ncet biz bite | project management tips and tools | january 2018

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Project Management: Tips and Tools Kandis Porter, PMP, MBA, MSPM Effective Flow Connections January 24, 2018

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Page 1: NCET Biz Bite | Project Management Tips and Tools | January 2018

Project Management:

Tips and Tools

Kandis Porter, PMP, MBA, MSPM

Effective Flow Connections

January 24, 2018

Page 2: NCET Biz Bite | Project Management Tips and Tools | January 2018

Definition: Project

“A project is a temporary and one-time

endeavor undertaken to create a

unique product or service, which brings

about beneficial change or added

value.”

Reference: PMI, 2017 2

Page 3: NCET Biz Bite | Project Management Tips and Tools | January 2018

“Project Management is the

application of knowledge, skills,

tools, and techniques to project

activities to meet project

requirements.”

Definition: Project Management

Reference: PMI, 2017 3

Page 4: NCET Biz Bite | Project Management Tips and Tools | January 2018

Reasons Why Projects Fail

1. Poorly defined goals and objectives

2. Lack of communication

3. Unclear or changing priorities

4. Overcommitted resources

5. Unrealistic schedules

6. Unclear roles and responsibilities

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Page 5: NCET Biz Bite | Project Management Tips and Tools | January 2018

July 2006: Incirlik Air Base Support

Evacuation Operation of Americans from Lebanon

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Page 6: NCET Biz Bite | Project Management Tips and Tools | January 2018

1. Introduction to the Project Management Institute and Project

Management Body of Knowledge Guide

2. The “triple constraint” imposed on all projects

3. Why it is critical to create a detailed Project Charter & Project

Management Plan

4. Key concepts for project schedule management and using MS

Project as a tool

5. Tracking and managing project Issues, Risks, Actions, and

Decisions (IRAD)

6. Why Lessons Learned are important and how to capture them

What We Will Cover

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Page 7: NCET Biz Bite | Project Management Tips and Tools | January 2018

PMI’s Project Management Professional (PMP) credential is the

most important industry-recognized certification for project

managers

Founded in 1969, PMI delivers value for more than 2.9 million

professionals working in nearly every country in the world through

global advocacy, collaboration, education and research

PMI Purpose: We advance careers, improve organizational

success and further mature the project management profession

through globally-recognized standards, certifications,

communities, resources, tools, academic research, publications,

professional development courses and networking opportunities

Project Management Institute (PMI)

7www.pmi.org/

Page 8: NCET Biz Bite | Project Management Tips and Tools | January 2018

PMBOK’s Five Process Groups

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Page 9: NCET Biz Bite | Project Management Tips and Tools | January 2018

PMBOK’s 10 Knowledge Areas

Integration Management

Scope Management

Schedule Management

Cost Management

Quality Management

Resource Management

Communications Management

Risk Management

Procurement Management

Stakeholder Management

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Page 10: NCET Biz Bite | Project Management Tips and Tools | January 2018

Triple Constraints on Projects10

Page 11: NCET Biz Bite | Project Management Tips and Tools | January 2018
Page 12: NCET Biz Bite | Project Management Tips and Tools | January 2018
Page 13: NCET Biz Bite | Project Management Tips and Tools | January 2018

Scope

Page 14: NCET Biz Bite | Project Management Tips and Tools | January 2018

Flexibility Matrix

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Flexibility Matrix

Least Flexible Moderately Flexible Most Flexible

Scope X

Time X

Cost X

Page 15: NCET Biz Bite | Project Management Tips and Tools | January 2018

Developing a Project

Charter

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Page 16: NCET Biz Bite | Project Management Tips and Tools | January 2018

What is the purpose of a Project

Charter?

The Project Charter formally authorizes the existence

of a project and provides the project manager with

authority to apply resources to project activities.

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Commitment Communication

Page 17: NCET Biz Bite | Project Management Tips and Tools | January 2018

Inputs to the Project Charter

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Business documents: justification the project outcomes will outweigh

investments

Agreements: contracts, service level agreements, letters of intent, etc.

Enterprise environmental factors: industry standards, regulatory

requirements, etc.

Organizational process assets: policies, processes, procedures, templates,

etc.

