project management lite power point-final - a few...
TRANSCRIPT
Project Management
Basic Project Management
Welcome!
1. Name
2. Department
3. Experience on
projects
4. What do you
expect from this
class?
5. Write 3 interesting
facts about
yourself on a post-
note1:39
What Is A Project?
“A temporary endeavor undertaken to
create a unique product, service or result”
– Project Management Institute (PMI)
Project: Build a House
Ongoing Maintenance:
Mow, Vacuum, Clean
What is Project Management?
Project management is
� the application of
knowledge, skills, tools and
techniques
� to organize tasks and resources in such a way
� that will meet or exceedclient and stakeholder
expectations from a
project.
What Can Project Management Do…
REASONS WHY YOU NEED PROJECT MANAGEMENT
1. Control scope creep and manage change;
2. Deliver project results on time and on budget;
3. Focus the project team on the solution;
4. Obtain project buy-in from disparate groups;
5. Define the critical path to optimally complete
your project;
6. Provide a process for estimating project
resources, time, and costs;
7. Communicate project progress, risks, and
changes;
8. Surface and explore project assumptions;
9. Prepare for unexpected project issues; and
10. Document, transfer, and apply lessons learned
from your projects
http://www.bizmanualz.com/blog/the-top-ten-reasons-why-you-need-project-management.html
What is a Project Manager
� The individual responsible for
managing the project – bringing the
project in within budget, on time,
and within scope.
What is the Iron Triangle?
It is the combination of elements:
1. Schedule
2. Cost (people & physical resources)
3. Scope
Cost
Scope
Time
Quality
If Scope, Cost, and Time are
All Constrained…
Project Manager, I have a few changes to
the castle design. But, I’ll need it by the
same date and within the same budget.
Project Managers
Skills
Figure 15
The ProjectManagement Iceberg
Project Management Science20%
Project Management Art80%
Effective Communications, Trust, Integrity,Honesty, Sociability, Leadership, Values,Staff Development, Flexibility, DecisionMaking, Perspective, Sound BusinessJudgement, Negotiations, Customer
relations, Problem Solving, managingChange, Managing Expectations
Plans, WBS, Gantt Charts,Standards, CPM/Precednce
Diagrams, Controls, VarianceAnalysis, Metrics, Earned Value,
S-Curves, Risk Management,Status Reports, Meeting Agendas,Resource Estimating, Leveling,Training, Mentoring, Consulting
Skills of a Project Manager
� Leading / Managing
� Establishing direction
� Aligning people
� Motivating and inspiring
� Communicating
� Negotiating
� Problem Solving
Communications
A exercise in good
communications.
Negotiations, Problem Solving
Veginots
Project Planning
Lifecycle / Planning
FEASIBILITY
STUDY
PROJECT
CHARTER
PROJECT
PLAN
Project Plan
� A formal, approved document used to guide both project execution and project control.
Project Plan
Project Charter
Choose a project you will be
doing, or:
� Plan a data base to student information
� Plan a campus wide forum on a topic such as strategic planning.
� Plan a program to move your department to a new building.
� Plan a job fair for your college
Charter Presentation –
10 minutes
� Mission Statement
� Business Justification
� Scope Statement
Fill out more if you have time.
Charter Presentations…
� Mission Statement
� Business Justification
� Scope Statement
3 minutes or less per team.
Questions from the group
(goal to improved the charter)
1:23
Scope
� Define Product Scope
The features and functions that characterize a product, service or result.
� Define Project Scope
The work that must be done to provide a product with the specified features and functions
Defining Product Scope
In Scope Out of Scope
One house with 1800 square
feet of living space
Interior Paint
On lot parcel #2401 in
Sacramento
Landscaping
3 bedroom, 2 bathrooms Fence around yard
Earthquake-proof structure per
governmental regulation #1405
Carpeting, tile, linoleum, or
other flooring
1 120 volt outlet in each room Automatic Dishwasher and
Microwave Oven
2 car garage
Example: Build a House Project
Talk to the Stakeholders to
Gather Requirements
• Identify stakeholders
• Recognize their roles
• Identify their main interests
• Understand the relationship between them and other stakeholders
• Understand each stakeholders potential impact on the project (positive and negative)
What is a Stakeholder?
