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Project
ManagementSkills
Project
ManagementSkills
[Insert Date Here][Insert Instructor Name Here]
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What is
ProjectManagement?
What is
ProjectManagement?
Project
ManagementSkills
Project
ManagementSkills
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What is
Project Management? Why is project management
important?
How do unidentified risks impact theoutcome of the project?
Identify who should be responsiblefor tasks
Determine if projects can be dividedinto phases
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Triple Constraint
Diagram
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Class Exercise
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What is aProject?What is aProject?
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ManagementSkills
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What is a project?
Temporary with a specific start and
end date
Have an end result deliverable or
something that must be completed orcreated
WHAT ARE THE KEY
COMPONENTS OF ASUCCESSFUL PROJECT?
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What is a
project?DISCUSSION
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Class Exercise
IDENTIFY PROJECTS
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What is a
ProjectManager?
What is a
ProjectManager?
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Project Manager
Responsibilities
DISCUSSION:
WHAT ARE SOME RESPONSIBILITIES OF APROJECT MANAGER?
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Project ManagerDiscussion
HOW IS A PROJECT MANAGERSELECTED OR APPOINTED?
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What is aStakeholder?
What is aStakeholder?
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Who are thestakeholders?
Someone who has a negative or positive impact
on your project and can influence the
expectations and deliverables.
Discuss who will be the stakeholders on your
next project?
Examples of stakeholders customers,
suppliers, vendors, end-users, team members
and sponsor
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Who is theSponsor?Who is theSponsor?
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Skills
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Who is theSponsor?
Individual who will providesupport or obtain financialfunding for the project
Someone who has a vestedinterest in the project
Example of sponsors
Minister or elder of a church
Board of Director or member Silent partner
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Who arethe TeamMembers?
Who arethe TeamMembers?
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Who are theTeam Members?
IMPORTANT CHARACTERISTICS OF
A PROJECTTEAMS ARE:
Individuals who are appointed, selected orvolunteer to work together on the project
Individuals who have diverse skills and talentsto complete tasks and will provide expertise tomake project decisions
Encourage mentoring with team membersduring the project
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Team OrganizationChart
Sponsor
ProjectManager
Stakeholders/Customers
TeamMembers
Work with the team to develop a schedule and discuss
potential risks. Responsible for ensuring project iscompleted on time, within budget, and on schedule.
Individuals appointed, selected or volunteer to work
together on the project completing tasks or
deliverables.
Individual who will provide support or obtain financial
funding for the project. Someone who has a vested
interest in the project.
Individuals appointed, selected or volunteer to
work together on the project completing tasks or
deliverables.
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Class Exercise
DISCUSSION:
TEAM DIRECTORY TEMPLATE
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Class Exercise
TEAM CONFLICT &CUSTOMER CONFLICT
Divide into teams or discuss as a group
possible solutions
TEAM CONFLICTWhy are team members not completing tasks
Why are team members turning their tasks in late
Team members are unmotivated to complete tasks
CUSTOMER CONFLICTThe requirements are not clear from the customer
The customer delays making important decisions on
critical issues
Decide who will deliver the news to the customer if is not
favorable
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Project TeamDiscussion
DISCUSSION ABOUTTHE TEAM RULES When will the team meet (weekly, bi-weekly, monthly)
Who will set the agenda and organize the meeting time
How will the team decide issues
Who will write the meeting minutes and distribute?
How will the team handle changes?
How does the team resolve conflicts and ensure tasks
are completed?
Who will talk to the customer? Who will report project status to all stakeholders?
Decide when to celebrate the projects completion
date?
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Class Exercise
DISCUSSION:
SOLUTIONSTEAM CONFLICTS
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Class Exercise
SOLUTIONSCUSTOMER CONFLICTS
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ProjectManagement
Processes
ProjectManagement
Processes
ProjectManagement
Skills
ProjectManagement
Skills
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1.InitiatingProcess
1.InitiatingProcess
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Initiating Process
Determine and decide what product or serviceis being developed
Collaborate and clarify the need
Assign or appoint a project manager andsponsor
Gather any information to help understand therequirements of the project by answering thewhat, when, who, why, where and howquestions
Development of the project charter or scope
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Class Exercise
PRELIMINARY DISCUSSIONABOUTTHE NEED FORTHE PRODUCT ORSERVICE
What
When
Who
Why
Where
How
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2. PlanningProcess2. PlanningProcess
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Planning Process
The planning process is to organize andidentify the components of a project to
develop the product or service.
