 -- 7 4 -- 8 4 -- 9 4 -- 10 4 5 -- 6 5 -- 7 5 -- 8 5 -- 9 5 -- 10 6 -- 7 6 -- 8 6 -- 9 6 -- 10 7 -- 8 7 -- 9 7 -- 10 7 8 -- 9 8 -- 10 8 9 -- 10 9 10

Item Scores 5 6

Module 6: Work Breakdown Structures

Work Breakdown Structures

Work Breakdown Structures (WBSs) help organize the activities required to meet the objectives of the project. Focus is on deliverables. May be organized:
By phase of the project By component

Phase-Based WBS
Partial WBS for Software Project Based on Phase
Customer Relationship Management System

Project Management

Requirements

Design

Build

Planning Reporting Administration Meetings Documentation Planning

Client Interviews Review of Current Workflows

Logical Design

Logical Design

etc.

Process Models Business Objectives Use Cases Preliminary Test Planning Logical Data Models Documentation Planning Training Requirements

Process Models Use Cases Physical Data Models

Component-Based WBS
Partial WBS for Lux ury Townhouse Com plex by Com ponent
IYHTAYCAI* Village Project (*If you have to ask, you can't affort it)

Project Management

Buildings

Land Planning

Sales and Marketing

Planning Reporting Administration Meetings Documentation Planning

Townhouse Units Clubhouse Gatehouses Pro Shop Documentation Planning Maintenance Staffing Requirements Permits and Inspections

Water and Sewers Roads and Access Lanes Retention Ponds 18-Hole Golf Course Permits and Inspections

Advertising Association Declarations General Legal

Work Packages
Lowest level of WBS is called a Work Package if further deconstruction into activities is possible.
May be assigned as a subproject May be subordinated into WBS structure for estimating purposes

Activities at this level become the basis for time and duration estimates.

Sources of Project Activities: Brainstorming

More Sources of Project Activities: Templates Dont reinvent the wheel!

As you get more projects under your belt, work with other project teams to develop templates for WBSs to use as a starting point. Remember, no two projects are ever exactly alike (remember the unique in the definition of a project)! The template should be a starting point to be tailored to the specific needs of the current project. Even with the time spent in tailoring, templates can be enormous time-savers.

Assigning Responsibilities: Responsibility Matrix (Also Known as RACI Chart) Cross-reference of tasks and resources assigned to the project.
Project Item Project Definition Risk Management Detailed Design Weekly Web Bulletin etc. Sponsor A A A I Project Manager A R R R Project Team R R R R Project Office I C C I

R = Responsible A = Accountable C = Consulted I = Informed

Module 7: Project Scheduling

Network Diagrams and Critical Path Analysis

Once youve determined the activities for the project and estimated their durations, network diagrams are the next step for creating the project schedule. Two Types:
Activity on Arrow (AOA)nodes on the diagram connect arrows and represent activities Activity on Node (AON)nodes represent activities that are connected by arrows showing the precedence of activities

Network Diagram Example Activity

on Arrow (AOA)
Task D u ra ti o n Pre d e ce sso r(s) A 8 d a ys B 6 d a ys 1 C 3 d a ys 1 D 0 d a ys 3 E 1 2 d ays 4 F 5 d a ys 2 G 5 d a ys 6 H 5 d a ys 7 I 0 d a ys 5,8

F (5d) B (6d) A (8d) C (3d) D (0d)

G (5d)

H (5d) I (0d)

E (12d)

Critical path is A-B-F-G-H-I, with total duration of 29 days. There is one non-critical path A-C-D-E-I, with total duration of 23 days. NOTE: Task A has no slack because it is on the critical path.

Network Diagram Example Activity

on Node (AON)
Task D u ra ti o n Pre d e ce sso r(s) A 8 d a ys B 6 d a ys 1 C 3 d a ys 1 D 0 d a ys 3 E 1 2 d ays 4 F 5 d a ys 2 G 5 d a ys 6 H 5 d a ys 7 I 0 d a ys 5,8

Once again, the critical path is A-B-F-G-H-I, with total duration of 29 days. There is one non-critical path A-C-D-E-I, with total duration of 23 days. NOTE: Task A has no slack because it is on the critical path.