Individuals and or organizations who are actively involved in the project, or whose interests may be positively or
negatively affected as a result of project execution or
completion. They may also exert influence over the project
and it’s results.
Stakeholders, cont.
http://asq.org/service/body-of-knowledge/tools-stakeholder-analysis
http://www.expertprogrammanagement.com/
2010/06/stakeholder-analysis-template/
Consider formalizing your stakeholder approach with tools for identification and relationship management.
Stakeholders in CSUS
� Faculty
� Full time/part time/ lecturers/ CCE
� Deans / Chairs
� Provost
� Students
� Applicants / registered/ on leave /
graduating
� Staff
� Dual roles
Stakeholders - Department
� Information Security Office
� ATI
� Public Affairs
� Registrar
� HR
� Public Safety
Stakeholders – Outside of
CSUS
� Auxiliaries
� Chancellor's office
� Public Affairs
� Tax-paying public
� Tuition-paying parents
External Stakeholders
� Vendors
� Contributors
� Newspapers
� Neighborhoods around the university
Talking to Stakeholders
1. Listen to the stakeholders stated objectives or position on the project
2. Get written requirements
3. Push for details
4. Manage “gold plating”
5. Musts vs. Wants – Prioritize/Rank Requirements
6. Include non-functional requirements
7. Document and get signoff on final requirements/scope
8. Realize there will be changes, prepare for them –agree on a change management process
What if they don’t really know
what they want?
� Existing documentation
� Iterative
� User stories
� Job shadowing
� Brainstorming
http://www.betterprojects.net/2011/03/user-story-template.html
Document/Verify
Requirements
When you think you have complete
requirements, document and present
to the sponsor for signoff.
� Flow chart
� List
� Prototype
� Mockup
Project Scope
Now that you have your Product scope / requirements, you can move on to Project Scope:
The work that must be done to provide a product with the specified features and functions
Project phases
� A good way to start is to divide up the project into manageable chunks, creating a framework.
� Starting at the top helps insure that you don’t miss anything important
Phases (Waterfall Project)
� Planning (very large part of the project –
includes ‘requirements’, meaning what the user/customer wants the product to do.)
� Analysis
� Design
� Construction (do the work, build the
product)
� Training
� Implementation (put it in place, make it
happen, hand it over to the customer)
Phases, cont.
Define Milestones
� A significant event
in the project,
usually completion
of a major
deliverable.
Examples:
Planning Complete
Contract signed
Testing Complete
(Zero duration)
Define Deliverables
� Any measurable,
tangible, verifiable
outcome, result, or
item that must be
produced to
complete a project
or part of a project.
Example:
Write manual
Train users
Phase Deliverable Milestone
Planning Requirements
Project cost
Project ROI / Metrics
Project schedule
Project Scope
Test Plan
Risk Plan
Communications Plan
Initial planning complete
System Design RFI
Accessibility
Contracts signed
Software purchased
Operational Design Design processes for use by
dispatchers, outside agencies,
officers, management
Operational design completed and
approved
Construction Interfaces
Customization
Configuration
Physical installation
Software customization and
configuration complete
Physical location complete
Testing Hardware / software tested
Operations processes tested
End to end testing complete and
successful
Training Training Validation of skills
Implementation System rolled out
Old system removed
Signoff by users
Rollout complete
Support Signed maintenance agreement
Public Safety Dispatch System Project
Phase Deliverable Milestone
Planning Requirements
Project cost (movers, new furniture,
new keys, etc)
Project schedule (phone moves,
computer moves)
Project Scope (how many people are
moving)
Risk Plan (computer doesn’t work,
phones, keys)
Communications Plan
Initial planning complete
Design Seating plan Seating plan approved
Construction Cubicles set up
Offices prepared
Phones and computers installed
Offices painted
Keys made
Physical location complete
Testing Phones, computers, keys Phones, computers, keys work
Implementation People move there personal
belongings to the new office
Staff in new building
Post move support Old keys collected
Old offices cleanedOld office formally turned over
Department Move
Project: Thanksgiving Dinner
Project description:
� Plan for a Thanksgiving dinner with friends and family at my house.
