pm skills for life

8/3/2019 PM Skills for Life

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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?

Project

ManagementSkills

Project

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?

Project

ManagementSkills

Project

ManagementSkills


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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?

Project

ManagementSkills

Project

ManagementSkills


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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?

ProjectManagement

Skills

ProjectManagement

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?

Project

ManagementSkills

Project

ManagementSkills


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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

Project

ManagementSkills

Project

ManagementSkills


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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

Project

ManagementSkills

Project

ManagementSkills


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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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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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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

Project

ManagementSkills

Project

ManagementSkills


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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

ProjectManagement

Skills

ProjectManagement

Skills


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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

ProjectManagement

Skills

ProjectManagement

Skills


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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

Project

ManagementSkills

Project

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?

ProjectManagement

Skills

ProjectManagement

Skills


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TrainingEvaluation

and turn into theInstructor.

ProjectManagement

Skills

ProjectManagement

Skills

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