Your Turn: Party Exercise

Networked Tasks
Scheduling Algorithm Exercise Determine Early Start/Early Finish, Late Start/Late Finish And Critical Path

ES LS

EF LF

ES LS

EF LF

ES LS

EF LF

ES LS

EF LF

ES LS

EF LF

ES LS

EF LF

ES LS

EF LF

ES LS

EF LF

Rule #1: Rule #2: Rule #3: Rule #4:

In forward pass, ES = latest EF of predecessor In backward pass, LF = earliest LS of successors Task is CRITICAL if ES=LS and EF=LS (no Slack) Task is NON-CRITICAL if ES<>LS and Slack = LS ES (or LF EF)

Completed Network w/Forward & Backward Pass Calculations

Scheduling Algorithm Exercise Determine Early Start/Early Finish, Late Start/Late Finish And Critical Path

0 165

30 195

30 195

60 225

Slack = 165

0 0

0 0

135 135

225 225

225 225

225 225

0 45

0 45

45 45

135 135

135 195

165 225

Slack = 60
Rule #1: Rule #2: Rule #3: Rule #4: In forward pass, ES = latest EF of predecessor In backward pass, LF = earliest LS of successors Task is CRITICAL if ES=LS and EF=LS (no Slack) Task is NON-CRITICAL if ES<>LS and Slack = LS ES (or LF EF)

Completed Network w/Forward & Backward Pass Calculations

Scheduling Algorithm Solution Determine Early Start/Early Finish, Late Start/Late Finish And Critical Path

Once start date/time entered, other calculations automatic with project management software

Module 8: Project Stakeholders

Project Stakeholders
Individuals and organizations that are actively involved in the project, or whose interest may be positively or negatively affected as a result of project execution or project completion. 2000 PMBOK Guide Short list
Project benefactor Project requestor Project manager and team Those affected by the project

Project Stakeholders: Partial List of Candidates for Stakeholder Roles

Project benefactor and upper management
Project sponsor Project office/project advisory boards Executive management

Project requestor Project manager and team

If a team member has a line manager, he or she is a key stakeholder as well. (They hold the strings for your team member.) Legal Audit Telecommunications IT infrastructure Quality assurance Human Resources Department Customers Vendors Governmental agencies Other regulatory bodies

Internal Consultants

External entities affected by the project

Your Turn: Identifying Project Stakeholders

Potential Stakeholders
Stakeholders Inside the Team

Stakeholders Within the Organization

Stakeholders Outside the Organization

Module 9: Defining Scope

Defining Scope
Product Scope Versus Project Scope
Product Scope: The sum of the features that make up the product or service created by the project. Project Scope: All of the activities and resources required to produce the target product or service.

Preliminary Context Diagrams : Deconstruction

Widget World

Manage Enterprise

Sell Widgets

Manage Systems (IT Dept)

Maintain Accounts

Run HR

Manage Sales

Support Sales (Our Context)

Sell Product

Support Systems

Develop Systems

Design Websites

Hire Staff

Develop Courses

Maintain Employee Records

Here weve drilled down into the Widget World organization and depicted the major functions within the company. Ideally, the top level should encompass the entire organization. We have been charged with evaluating a flawed sales support system that provides automated training and support to the sales staff. The scope of the training product is therefore the box labeled Support Sales.

