What is Project Management?

What makes it different from a process, service or

program?

A Project is

~

A Project is

~• A unique product or result

A Project is

~• A unique product or result

• With distinct steps

A Project is

~• A unique product or result

• With distinct steps

• Planned, executed & controlled

A Project is

~• A unique product or result

• With distinct steps

• Planned, executed & controlled

• Has a defined end

As opposed to a process, service or program – which can be…

~

As opposed to a process, service or program – which can be…

~ Ongoing

As opposed to a process, service or program – which can be…

~ Ongoing No distinct steps

As opposed to a process, service or program – which can be…

~ Ongoing No distinct steps Repetitive

How does Project Management

apply to Human Resource Management?

• Selecting a new employee benefit package

• Selecting a new employee benefit package

• New personnel software implementation

• Selecting a new employee benefit package

• New personnel software implementation

• ??Francine??

Some Project Management Basics

Organizational Structure and Project Management Teams

What effects the structure of Project Teams?

• Project Environment

• Organizational Structure

• Work Culture – Norms…

Weak Management Matrix

Chief Executive

FunctionalManager

FunctionalManager

FunctionalManager

FunctionalManager

Staff

Staff

Staff

Staff

Staff

Staff

Staff

Staff

Staff Staff

Staff

Staff

Balanced Management Matrix

Chief Executive

FunctionalManager

FunctionalManager

FunctionalManager

FunctionalManager

Staff

Staff

Project Manager

Staff

Staff

Staff

Staff

Staff

Staff Staff

Staff

Staff

Strong Management Matrix

Chief Executive

Manager of Project Managers

FunctionalManager

FunctionalManager

FunctionalManager

Project Manager

Staff

Staff

Staff

Staff

Staff

Staff Staff

Staff

Staff

Project Manager

Project Manager

Functional Organization

Chief Executive

FunctionalManager

FunctionalManager

FunctionalManager

FunctionalManager

Staff

Staff

Staff

Staff

Staff

Staff

Staff

Staff

Staff Staff

Staff

Staff

Projectized Organization

Chief Executive

ProjectManager

ProjectManager

ProjectManager

ProjectManager

Staff

Staff

Staff

Staff

Staff

Staff

Staff

Staff

Staff Staff

Staff

Staff

Organizational

Structure

Project

Characteristics

Functional

Weak Matrix

Matrix

Balanced Matrix

Strong Matrix

Projectized

Project Manager’s

Authority

Little or None Limited Low to Moderate

Moderate to High

High to Almost Total

Resource

Availability

Little or None Limited Low to Moderate

Moderate to High

High to Almost Total

Who controls the project budget

Functional

Manager

Functional

Manager

Mixed Project

Manager

Project

Manager

Project Manager’s Role

Part-time Part-time Full-time Full-time Full-time

Project Management Administrative Staff

Part-time Part-time Part-time Full-time Full-time

Project vs. Organization

© Project Management Institute – PMBOK Guide

Does it really matter...?

No, not really!

Projects can be and are successful in all types of management systems!

You just need to understand yours and be able to function

within it’s limitations, efficiencies and assets.

What Knowledge, Skills and Abilities are Needed in Project

Management

Knowledge & Skills

Understand the structure of your organization –

relationships between departments, who has what

authority, etc.

Structure of Project Work Group or Team – understand

reporting structure, who sets priorities, etc.

Knowledge & Skills

General Knowledge about Project & Elements –

understanding relationships between project elements

and deliverables

Knowledge & Skills

Interpersonal Skills – communication & work styles

as well as personnel management

Knowledge & Skills

You don’t have to know everything about how to get every element of the project done, but only where or how to get the

resources that can!!

~Jack of All Trades – Master of None!!

Knowledge & Skills

What Knowledges, Skills and Abilities are Necessary

People Skills

Tranquility….

People Skills

Leadership

Tranquility….

Leadership Motivation

Tranquility….

People Skills

Leadership Motivation Conflict Management

Tranquility….

People Skills

Leadership Motivation Conflict Management Negotiation

Tranquility….

People Skills

Leadership Motivation Conflict Management Negotiation Problem Solving

Tranquility….

People Skills

What is aTypical Project Timeline/Flow

Typical Project Timeline/Flow

Initiate

Plan the work, work the plan….

Typical Project Timeline/Flow

Initiate Plan

Plan the work, work the plan….

Typical Project Timeline/Flow

Initiate

Execute

Plan

Plan the work, work the plan….

Typical Project Timeline/Flow

Initiate

Execute

Monitor / Control

Plan

Plan the work, work the plan….