� Phases
� Deliverables
� Milestones
Building a Schedule - Practice
Document phases,
milestones and
deliverables for your
project.
From Phases to Tasks
Tasks
� A generic term for work in the project that an
individual is responsible for. When breaking
down project work, it is the lowest level
� How low is too low?
Option 1: Prepare Table Option 2: Prepare Table
Get holiday tablecloth from storage Get holiday tablecloth from storage
Polish Silver Polish Silver
Create Centerpiece Set Wreath on flat surface
Hot glue pine cones every 2” around
wreath
Add red berries 10 to one inch beginning
at top and working clockwise
Tie red bows by placing finger in middle,
and then wrapping the left…
Demo – Adding Tasks to Phases
Exercise – add tasks to a
phase or two of your project
10 minutes
Present Project Tasks
� Each team takes 3 minutes to
present tasks, deliverables, and
milestones for a phase of their
project.
Scheduling
� Phases
� Sub Phases
�Tasks
�Durations
�Interdependencies (links)
�Resources
� Effort vs. Duration
Demo – Duration, Dependencies, Resources
5
12
17
24
Building A Schedule – Practice15 minutes
� To the tasks you have written, add
� Durations of tasks
� Links with predecessors / successors
� Resources
Most people stop here in the project planning process.
However, there are still the other important planning areas.
Planning the Project
� Quality
� Communications
� Risk
Quality Planning
� Fitness for use
� Lack of bugs
� Satisfies the required metrics, example
� Miles per gallon
� Pages per minutes
� Increased query speed 20%
Note: quality does not imply anything
about features and functionality
Risk
Define Risk
� A discrete occurrence that may
affect the project, good or bad.
There could be good risks
(opportunities)!
Risk
� Identify Risks
� Rank Risks
� Probability
� Impact
� Prioritize
� Assign a Risk Owner
� Plan a response
Risk
Risk Responses
� Avoidance
� Change the plan
� Transference
� Shift the consequences to 3rd party
� Mitigation
� Reduce probability or impact
� Acceptance
� Do nothing (contingency plan)
Risk Planning – Practice
Do a risk analysis of your project
� Identify Risks (10 minute brainstorm)
� Rank Risks (5 minutes)
� Probability
� Impact
� Prioritize
� Assign a Risk Owner
� Plan a Response (5 minutes)
Communications
90% of a project
managers job is
communications
Simple Communications Plan
Team
Members
Sponsors Stakeholders
Team
Meetings
Weekly
Work Status Weekly – report Monthly
newsletter
Budget
Status
Monthly –
report
Schedule
Status
Weekly – report
Change
orders
Weekly –
authorization
request
As needed
Problems Weekly As needed As needed
What else might be considered communications?
• Marketing• Documentation• Training
Communication Planning,
Practice
Create a communications plan for your project.
Executing the Project
Work the Plan
Working the Plan
� Project Communications
� Status Reporting
� Issue Tracking
� Change Management
� Keeping the Project on Track
Meeting Notes
� Document, document, document
� Status of deliverables
� Action items with names and
dates due
� Decisions
� Outstanding issues and questions
� Risks
� Why?
Agenda
Meeting Notes
Risk / Issue Log
Parking Lot…
Change Management…
� Understand who has the authority to make significant changes to the agreed on project, and what size changes you can approve.
� How formal should this be?
Completing the Project
� User Acceptance Testing
� Shutting down old process/software/location
� Plans for support
Project Closeout
� Lessons Learned
� Ideas from positive or negative project experiences that may be helpful in future projects.
� Celebrate!
Review…
� Project Charter
� Stakeholders / Requirements
� Product scope
� Project plan/schedule
� Phases
� Deliverables/milestones
� Tasks
Review
� Communications
� Status
� Agendas
� Minutes (action items/ decisions)
� Issues
� Change management
� Risk
� Closeout
Project Management
Jeopardy!