Scope (Context) Diagrams

Defining the End Product
Login and Lesson Participation Usage Statistics

Sales Staff

Ad Hoc Product and Procedures Inquiries

IT Dept

Ad Hoc Product and Sales Support

Course Lessons, Assessments, and Learner Evaluations

Sales Staff Performance Support Training Product

Sales Staff Information and Access Permissions

Sales Managers

Sales Staff Participation and Progress Reports

Course Development Group

Sales Staff Participation and Progress Reports Content Updates

HR Department

Scope (Context) Diagrams

Defining the End Product (continued)

So ftw are Pro d u ct

The software product, usually drawn as a rounded-corner square, and always in the center of the graphic

In d ivid u als W h o In teract W ith So ftw are Pro d u ct

One rectangle for each class of individual (e.g., customer) or organization (e.g., HR) that might interact with the software solution One rectangle (with an extra line inside the top) for each class of system (e.g., your HR System) that may interact with the software product One arrow for each major class of information that flows to or from the software product

System s Th at In teract W ith So ftw are Pro d u ct

Scope (Context) Diagrams

(applied to project team charged with delivery of the product)

Request for Infrastructure

HR Dept

Requirements Approvals/$

IT Systems Support

Completed System

Progress Reports

Project to Develop Sales Staff Support System

Interim Versions

Recommendations/ Approvals

Internal Focus Group Participants

Template Designs

Internal Web Design Group

Content Rules

Sales Managers

Scope (Context) Diagram

(applied to project team charged with delivery of the product - continued)
So ftw are Develo p m en t Pro ject The name of the software development project, usually appearing in the center of the graphic as a rounded-corner square

An y In d ivid u als o r Org an iz atio n s In teracting W ith Pro j ect Team

One rectangle for each class of individual (e.g., project sponsor) or organization (e.g., IT Department) that may interact with your software development project team in developing the software product One rectangle (with an extra line inside the top) for each class of system (e.g., a course module library) that be used by the software development project team in developing the software product

System s Th at In teract W ith Project Team

One arrow for each major class of information that flows to or from software development project team

Module 10: The Project Life Cycle

The Project Life Cycle

General Form of a Project Life Cycle
Project
Phase 1 Phase 2 Phase 3 Phase... Phase "n"

Project Life Cycles Are Like Snowflakes!

Simple Three-Phase Project Life Cycle

Project
Initiation Execution Close-Out

Nine-Phase Project Life Cycle

Project
Formulate Concept Evaluate Concept Verify Scope Design Construct Deploy Maintain Close

Our Project Life Cycle

Project Life Cycle Used in this Workshop

Project
Initiation
Ph a se In i ti atio n D e fin iti o n Plan n in g

Definition

Planning

Implementation

Closure

Im p l e m e n ta ti o n Clo su re

Pu r p o s e In tro d u ce p ro j e ct to attai n ap p ro va l a n d cre ate p ro je ct ch a rte r D o cu m e n t p ro je ct sco p e , d e live ra b le s, a n d m e th o d s fo r co n tain i n g sco p e . Cre ate p l an d o cu m e n ti n g th e activitie s re q u ire d to co m p le te th e p ro j e ct, a lo n g w ith se q u e n ce o f acti vitie s, re so u rce s a ssi g n e d to th e a cti vi ti e s, a n d re su ltin g sch e d u le a n d b u d g e ts. Ex e cu te a n d m an a g e th e p l an , u sin g a rti facts cre ate d in th e p lan n in g p h a se . Fo rm all y re vie w th e p ro je ct, in clu d in g le sso n s le a rn e d a n d tu rn o ve r o f p ro je ct d o cu m e n tatio n .

Continuous Improvement

Lessons

Learned

Project
Initiation Definition Planning Implementation Closure

Module 11: Project Management Software

A Word About Tools

Many people assume that project management is all about management software. Thats like saying that residential construction is all about hammers! Such tools will often make your work simpler and handle complex calculations with ease. However, without a solid understanding of PM concepts, the tools often provide an illusion of project control that does not exist. Learn the concepts, then the tool.

Module 12: Project Communications

Communication Made Simple

The Two-Floor Rule
Every stakeholder should receive information at just the right level of detail for them. High-level managers wont want to see all the gory details of the project. Your team members need to see a great deal more. If your level of reporting is appropriate, and one of your stakeholders steps into the elevator and asks about the status of the project, you should be able to brief him or her by the time the elevator stops two floors away.