Typical Project Timeline/Flow

Initiate

Execute

Monitor / Control

Plan

Plan the work, work the plan….

Typical Project Timeline/Flow

InitiateClose

Out

Execute

Monitor / Control

Plan

Plan the work, work the plan….

START

What are the Processes used in

Project Management?

Processes of Project Management

1. Integration Management2. Scope Management3. Time Management4. Cost Management5. Quality Management6. Human Resource Management7. Communications Management8. Risk Management9. Procurement Management

© Project Management Institute – PMBOK Guide

Integration ManagementProject Charter

Preliminary Scope Statement

Project Management Plan

Direct & Manage Project Execution

Determine Deliverables

Review and Assemble Project Assets and Resources

Project Closeout Plan

Think of it as - Integrating the project into the organization!

Scope ManagementScope Planning

Scope Definition - set baseline

Determine Work Breakdown Structure (WBS) – distinct project elements

Scope Verification – set & confirm deliverables

Scope Control Plan

What is the project?

Time ManagementActivity Definition (WBS)

Activity Resource Estimating

Set WBS Durations

Determine Milestones/Targets

Apply Logic to Project Elements – relationships S/S, F/S, F/F, etc.

Critical Path Development

Project Schedule – baseline set

Schedule Control PlanWhen will it be complete?

Dilbert School of Time Management!!

Cost Management

Project Estimates Developed

Cost Baseline Set

Budget Development & Confirmation

Estimate Potential Cost Variations (also see Risk Management)

Cost Management Plan

How much will it cost?

Quality Management

Quality Control Baseline

Validation of Quality (measurements and schedule)

Process Improvement Plan

Corrective Action Plan

Validate Deliverables

Quality Management Plan

How good will it be?

Human Resource Management

Roles & Responsibilities

Staff Assignments

Project Organizational Chart

Staffing Management Plan

Team Performance Assessment

Human Resource Plan

Who’s going to do it?

Communications Management

Information Distribution – format, who, what,where, when, how…..

Project Tracking Documentation

Performance Reporting

Communications Management Plan

Management of Stakeholders

Stakeholders

ClientFunctional Managers

Project Team

How will we ask or tell people that need to know?

Risk Management

Risk Identification – (creation of Risk Register)

Qualitative Risk Analysis

Quantitative Risk Analysis

Risk Response Planning

Risk Monitoring and Control

Risk Management Plan

What is best case? What is worst case?

Procurement Management

Plan Purchases and Acquisitions

Plan Contracting

Request Seller Responses

Select Sellers

Contract Administration

Contract Closure

Procurement Management Plan

What do we need to get it done and how will we get it?

Processes of Project Management

1. Integration Management2. Scope Management3. Time Management4. Cost Management5. Quality Management6. Human Resource Management7. Communications Management8. Risk Management9. Procurement Management

© Project Management Institute – PMBOK Guide

What are we missing?

Change Management!!!!

It needs to be part of all the other processes/plans during the ‘execution

phase’! ~

Expect it and plan for it….~

How to recognize change, implement change, follow up on change, etc….

Questions?

FINISH

Pulling It All Together….

How Does It All Come Together?

Depending on your project, duration, risks, stakeholders, magnitude and

organization, etc. – you may emphasize some of these processes more than

others.

How Does It All Come Together?

Depending on your project, duration, risks, stakeholders, magnitude and

organization, etc. – you may emphasize some of these processes more than

others.

However, there will likely be some portion of each process that you will go thru in

managing a project…

How Does It All Come Together?Depending on your project, duration, risks,

stakeholders, magnitude and organization, etc. – you may emphasize

some of these processes more than others.

However, there will likely be some portion of each process that you will go thru in

managing a project…

The Project Management Plan must match both the ‘project’ and the ‘culture’!

Examples….

How Can I Use This In My Job?

Think about how these skills are portable from project to

project…..

How Can I Use This In My Job?

Think about how these skills are portable from project to

project…..

It’s all about the Project Management Process

not the project itself…!!

For example – Transportation Project vs.

Human Resource Project….

For example – Transportation Project vs.

Human Resource Project….

Building a Space Shuttle or

??Francine Project??

For example – Transportation Project vs.

Human Resource Project….

Building a Space Shuttle or

??Francine Project??

Is it really different?

For example – Transportation Project vs.

Human Resource Project….

Building a Space Shuttle or

??Francine Project??

Is it really different? NO!!

Thanks for coming!!

Carolyn Heniges 360-397-6118 x4522Carolyn.Heniges@clark.wa.gov

Francine Reis360-397-???? X????Francine.Reis@clark.wa.gov

Contact Info: