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Project Management Education

The Concept Phase

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Agenda

• Introductions• Project Management Review• The Concept Phase• How to Initiate a Project• Work-Breakdown Structures• How to Develop a Project

Charter• Resource Planning &

Estimation• Wrap-up

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Introductions

• Name• Department• Number of years at

company• Number of projects you

have managed• Average size of project

you have managed• Course expectations• Ice breaker

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Ground Rules

• Level Playing Field (titles left at the door)

• One conversation at a time

• Respect opinions of others

• No beating a dead horse

• Come back from breaks ON TIME

• Have FUN

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Course Objectives - to Understand:

• What is the Concept Phase

• How to Initiate a Project

• How to Define Scope

• How to Create a Charter

• How to Approach Resource Planning

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Student Objectives

• What are your objectives?

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Project Management Review

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Definitions

• A project is “a temporary endeavor undertaken to create a unique product or service”

• Project management is “the application of knowledge, skills tools and techniques to project activities in order to meet or exceed stakeholder needs and expectations from a project”

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Characteristics of a Project Manager

• Communication skills• Facilitation skills• Leadership skills• Organizational skills• Negotiating skills• Project Management

Technical skills

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Develop

Concept

Define

ExecutingProcesses

ControllingProcesses

Deliver

Plan developed for execution

Plan is executed and Controlled

As the execution is controlled, it may require

additional planning

Plan is successfully executedPlan and execution has been controlled

Feedback in both directions

Project or phase is approvedin order to proceed

Project Lifecycle

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• Scope• Time• Cost• Risk• Quality• Human Resource• Communications• Procurement/Contract• Project Integration

9 PMI PM Knowledge Areas

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Triple ConstraintAs project managers, we are always trying to

manage the constraints of product, schedule, and budget

Schedule Budget

Pro

duct

… The “Triple Constraint”

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Brain Teaser

GOLDEN GATE

H2O

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The Concept Phase

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How to Initiate a Project

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Project Initiation Form

• Project Initiation Form used to gather initial information about the project

• Class example is a project to reroof a house

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Group Exercise

Create Project Initiation Form for the Class Project (Buying a Car)

– Review project overview– Review sample Project Initiation Form– Break into groups– Complete Project Initiation Form– Present results

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Brain Teaser

JUS 144 TICE

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How to Developa Project Charter

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The Project Charter

• Project charter defines the boundaries of the entire project• Tool that a Project Manager can choose to use on medium to large

projects • Components of a project charter include:

– project background - project responsibilities– objectives - delivery criteria– approach - communication plan– scope - cost– risks - scheduling– assumptions

• Example Charter from the Reroofing Project

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Group Exercise

Create Project Charter for the Buying a Car Project Exercise

– Review project overview– Review sample Project Charter– Break into groups– Complete Project Charter – Present results

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Scope Definition

Scope definition involves subdividing the major project deliverables (as identified in the scope statement) into smaller, more manageable components in order to:– Improve the accuracy of cost, time, and resource estimates

– Define a baseline for performance measurement and control

– Facilitate clear responsibility assignments

Outputs of Scope Definition:– Work breakdown structure - A work breakdown structure is a

deliverable-oriented grouping of project elements that organizes and defines the total scope of the project: work not in the WBS is outside the scope of the project. As with the scope statement, the WBS is often used to develop or confirm a common understanding of project scope.

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Work Breakdown Structure (WBS) - “A deliverable oriented ‘family tree’ which organizes, defines, and graphically displays the total work to be accomplished in order to achieve the ultimate deliverable of a project. Each descending level represents an increasingly detailed definition of the project deliverable.” (PMBOK)

1.1 MaterialsEstimation

1.0 ReroofHouse

WBS SCHEMATIC

Work Breakdown Structures

1.2 MaterialsGathering

1.3 RoofApplication

1.1.1 MeasureRoof

1.1.2 CalculateMaterials

1.2.1 PurchaseMaterials

1.2.2 TakeDelivery

1.3.1 RoofRemoval

1.3.2 RoofApplication

1.3.1.1 RemoveShingles

1.3.1.2 RemoveNails 1.3.2.1 Apply

Shingles1.3.2.3 Apply

Caps1.3.2.2 Cut

Caps

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Purpose of the WBS:

• Defines the work to be performed (Scope)• Basis for cost estimating and collection• Basis for resource allocation• Basis for time estimating• Defines responsibility of the work• Basis for determining relationships• Method for systematically decomposing the work

effort to determine the scope.

AboveCeiling

ConveyorInstallation

BelowCeiling

Conveyor

Work Breakdown Structures

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• Create WBS for buying a car project

Group Exercise

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Brain Teaser

FGHIJKLMNOPQRSTFGHIJKLMNOPQRST

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Activity Planning

• The bottom level of the WBS are the project activities

• You will use the WBS and activities to plan, at a high-level, the resources you will need

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Resource PlanningResource planning involves determining what physical resources (people, equipment, materials) and what quantities of each should be used to perform project activities.

Outputs of Resource Planning:

–Resource Requirements - The output of resource planning process is a description of what types of resources are required and in what quantities for each element of the work breakdown structure. These resources will be obtained either through staff acquisition or procurement.

–Resource Estimate Worksheet - The resource estimate worksheet may be completed with the project initiation form to formulate initial thoughts on resource needs. It should be refined during the planning process.

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Resource Estimate Worksheet

• Resource estimate worksheet is a tool for both the initiation process and the charter

• Example resource estimate worksheet for the reroofing project

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Class Wrap-Up

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Course Objectives - Review

• What is the Concept Phase

• How to Initiate a Project

• How to Define Scope

• How to Create a Charter

• How to Approach Resource Planning

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Wrap Up Student Objectives

• Did we meet your objectives?

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/ Chart

• What was good about the class?

• What could be improved?

• What could be changed to make the class better?

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Thank You!

• Please fill out the class evaluation and give it to the instructor before you leave!