Communication Plan
Communication Team Briefing Format Restricted Intranet Frequency Daily at 9:00 Distribution Team and stakeholders with access to secure project info area Team, sponsor, senior management Webmaster, IT Department Sponsor, Senior Management All internal stakeholders All internal stakeholders All internal stakeholders All internal stakeholders

Weekly Web Bulletin Technical Incident Report Budget and Schedule Detail Accomplishments and Setbacks Schedule Milestones Cost-to-Date Milestones Current Top 5 Risks

Internal Intranet Email Spreadsheets and Detailed Gantt Chart Email and Intranet Email and Intranet Email and Intranet Email and Intranet

Weekly Immediately after Incident Bi-Weekly Weekly Weekly Weekly Weekly

Some Simple Tools

Acco m p lish m en ts an d Setb ack s fo r Perio d Startin g 2 /9 /0 4 Acco m p lish m en ts fo r Perio d 2 /1 5 /0 4 Setb ack s for Perio d

Some Simple Tools (continued)

Schedule Milestones as of 2/15/2004
ID Milestone Scheduled Actual Variance Completion Completion in Days

Some Simple Tools (continued)

Co st-to -Date M ilesto n es as o f 2 /1 5 /2 0 0 4
ID M ilesto n e Sch ed u led Co st to D ate Actu al Co st to D ate Co stto -D ate Varian ce

Some Simple Tools (continued)

Top Five Risk s as of 2 /1 5 /2 0 0 4
Ran k / Previou s Ran k Risk Statu s Activities Activities Nex t Period Th is Period Plan n ed for

And Dont Forget

Co n s tr a i n t Ti m e Co st Qu al i ty/Sco p e 1 2 3 M ea su rem en t Bu i l d in g m u st b e co m p l eted b y Octo b er 3 1 o f th i s yea r to acco m m o d ate co rp o ra te m o ve. Co sts fo r th e p ro j ect m u st n o t ex ceed $ 2 2 . 5 m il li o n . Mu st p ro vid e w o rk sp ace fo r 1 2 0 cal l cen ter sta ff.

Changes to either are significant!

Module 13: Project Close

Youve already seen the value of this!

POST-PROJECT REVIEW
Project Name:
Overall Evaluation of the Project
What was the overall mission of the project? Provide a short description based on your understanding of the project.

All in all would you say that the project was successful? Why or why not?

How close was the project to meeting its scheduled completion date?

How close was the project to being completed within budget?

Did the project meet its final stated objectives? Why or why not?

Post-Project Review (continued)

Project Management Issues
Did the project have a sponsor? If so, what was his or her role during the project?

What tools and techniques were used in planning and tracking the project?

Did the scope of the project change after the project was underway? If so, what was the overall impact of the change of scope? How were changes approved?

How was project status communicated during the course of the project?

How were risks managed for the project? Were they identified ahead of time? Did any unforeseen occurrerences hinder the progress of the project?

At the end of the project, was there a formal lessons-learned process or any sort of review similar to the one used here?

Post-Project Review (continued)

Collaboration and Team Issues
How effective was the overall leadership of the project? Did the project manager have the resources and support required to be as effective as she or he could be?

In general, how well did the team members collaborate? Why was this so?

Did team members work together in a single physical area or were they physically separated?

What were the primary modes of team communication? Which ones worked best? Which ones worked least well?

Were all team members available at the times they were needed for project work or status meetings? What impact did this have on the project?

Were all stakeholders and subject matter experts available to answer questions when needed? What impact did this have on the project?

Post-Project Review (continued)

Technology and Knowledge Management Issues
How did technology help (or hinder) the progress of the project? Were any new technologiy tools introduced for this project?

Was any kind of project management software, such as Microsoft Project, used for the project? What are the ways it was used (for example, scheduling, reporting, and cost reporting).

What other tools (word-processors, spreadsheets, presentation software, or diagramming tools) were used in the project?

Was the project team able to obtain adequate advice and technical support for the technology tools used in the project? How could it improve?

Are there any areas about which you would like to learn more in order to make you more effective in working on your next project? What resources are available for obtaining that knowledge or skill?

