getting control of your projects! kirk schanzenbach ny state comptrollers office
TRANSCRIPT
Getting Control of Your Projects!
Getting Control of Your Projects!
Kirk SchanzenbachKirk Schanzenbach
NY State Comptroller’s NY State Comptroller’s OfficeOffice
Successful Projects ProvideSuccessful Projects Provide
Increased Organizational BenefitsIncreased Organizational Benefits
Happy Executives!!Happy Executives!!
Happy Customers/UsersHappy Customers/Users
Happy Project ParticipantsHappy Project Participants
Measuring SuccessMeasuring Success
On TimeOn Time
Within BudgetWithin Budget
Within ScopeWithin Scope
Provides Functionality PromisedProvides Functionality Promised
Provides Organizational BenefitsProvides Organizational Benefits
Meets Customer/User NeedsMeets Customer/User Needs
What We GetWhat We Get
Out of Control Costs/Staff TimeOut of Control Costs/Staff Time
Everyone SurvivedEveryone Survived
Some of the Promised Features WorkSome of the Promised Features Work
Delays Measured in YearsDelays Measured in Years
Products Not Always UsedProducts Not Always Used
What is Project Management?
What is Project Management?
Project management is the Project management is the application of knowledge, skills, tools, application of knowledge, skills, tools, and techniques to project activities in and techniques to project activities in
order to meet the project order to meet the project requirements.requirements.
(PMBOK 2000)(PMBOK 2000)
““Project management is both an art Project management is both an art and a science.”and a science.”
Dr. Harold Kerzner Dr. Harold Kerzner
What Is Project Management,Really?
What Is Project Management,Really?
Agreeing on ExpectationsAgreeing on Expectations
Planning the WorkPlanning the Work
Working the PlanWorking the Plan
Delivering the ResultsDelivering the Results
LearningLearning
Project Life Cycle Project Life Cycle
Project InitiationProject Initiation Wild EnthusiasmWild Enthusiasm
DisillusionmentDisillusionment ChaosChaos
Search for the GuiltySearch for the Guilty Punishment of the InnocentPunishment of the Innocent
Promotion of the Non-ParticipantsPromotion of the Non-Participants Definition of the Requirements Definition of the Requirements
Murder Mystery: Who Killed My Project
Murder Mystery: Who Killed My Project Read the HandoutRead the Handout
Identify Project Risk FactorsIdentify Project Risk Factors
Collect Risk Factors & Who Done ItCollect Risk Factors & Who Done It
DiscussionDiscussion
Identify Who Done ItIdentify Who Done It
Successful Projects :Successful Projects :
Demonstrate Need Demonstrate Need andand Benefits Continuously Benefits Continuously Go Through a Rigorous, Step-by-Step ReviewGo Through a Rigorous, Step-by-Step Review Keep It Small, Break It Up!!Keep It Small, Break It Up!! Have Clear, Objective, & Agreed To Scope Have Clear, Objective, & Agreed To Scope Focus on the Customer/Stakeholder Focus on the Customer/Stakeholder Conduct Thorough Business Analysis & PlanningConduct Thorough Business Analysis & Planning Have Experienced Project Manager and SponsorHave Experienced Project Manager and Sponsor Establish a Clear Decision Making ProcessEstablish a Clear Decision Making Process
PM Start Up Kit For Improved Success
PM Start Up Kit For Improved Success
Project Management MethodologyProject Management Methodology
Project Management OfficeProject Management Office
Project Portfolio ManagementProject Portfolio Management
Lots of PatienceLots of Patience
Project Management Project Management MethodologyMethodology
Project Management Project Management MethodologyMethodology
TIMETIME
EFF
OR
TEFF
OR
T
PLANNING EXECUTION &
CONTROL
CLOSEOUTINITIATION
Project Management Life CycleProject Management Life Cycle
Project Management Project Management OfficeOffice
Project Management Project Management OfficeOffice
PMO Mission PMO Mission
To assist and support project sponsors, To assist and support project sponsors, managers and teams in their efforts to deliver managers and teams in their efforts to deliver the desired products on budget and on the desired products on budget and on schedule in furtherance of the Agency mission schedule in furtherance of the Agency mission and objectives. and objectives.
PMO GoalsPMO Goals
Improve Customer Service and ValueImprove Customer Service and Value Advance Portfolio ManagementAdvance Portfolio Management Increase PM and BA MaturityIncrease PM and BA Maturity Continually Improve PM Method & ToolsContinually Improve PM Method & Tools Provide Flexible and Scalable ServicesProvide Flexible and Scalable Services Improve Quality AssuranceImprove Quality Assurance
PMO ServicesPMO Services Project Consulting and Technical AssistanceProject Consulting and Technical Assistance Planning Facilitation and DocumentationPlanning Facilitation and Documentation Project ToolsProject Tools Project Manager Training Project Manager Training Business Process Consulting Business Process Consulting Project Team and Sponsor TrainingProject Team and Sponsor Training Information Services Information Services
Project Portfolio Project Portfolio ManagementManagement
Project Portfolio Project Portfolio ManagementManagement
Portfolio Management Committee
Portfolio Management Committee
Supports Project ManagementSupports Project Management Looks at “Big Picture” Looks at “Big Picture” Ranks Projects ObjectivelyRanks Projects Objectively Makes Sure We’re Doing the RIGHT ThingsMakes Sure We’re Doing the RIGHT Things Insures the Project is Still WORTH Doing!Insures the Project is Still WORTH Doing! Approves Project Through “Gates” Approves Project Through “Gates”
What’s Up With All Those Gates?
What’s Up With All Those Gates?
Gate 1 – Business CaseGate 1 – Business Case Gate 2 – Concept ProposalGate 2 – Concept Proposal Gate 3 – Project Charter Gate 3 – Project Charter Gate 4 – Project PlanGate 4 – Project Plan Gate 5 – Project StatusGate 5 – Project Status Gate 6 – Post Implementation Review Gate 6 – Post Implementation Review
Getting StartedGetting Started
Broadly Recognized Organizational Broadly Recognized Organizational
NeedNeed Understanding of Your PM MaturityUnderstanding of Your PM Maturity Organizational Focus…Oh, and Organizational Focus…Oh, and
ResourcesResources Clear Strategic Clear Strategic
Focus/Objectives/BenefitsFocus/Objectives/Benefits Project Review and Approval Project Review and Approval
ProcessProcess Common Language and Approach Common Language and Approach
Other Uses of Project Management
Other Uses of Project Management
AuditsAudits Certain Operational Type Certain Operational Type
ActivitiesActivities
Sche
dule
Sche
dule
ScopeScope
Budget
Budget
TRIPLE CONSTRAINTS
TRIPLE CONSTRAINTS
A Common Characteristic…
A Common Characteristic…
Controlling the Project Controlling the Project Define the ProjectDefine the Project Develop PlansDevelop Plans Execute Plans and Resolve IssuesExecute Plans and Resolve Issues Measure Progress Against BaselinesMeasure Progress Against Baselines Report Status to StakeholdersReport Status to Stakeholders Identify and Approve ChangesIdentify and Approve Changes Manage with Management Plans Manage with Management Plans
WATCH OUT FOR THE SCOPE CREEP! WATCH OUT FOR THE SCOPE CREEP!
Choose Your Pain! Choose Your Pain!
Plan Now…Plan Now… ……Or Pay Later!Or Pay Later!