Page 18: NCET Biz Bite | Project Management Tips and Tools | January 2018

Project Charter

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Project Overview/Purpose/Description

Key deliverables

Measurable project objectives and success criteria

Project Sponsor

Key Stakeholder List

Project Manager and authority level

Project Team

Project Scope

Project Schedule Estimates

Project Cost Estimates

Project Risks Project Decision-Making

Project Approvals and exit criteria

Project Assumptions and Constraints

Page 19: NCET Biz Bite | Project Management Tips and Tools | January 2018

Project Charter

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Project Overview/Purpose/Description

Key deliverables

Measurable project objectives and success criteria

Project Sponsor

Key Stakeholder List

Project Manager and authority level

Project Team

Project Scope

Project Schedule Estimates

Project Cost Estimates

Project Risks Project Decision-Making

Project Approvals and exit criteria

Project Assumptions and Constraints

Page 20: NCET Biz Bite | Project Management Tips and Tools | January 2018

Anyone or any

group that is

impacted by or

has influence

over a project.

Stakeholders

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Page 21: NCET Biz Bite | Project Management Tips and Tools | January 2018

Project Management Plan

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The Charter is an input into the Project Management Plan

Project Management Plan components include but are not

limited to:

▪ Change management plan

▪ Configuration management plan

▪ Scope baseline

▪ Schedule baseline

▪ Cost Baseline

Page 22: NCET Biz Bite | Project Management Tips and Tools | January 2018

Project Management Plan

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The Charter is an input into the Project Management Plan

Project Management Plan components include but are not

limited to:

▪ Change management plan

▪ Configuration management plan

▪ Scope baseline

▪ Schedule baseline

▪ Cost Baseline

Page 23: NCET Biz Bite | Project Management Tips and Tools | January 2018

Project Schedule

Management

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Page 24: NCET Biz Bite | Project Management Tips and Tools | January 2018

Developing a Schedule

Create a Work

Breakdown Structure

(WBS)

Schedule the

Activities

Resource & Estimate

the Activities

Set the Project

Baseline

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Page 25: NCET Biz Bite | Project Management Tips and Tools | January 2018

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“Nothing is particularly hard if you

divide it into small jobs.”

-Henry Ford

Page 26: NCET Biz Bite | Project Management Tips and Tools | January 2018

Objective of WBSThe objective of a WBS is to break the work (scope) into components that can be scheduled and estimated for cost/resources.

0.0 Swimming Pool

1.0 Landscape

1.1 Landscape Design

1.2 Order Plants

1.3 Plant Plants

1.4 Build Wood Deck

2.0 Dirt Work

2.1 Excavate Hole

2.2 Remove Dirt

2.3 Build up Contours

2.4 Bring in Topsoil

3.0 Concrete

3.1 Build Form

3.2 Concrete Pour/Dry

3.3 Remove Forms

3.4 Paint & Tile

4.0 Plumbing

4.1 Build Pump House

4.2 Install Plumbing

4.3 Install Pump

4.4 Install cleaning Equipment

5.0 Project Management

5.1 Develop Project Management Plan

5.2 Execute Project Management Plan

5.3 Manage Change Advisory Board

5.4 Communicate Progress

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Page 27: NCET Biz Bite | Project Management Tips and Tools | January 2018

MS Project27

Page 28: NCET Biz Bite | Project Management Tips and Tools | January 2018

What is MS Project?

Microsoft (MS) Project is a tool used to create and update work plans

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Page 29: NCET Biz Bite | Project Management Tips and Tools | January 2018

Creating a Work Plan in MS Project

Create a hierarchy by indenting tasks

▪ Note: Recommended hierarchy is three to five levels

Ensure each task has a unique name/identifier

Confirm all deliverables are included in the work plan

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Page 30: NCET Biz Bite | Project Management Tips and Tools | January 2018

30Gantt Chart View

Page 31: NCET Biz Bite | Project Management Tips and Tools | January 2018

MS Project Uses the Following

Variables

• Work = amount of effort

• Units = amount of full-time equivalent resources

• Duration = elapsed time

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Page 32: NCET Biz Bite | Project Management Tips and Tools | January 2018

Network Diagram

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= Critical Path

Page 33: NCET Biz Bite | Project Management Tips and Tools | January 2018

Assigning Resources in MS Project

Set up resources (i.e., human, materials, equipment) in the “Resource

Sheet”

Use the following best practices when assigning resources:

• Assign resources to tasks at the detailed task level only

• Select resources from drop-down

• Limit the number of resources assigned to tasks

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Page 34: NCET Biz Bite | Project Management Tips and Tools | January 2018

Setting the Project Baseline

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1. Select “Set Baseline” from the Project Tab

2. Set baseline for

the entire project

Page 35: NCET Biz Bite | Project Management Tips and Tools | January 2018

Tracking Project Issues, Risks,

Actions, and Decisions (IRAD)

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Page 36: NCET Biz Bite | Project Management Tips and Tools | January 2018