Participant Name: Participant Signature: Evaluation Date:

Stakeholders Report/Celebration
Communicate Results Pinpoint Successes Propose Maintenance/Corrective Measures if needed
share contributing success factors present plans for corrective action

Sharpen the Saw for the future Project Best Practices Celebrate Successes!!!!

Module 14: Whats Next?

Personal Action Plan

Personal Self-Evaluation and Action Plan for Follow-Up after This Workshop These are the knowledge areas and skills that I already knew and had reinforced by this workshop.

These are the knowledge areas and skills that were new to me that I will be able to use in my project work in the future.

These are the knowledge areas and skills introduced in the workshop on which I might need a refresher to use comfortably.

Personal Action Plan (continued)

These are the knowledge areas and skills that were not covered (or not covered in sufficient detail), but about which I would like to learn more.

These are the steps I plan to take immediately.

These are the steps I want to take within the next six months

These are goals related to project management that I want to achieve within the next two years.

Personal Action Plan

This plan is your plan and you need not share it with anyone else in the workshop. However, find a colleague with whom you can share your plan.
Make this Project Management In the First Person and set out to put in place the steps you listed to meet your stated goals.

Much success in the future!!

Module 15: Bibliography

Bibliography
Adams, John R., and Campbell, Bryan, Roles and Responsibilities of the Project Manager, 4th Edition, Project Management Institute, 1990 Baker, Sunny and Kim, The Complete Idiot's Guide to Project Management, New York, NY: Alpha Books, 1998. Bennatan, E.M, On Time Within Budget: Software Project Management Practices and Techniques, 3rd Edition, New York, Wiley. 2000. Brooks, Fredrick. The Mythical Man-Month. Addison Wesley. 1995. DeWeaver, Mary F. and Gillespie, Lori C., Real-World Project Management: New Approaches for Adapting to Change and Uncertainty. New York: Quality Resources, 1997. Dinsmore, Paul C., Human Factors in Project Management. New York: AMACOM, 1990. Doyle, Michael and Straus, David, How to Make Meetings Work, New York: Jove Books, 1982. Greer, Michael, The Manager's Pocket Guide to Project Management, Amherst, MA: HRD Press, 1999. Greer, Michael, The Project Manager's Partner: A Step-by-Step Guide to Project Management, Amherst, MA: HRD Press, 1996. Haynes, Marion E., Project Management. Crisp Publications, 1989. Laufer, Alexander and Hoffman, Edward J., Project Management Success Stories: Lessons of Project Leadership, New York, Wiley. 2000. Lewis, James P., Fundamentals of Project Management. New York: AMACOM, 1997. Lock, Dennis, Project Management (Sixth Edition). New York: Wiley, 1996.

Bibliography
Martin, Paula and Tate, Karen. Getting Started in Project Management. New York, Wiley, 2001. Meredith, Jack R. and Mantel, Jr., Samuel J., Project Management: A Managerial Approach. 5th Edition. New York. Wiley. 2003. Penner, Donald. The Project Managers Survival Guide. Battelle Press, 1994. Peters, Tom, Reinventing Work: The Project 50: Fifty Ways to Transform Every "Task" Into a Project That Matters. New York. Alfred A. Knopf, 1999. Project Management Institute. A Guide to the Project Management Body of Knowledge (PMBOK Guide) -- 2000 Edition, 2001. Roberts, W. Leadership Secrets of Attila the Hun. Warner Books, 1987. Schrage, Michael. Shared Minds: The New Technologies of Collaboration. New York: Random House. 1990. Thomsett, R. People and Project Management. Yourdon Press, 1980. Verzuh, Eric. The Fast Forward MBA in Project Management: Quick Tips, Speedy Solutions, and Cutting-Edge Ideas. New York, Wiley. 1999. Wideman, R. Max (Editor). Project and Program Risk Management: A Guide to Managing Project Risks and Opportunities. Project Management Institute, 1992. Wysocki, Robert K. et al, Building Effective Project Teams. New York: Wiley, 2001. Wysocki, Robert K. et al, Effective Project Management. New York: Wiley, 1995.

