Project Management (Part 1)

ByBob Larson

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Overview

Project management: Critical support discipline Prominent in inception phase Include monitoring and controlling

projects Projects constrained by:

Schedule Resources

Project risks

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What is Project Management?

Project management involves the defining, planning and executing of the tasks that must be completed to reach your goal

The Project Management Institute (PMI) defines project management as:

". . .The art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, cost, time, quality, and participant satisfaction."

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What is a Project?

A one-time set of non-routine tasks performed in a specific sequence leading to a desired outcome

It has a distinct start and finish date It uses a limited set of resources It involves the time of one or many

people to manage and accomplish the objectives

Often includes various phase completion checkpoints and milestone dates prior to project closure

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Why Project Management Needed

Project management is a total quality method that enables a project team to do the right things the right way at the right time to achieve full customer satisfaction in your projects

Customers expectations: Successful results On time completion Finished within budget A product quality that meets their needs

Management expectations: Consistent performance Repeatable results Measurable activities Customer satisfaction

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Project Intensity

Project management intensity has to fit the project

This intensity varies by the project variables of:

Size – large dollars/hours vs. limited Time to accomplish – months/years vs. days/weeks Complexity of effort – many activities/tasks vs. a few Technology complexity – new development vs. off-

the-shelf Risk of failure – new technology vs. like-replacement Visibility of results – strategic project vs.

improvement project, etc. Involvement across organizational or functional

structure – across units/groups/businesses vs. within a unit

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Project Tools

Project management software Like Microsoft Project Speeds up the process and accuracy Only as good as the effort you put into it

Templates for project forms Available on the Internet

Project notebooks Goal is to keep all project info handy in one

place 3-ring binder(s) with tab dividers Can be put on the computer

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Microsoft Project

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How Does MS Project Add Value?

Requiring a disciplined approach Determining a realistic schedule Improving communications Performing a "what if" analysis Maintaining the data

Project Management and UP

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Project Life Cycle

Initiation phase Planning phase Executing phase Controlling phase Closing phase

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Initiation Phase

Defining the major project goals Determine project selection criteria Assigning the project manager Write the project charter Obtain sign-off of the project

charter

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Planning Phase

Determine project deliverables Write and publish the scope

statement Establish a project budget Define project activities and

estimates Develop a schedule Determine any special skills

required

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Executing Phase

Develop and forming the project team

Direct the project team Secure other project resources Conduct status review meetings Communicate project information Manage project progress Implement quality assurance

procedures

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Controlling Phase

Measure performance against the plan

Taking corrective action when tasks slip

Evaluate corrective actions Ensure the project progress

continues according to the plan Review and implement change

requests

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Closing Phase

Obtain acceptance of project deliverables

Document lessons learned Archive project records Formalize the project closure Release project resources

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System Scope vs. Project Scope

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Project Success Factors

Projects tend to be wide ranging Simple Web sites Implementation of real-time business

applications Issues complicating project management

Sophisticated business needs Changing technology Integrating OS, support programs, and new

systems Project success rate very low

28 percent as of 2000

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Project Elements

Project manager Project team Project stakeholders Project charter Project Work breakdown structure Project Schedule

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Role of the Project Manager

Coordinates project development Develops detailed plan at project

inception Activities that must take place The deliverables that must be produced Resources needed

Accountable for success or failure Has both internal and external

responsibilities Many career paths lead to project

management

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Project Manager Required Skills

Strong written and oral communication skills

Organizational skills General management skills

Budgeting skills Team building skills Negotiation skills Problem resolution skills People skills

Skills “mile wide and an inch deep”

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Project Management Knowledge

Project Management Institute (PMI) Promotes project management Provides extensive support material and training Defines specialist’s body of knowledge (BOK)

Organized into nine knowledge areas http://www.pmi.org

Industry Certifications Project Management Professional (PMP®) Certified Associate in Project Management

(CAPM®) CompTIA’s Project+

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Project Mgmt at the Inception Phase

Inception phase five objectives Identify the business need for the project Establish the vision for the solution Identify scope of the new system and the

project Develop preliminary schedules and cost

estimates Develop the business case for the project

Select and develop project team

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Effective Project Team Attributes

Good conflict resolution Enthusiastic commitment to the project Dedicated to project and team members Creative problem solving High job satisfaction Members have a sense of belonging Effective communication Decisions made jointly after open

discussion

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Team Warning Signs

Status meetings evolve into gripe sessions Members lack motivation (apathetic) Members find the project non-satisfying Poor communications Lack of respect for one another Lack of respect for the project manager

Note: Poor attitude is like a cold, it tends to spread. You will want to address it before everyone succumbs.

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Project Stakeholders

People with vested interest in the project Project manager Customer Project team Project sponsor Suppliers and/or contractors

Balancing act Often competition for resources Not all stakeholders may support the project

Requires open communications Try to minimize negative impact on project

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Sample Stakeholder Analysis

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Project Charter

Official kickoff document Gives the PM authority to proceed Acknowledges the project should proceed Commits resources to the project Ensures everyone is on the same page Provides overview of the project and its

goals Typically a document from project sponsor

Project manager may have to produce

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Project Charter Elements

Project description Strategic plan Project overview Project objectives Business justification Resource and cost estimates Roles and responsibilities Sign-offs Attachments

Fin…