The project manager and the team worktogether to write the scope of work,
create a checklist, identifyresources, estimate time to
develop tasks and recommendmajor deliverables.
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Project Scope
DISCUSS AND WRITE A SCOPE STATEMENT
INCLUDING:
WHAT WHEN WHO WHY HOW
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Scope Statement
The project charter is a document
supported and approved by the sponsor.
This document provides the project
manager authorization to start theproject.
The scope statement should be included
in the project charter.
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The Project Charter
DISCUSSION: THE ELEMENTS OF THEPROJECT CHARTER
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Class Exercise
DEVELOP A SCOPE STATEMENTAND CHARTER
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Project Checklist
The checklist is a document to record these tasksand the team will prioritize them in order ofcompletion.
ST
EPS
T
O DEVEL
OPT
HEPROJECT CHECKLIST:
Identify milestones
Put tasks in order of completion
Identify tasks or activities
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Class Exercise
DEVELOP A PROJECTCHECKLIST
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Project Schedule
Good planning allows for the project managerto manage and control the project tasks andresources
To complete the project schedule, determine
the time for each task and assigna resource who will be responsible
for the task
The team and project
manager should divide up the teams
and provide an estimate of time tocomplete that task
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Project Schedule
DISCUSSION :HOWTO ESTIMATE TASKS
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Critical Path Method(CPM)
The critical path are the tasks that have the
longest path.
Tasks are performed in parallel or one task iscompleted before the next one can begin.
This graph shows why if one task is not
completed on time can impact or cause delays
to the schedule. Could cause a major problemto the outcome of the project.
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Critical Path Method(CPM)
Start Finish
A
B
D
C
F
E
wk1 wk2 wk3 wk4 wk5 wk6 wk7
A
B
C
D
E
F
This diagram shows six tasks in the project schedule. Tasks A, C, and F
are on the critical path, which means if one of these tasks takeslonger than expected, the project will not meet the deadline.
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Critical Path Method(CPM)
This diagram shows how Task A took longer than expected, which
affected when Tasks C & F could start and added 1.5 weeks to theoriginal schedule.
Start Finish
A
B
D
C
F
E
wk1 wk2 wk3 wk4 wk5 wk6 wk7
A
B
C
D
E
F
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Class Exercise
DEVELOP A PROJECTSCHEDULE
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Project Quality
Ensure stakeholder expectations are
being met by defining processes to
verify and validate successful product
completion. Understanding the desired outcome the
team can work together to build quality
into the product.
Monitor quality throughout the project.
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ProjectCommunications
Develop a plan that answers the following
questions: what, when, who, where and how.
What needs to be communicated?
When does the information need to bedistributed?
Who should receive the information (all
stakeholders)?
Where should the information be distributed? How and what format should the information
be presented?
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Class Discussions
PROJECTSTATUSPROJECT RISKS AND ISSUES
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Communication
THE SENDER-RECEIVER MODELThe sender sends a message without interruptions ordistractions. The receiver selects the approach that isacceptable by the team and is available to all members.
PROCESSSTEPS:
Sender has an idea to communicateSender selects the approach(voice, gesture, symbols,
email, phone or meetings
Is there any noises that affects
or impedes the messageReceiver processes the
information sent by sender
Receiver responds to message withappropriate approach
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Successful Meetings
TIPS FOR CONDUCTINGSUCCESSFUL MEETINGS:
Determine meeting place and time
Conduct the meeting with an agenda
Ask all members to report their status on tasks
Identify any new risks or issues
Discuss solutions to issues
Ask members if they will meet their task
deadline End meeting on time and announce the next
meeting
Send out meeting minutes
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Project Status Report
The project statusreport is completed bythe project manageron a regular basis.
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Project Status Report
COMPONENTS OF THE PROJECTSTATUS REPORT:
Project Title
Project Manager
Report Date Current Status
Activities completed during this period
Activities planned until the next meeting
Issues and Resolutions
Changes to project scope
Problems, Risks or Concerns
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Project Risks
DISCUSSION:
IDENTIFY, DOCUMENT & EXAMINE
PROJECT RISKS
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ProjectProcurement
Create a plan to monitor anychanges to contracts that occurduring the project
The project manager will need tounderstand the contractrequirements
At project completion all contractsare closed
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3. ExecutingProcess3. ExecutingProcess
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Executing Process
The planning is now complete and the team canbegin working on their assigned tasks.