Module 16: The Project Charter

The Project Charter

The project charter is the projects license to do business. It should come from someone outside the project itself with funding-access, resourceassignment, and decision-making authority sufficient to support the project. This person is usually known as the project sponsor.

Why Have a Project Charter?

Primary purpose: to get approval to proceed with the project and obtain sufficient approval for resources to move to the next phase of the project. Communicate to stakeholders and other interested parties the mission and objectives of the project. Communicate to the project team what they are expected to accomplish.

Project Charter Components*

Project Mission Project Scope Project Objectives Project Assumptions Project Constraints Milestones Project Risks Stakeholders Signature Page Granting Authority to Proceed
In some organizations, the project charter is an evolving document. Many of the components listed will change as the project moves into the project definition phase.

Your Turn: Starting the Charter

Li s t a t l ea s t Th r ee SM A RT Ob j e ct i v e s .

Pr o j e ct A ssu m p ti o n s
Li s t a t l ea s t th re e Pr o j ec t A s s u m p t i o n s .

Pr o j e ct Co n str a i n ts
See Pr o j ec t Pri o r i t y M a tr i x i n A p p en d i x . Li s t a n y o t h e r c o n s tr a i n ts h er e.

Pr o j e ct Ph a se s
I n d i ca te t h e p h a s e s o f th e p r o p o s e d p r o j ec t.

M i l e sto n e s
Li s t m a j o r m i l es to n e s f o r p ro j e ct i d e n t i f i ed s o f a r . (I n c l u d e a t l ea s t f i v e th ro u g h o u t th e l i f e o f th e p r o j ec t. )

Pr o j e ct Ri sk s
A tta c h Ri s k I d en ti f i c a t i o n W o rk s h e et s a n d Ri s k Pr i o ri t y W o r k s h e et .

Sta k e h o l d e r s
A tta c h Po ten ti a l Sta k e h o l d er s W o rk s h e et.

Si g n a tu r e Pa g e G r a n ti n g Au th o r i ty to Pr o ce e d
O b t a i n s i g n a tu re s o f Pro j e ct Sp o n s o r a n d Pro j ec t M a n a g er . Pro j ec t Sp o n s o r Si g n a t u r e: Pro j ec t M a n a g er Si g n a tu re:

Module 17: Project Management Maturity Model

Project Management Maturity Model (PMMM)

PMI defines process improvement as the Systematic and sustained improvement of processes and thus the products they produce. The Five Levels of PMMM:
Level 1Initial Process
Project management practices are ad hoc and inconsistent within organization. Project management practices are commonly understood and followed, but most knowledge is commonly understood rather than documented. Project methodology usually in place, with written guidelines for project deliverables and processes. Systematic collection of project performance data to set baselines for performance goals. Proactive approach applying metrics and best practices to achieve highest level of project excellence.

Level 2Repeatable Process

Level 3Defined Process

Level 4Managed Process

Level 5Optimization

Rewards of PMMM
The promise of continuous process improvement through repeatable processes, benchmarking, and optimization: To break the triple constraint and achieve

Faster!!

Cheaper!!

Gooder, oops, Better!!!

Module 18: SMART Objectives and Project Assumptions

Writing SMART Objectives

S M A R T

Objectives should be stated in terms that include that include some quantitative target for the end product. pecific There should be some way of actually testing whether or not that stated target has been met. easurable The desired objective must be one that is actually possible to achieve within the time and cost parameters provided. ttainable The desired objective should relate directly to the organization's business needs and stated mission. elevant The boundaries for completion date of the desired objective should be either a specific date or time or an "offset" from the beginning of the project. (For example, must be completed within five months of project launch.)

ime-Bound

Project Assumptions
Almost every lesson includes the reminder Dont Assume!! Turn that around and make it Document Assumptions!
Dont expect others to read your mind. Capture as many assumptions as possible to include in your initial project charter. Dont be surprised if others do not share all your assumptions. This is the time to resolve differences before the project is underway!