Tracking IRAD

o Issue: An event or condition that has already happened

and has impacted or is currently impacting the project

objectives; there is no uncertainty

o Risk: An uncertain event or condition that, if it occurs, has a

positive or a negative effect on project’s objectives

o Action: Project Team tasks that arise from meetings, etc.

o Decision: Agreement made that impacts the project,

processes, etc. 36

Page 37: NCET Biz Bite | Project Management Tips and Tools | January 2018

Reducing the number and impact of unexpected events

Involving the entire study team in sharing risk concerns and communicating as a team

Developing mitigation and contingency plans

Putting actions into place that are outlined in the Mitigation Plan to prevent a risk from triggering; Mitigation should reduce the likeliness of risk occurring, ideally make the risk go away

Having Contingency Plans ready to activate only in the event a risk triggers

Defining and targeting high risk areas for escalation to management and mitigation

Risk Management Benefits

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Page 38: NCET Biz Bite | Project Management Tips and Tools | January 2018

Risk Management Process

Risk Identified & Analyzed

Risk Triggers

No

Yes

Mitigation and Contingency

Plans Developed

Mitigation Plan Executed

Lessons Learned Risk Closed

Issue Closed OutIssue Monitored and Addressed

Risk Becomes an Issue:

Contingency Plan Implemented

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Page 39: NCET Biz Bite | Project Management Tips and Tools | January 2018

Identifying Risks

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Budget/funds

Schedule

Scope or requirements changes

Potential technical issues

Potential resourcing issues

Contracts

Business

Legal

Safety

Regulations

Reputation

Identify risks in all areas of the project:

Page 40: NCET Biz Bite | Project Management Tips and Tools | January 2018

Developing Mitigation & Contingency

Plans

After a risk has been identified, a mitigation and contingency plan should be

developed.

Mitigation PlanA detailed plan of the actions that will be put into place in order to

eliminate or reduce/eliminate the likelihood the risk will occur; includes

discussion of costs required to execute mitigation activities.

Contingency PlanA detailed plan of what will be done in response to the risk, should it occur.

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Page 41: NCET Biz Bite | Project Management Tips and Tools | January 2018

Risk Log

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Risk ID Description Date Logged Owner Mitigation Plan Probability Impact Timescale Current State Current Date Status

Page 42: NCET Biz Bite | Project Management Tips and Tools | January 2018

Lessons Learned

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Page 43: NCET Biz Bite | Project Management Tips and Tools | January 2018

Identifying Lessons Learned

Solicit input from Project Team Members & Stakeholders

▪ What went well?

▪ What didn’t go well?

Review risks & issues

▪ Were risks properly identified for the resulting issues?

▪ Could mitigation have prevented the issues?

▪ Should these be identified as risks to other projects?

Review documents, tools, standards, etc.

▪ Accuracy of business case and project assumptions

▪ Should these be adopted as “Best Practices”?

▪ Do they need refreshed or updated?

▪ Was there missing information or guidance?43

Page 44: NCET Biz Bite | Project Management Tips and Tools | January 2018

Tracking Lessons Learned

Create a Lessons Learned Register and capture them along the way

▪ Include challenges, problems, realized risks, and opportunities

▪ Include effective responses for variances and corrective/preventative actions

▪ May obtain the information through team meetings

At the end of a project or phase, Lessons Learned information is transferred to an organization process asset called a Lessons Learned Repository

▪ This repository will be valuable when planning future projects

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Page 45: NCET Biz Bite | Project Management Tips and Tools | January 2018

As a Project Manager, don’t forget to recognize project

team members and celebrate project successes

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Page 46: NCET Biz Bite | Project Management Tips and Tools | January 2018

Questions?

Kandis Porter, PMP, MBA, MSPMFounder & Managing Director

Effective Flow Connections, LLC

[email protected]

www.effectiveflowconnections.com

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Page 47: NCET Biz Bite | Project Management Tips and Tools | January 2018

Resources

This presentation includes information from the Project

Management Institute (PMI) Guide to the Project Management

Body of Knowledge (PMBOK) Sixth Edition

More information is available:

www.pmi.org

[email protected]

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Page 48: NCET Biz Bite | Project Management Tips and Tools | January 2018

PMI’s PMBOK Guide (2017)

“A foundation upon

which organizations can

build methodologies,

policies, procedures,

rules, tools & techniques,

and lifecycle phases

needed to practice

project management.”

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Page 49: NCET Biz Bite | Project Management Tips and Tools | January 2018

The PMI Lexicon of Project

Management Terms

Provides clear and

concise definitions

for nearly 200 of the

profession’s

frequently used

terms.

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