Project Status reporting will be conducted on aregular basis.
Any issues that arise will be discussed with theteam, sponsor and possibly the customer.
Some tasks may be re-assigned if the personcannot complete on time or may require extraassistance.
The project manager will need to control thetasks to ensure timely completion.
Communications are ongoing during this phase.
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Executing Process
RECOMMENDATIONS Understand the requirements of the product or
services
Follow a process for soliciting bids
Negotiate terms with vendors or suppliers andhave legal expertise review the contractualagreement
Implement a billing and payment plan
Project manager and team ensure the qualityand requirements are being met with customerapproval
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4. Monitoring
and ControllingProcess
4. Monitoring
and ControllingProcess
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Monitoring andControlling Process
To monitor and manage changes againstthe projects objectives, review thescope statement at periodic times
during the project If you make many changes to the scope,
this is when you need to revisit theobjectives
Use the Change Request/Issue LogTemplate in Appendix A to record thesechanges
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Change Request Log
WHAT ISTHE CHANGE REQUESTLOG?
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On-Going Activities
The following activities, already covered,are on-going activities that are completedthroughout the project.
Time Management Communications
Managing risks
Controlling the schedule
Monitoring the budget
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5. ClosingProcess5. ClosingProcess
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Closing Process
This is the end of the project andthese activities are conducted:
Lessons Learned
Final work
Contract closeout
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Lessons Learned
DISCUSSION:WHATWERE THE SUCCESSES AND
FAILURES OF THE PROJECT?
WHAT COULD BE IMPROVED?
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Final Work
Complete any paperwork and
all documentation for the
project
Assign a person who will who
will keep the records for similarfuture project work
The sponsor or senior person in
the organization should
maintain the files
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Contract Closeout
Complete all paperwork and contracts
associated with the project
Obtain an approval from the customer
C l b t ! C l b t !
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Celebrate! Celebrate!Celebrate!
DISCUSSION:
CELEBRATING THECONCLUSIONOF THE PROJECT
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Summary &Review
Summary &Review
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ManagementSkills
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Summary & Review
Definition of project management Identify the components of a project
Know what the roles and responsibilities of a projectmanager, sponsor, stakeholders and team membersinteract in developing a project
Understand why a project scope and charter help in
planning the project Learn how to develop a checklist, schedule and critical
path method
Show awareness in your project by building quality intothe project
Identify risks that may be associated with the work
effort and develop a plan for mitigation Determine any procurement and or budget requirements
Train and mentor team members
Communicate with all stakeholdersthroughout all phases of the project
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Summary & Review
1. It must be temporary (have a specific start
and a specific end).
You are now aware of the five processes commonlyused to manage projects:
Initiating
PlanningExecuting
Monitoring and Controlling
Closing
2. It must have an end result (a deliverable) -
something must have been completed or created.
A PROJECT MUST MEETTWO REQUIREMENTS
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Summary & Review
THE FOLLOWING BASIC QUESTIONSNEED TO BE ANSWERED WHENSTARTING ANY PROJECT:
What are you going to deliver or accomplish?
When will you produce deliverables?
Who are your stakeholders (customers,sponsors, end users, team members)?
Why is the work necessary?
Where will the product be used and/ordelivered or built when appropriate?
How will you accomplish and manage theobjectives?
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Summary & Review
It is important to train and mentor theindividuals involved with the project.
Throughout the project it is extremelyimportant to communicate with allstakeholders and to document and share
information regarding the status of theproject.
Without communication you cannot be
successful.
Ensure that any contractual agreements
used during the project are closed andthat all of the appropriate invoices arebeing processed for final payments to besuccessful.
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Summary & Review
Customers and Project Sponsorstypically take responsibility for signingoff on the completion of all the agreedupon work.
Others stakeholders may also wish to beinvolved in the signoff process.
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Questions?Questions?
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Skills
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Skills
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Please fill out the
TrainingEvaluation
and turn into theInstructor.
ProjectManagement
Skills
ProjectManagement
Skills