Better Faster Cheaper

Melinda KorenchukTechnology Leveraging

Cooperative

What do you call something:

That requires a series of steps

Performed over a limited time span

To create a unique result

What kinds of projects do you have?• Creating a marketing campaign• Replacing a telephone system• Implementing a new database application• Expanding a facility• Upgrading a network• Adding a product line

Have you ever embarked on a project and found:

- it cost more than you budgeted- it took longer than you expected- you did not achieve what you intended- you couldn't get people to use it- what you needed changed as you went along

  

Project Management is a set of tools and practices to help you

address those problems. 

Change "Buy-Install-Pay" to

InitiateDefine outcomes, clarify responsibilities

 Plan

Determine steps, costs, assignments 

Execute-ControlManage against planned time & costs

 Close

Handoff to operations

 INITIATE

Before you Buy, Initiate:

 1. Clarify what you expect

2. Communicate to/with your staff

3. Commit and budget time and money

Clarify what you expect to have at the end

1. Document the functions or features 2. Define the process changes you expect3. Define the savings or new revenue you expect4. Define the risk or loss you will avoid5. Define what existing systems it will integrate with, and how

How will you define DONE?

How will you define SUCCESSFUL?  

Communicate with your staff

• Do the people who will use the new system embrace it?

 • Does your staff have the expertise to use

it?   • Does your staff  have the expertise to be

part of the project? • Did you have all stakeholders participate in

the definition of SUCCESS?

Commit Time and Money

1. Determine what you are able to spend for the system2. Determine the impact on operations' cost3. Determine how much staff time can be devoted

Commit your Time

Change takes time:     - Time to define what you need    - Time to design or choose your solution    - Time to oversee the development/configuration    - Time to test and train     - Time to develop/learn new procedures 

Commit the Right Amount of Dollars

Project Costs Might Include:     - Purchasing a system    - Upgrading infrastructure to support the new system    - Contractors to do the work    - Temps to help staff while they participate    - Replacing accessories or supplies    - Training staff    - Downtime during the transition

Now, how are you going to get it done?

 The PLAN

Why Plan?

1. You need to know the steps required to get the job done.2. You need to know what it will really cost you.3. You need to know who is doing what, and when.4. You need to know how long it will really take.

Sometimes You

will see that the project will cost more than you thought, or take longer than you expected, and

Decide not to do it.

 NOT DO

IT!!

How to Make a Schedule

1. Create a WBS2. Assign each task to a person3. Determine dependencies between tasks4. Determine how long each task will take 

Create a WBS, Step One

First, list the major phases of your project.  Example: 1. Define and document requirements2. Find and select a vendor3. Verify product requirements4. Install5. Test and Train6. Handoff    

Don't forget these

Create a WBS, Step Two

Break them into more specific tasks: 1. Define and document requirements    1.1 List the features    1.2 Identify the interfaces and users2. Find and select a vendor    2.1 Create an RFP    2.2 Review Proposals    2.3 Select    2.4 Complete Contract            2.4.1 Review Vendor's Template            2.4.2 Make changes            2.4.3 Approve and sign        

Assign each task to a person

1. Define and document requirements    1.1 List the features: Joe    1.2 Identify the interfaces and users: Bob2. Find and select a vendor    2.1 Create an RFP: Sally    2.2 Review Proposals:  Bob    2.3 Select: Bob    2.4 Complete Contract            2.4.1 Review Vendor's Template: Joe            2.4.2 Make changes: Joe            2.4.3 Approve and sign: Bob

Determine Dependencies

    1.1 List the features     1.2 Identify the interfaces and users     2.1 Create an RFP (after 1.1 and 1.2)    2.2 Review Proposals (after 2.1)    2.3 Select (after 2.2)      2.4.1 Review Vendor's Template (after 2.3)    2.4.2 Make changes (after 2.4.1)    2.4.3 Approve and sign (after 2.4.2)

Determine How LongDuration vs Work Hours

1. Are you juggling other projects?2. Are you still doing your regular job?3. What is the priority of this project compared to others?4. Optimistic estimate; Pessimistic estimate; Most likely              O + (4 * M) + P        2 + (4 * 3) + 6            ----------------------        -------------------                       6                              6

Determine How Long

    1.1 List the features (2 weeks)      1.2 Identify the interfaces and users (2 weeks)     2.1 Create an RFP (2 weeks)    2.2 Review Proposals (2 days)    2.3 Select (1 day)      2.4.1 Review Vendor's Template (1 day)    2.4.2 Make changes (3 days)    2.4.3 Approve and sign (1 day)

Use a Tool

For complex projects, use a project management tool to calculate dates for all your tasks.

Adjust Your Budget

1. Top down budget: management guess at project start

2. Budget estimating based on similar past experience

3. Bottom up or detailed budgeting based on schedule

Buy-in

1. Make sure that all stakeholders know the plan2. Make sure that task doers agree to the estimates3. Communicate that the start dates and finish dates are real

    

Managing to Plan 

vs 

Activity Monitoring

 

Avoid SCOPE CREEP

Have a Change Management Process that assesses the impact to the project COST and TIME.

Focus Your Resources

The more you juggle, the less you accomplish

How to Stay on Schedule on a priority project

1. Apply more or different resources (pay more)2. Re-plan and do more tasks in parallel3. Reduce features or quality  

How to Stay on Schedule when juggling

1. Stop competing projects2. Manage changes more tightly3. Make sure you have the right resources  

The Project is not done. . .

Until the handoff is complete.

Review:

INITIATE: Take Time to Clarify Requirements, Outcomes

PLAN:  Layout tasks, durations, assignments, sequences MANAGE:  Change control, balance the triple constraintsCLOSE:  Train, set up maintenance, and hand off                     

Projects are little journeys into the

unknown.  Go prepared.