Project Management Tools A Loose Guideline on how to use shovels and rakes at AIAA A presentation...

Project Management Project Management

ToolsTools

AA Loose Guideline on how to use Loose Guideline on how to use

shovels and rakes at AIAAshovels and rakes at AIAAA presentation for New HiresA presentation for New Hires

October 6, 1999October 6, 1999

AIAA New Employee Orientation/PJG/Proj Man

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Employee UnderstandingEmployee Understanding

Employees should have or be willing to gain an understanding of:Employees should have or be willing to gain an understanding of: Analyzing Project Environments and Organization Analyzing Project Environments and Organization

StructuresStructures Project Life Cycle CharacteristicsProject Life Cycle Characteristics Role of Teams and their Leaders at different points in the Role of Teams and their Leaders at different points in the

Life CycleLife Cycle


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A Matrix OrganizationA Matrix Organization

We are a matrix organization but without the fear of We are a matrix organization but without the fear of project termination!project termination!

There are functional process teamsThere are functional process teams Employees are “on loan” from the process teams Employees are “on loan” from the process teams

to the project teamsto the project teams Therefore the project teams are interdisciplinaryTherefore the project teams are interdisciplinary There is constant communication with the project There is constant communication with the project

teamteam There is constant communication with the There is constant communication with the

process teamprocess team


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Project D

Project C

Project B

Project A

Project Manager Business Development Member Activities Customer Service Product Development Production Enterprise

Executive Director

Process Teams

Project Teams

Interdisciplinary TeamInterdisciplinary Team

AIAA STAFF ORGANIZATION


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Leadership & Leadership & CommunicationsCommunications

Different means of communication may Different means of communication may be needed -be needed - A lot of our projects involve A lot of our projects involve personnel from different processes and personnel from different processes and from outside companiesfrom outside companies

Communication of all necessary Communication of all necessary information to project lead and project information to project lead and project team members is ESSENTIALteam members is ESSENTIAL..


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Communication & LeadershipCommunication & Leadership

80%80%

80%80%


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The Triple ConstraintThe Triple ConstraintThe primary focus of job activities should revolve around the The primary focus of job activities should revolve around the triple constraint.triple constraint. At all times, the employee must have a feel for At all times, the employee must have a feel for the three most important factors in managing a projectthe three most important factors in managing a project..

Cost - What are budget implications of activityCost - What are budget implications of activity Time - What are schedule implications of activityTime - What are schedule implications of activity Performance - What are specifications of activityPerformance - What are specifications of activity

You should continually:You should continually: ask yourselfask yourself questions relating to the triple constraint questions relating to the triple constraint ask your teamask your team questions relating to the triple constraint questions relating to the triple constraint be prepared to answerbe prepared to answer questions relating to the triple constraint questions relating to the triple constraint


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The Project Life CycleThe Project Life Cycle

All of these factors, revolve around a projectAll of these factors, revolve around a project

SelectionSelection PlanningPlanning ImplementationImplementation ControlControl EvaluationEvaluation TerminationTermination


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SelectionSelection - List - List project Goals project Goals

Define the product or projectDefine the product or project Understand the requirementsUnderstand the requirements Determine the objectivesDetermine the objectives Evaluate risks and returnsEvaluate risks and returns Is this an opportunity that can be seizedIs this an opportunity that can be seized


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The Logic of PlanningThe Logic of Planning Environmental AnalysisEnvironmental Analysis Set ObjectivesSet Objectives List Alternative StrategiesList Alternative Strategies List Threats and OpportunitiesList Threats and Opportunities List Planning AssumptionsList Planning Assumptions Prepare ForecastsPrepare Forecasts Select StrategySelect Strategy Prepare Action ProgramsPrepare Action Programs Monitor and ControlMonitor and Control


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Planning Planning - Scheduling- Scheduling

Create rough draft scheduleCreate rough draft schedule.. Remember all project team members’ Remember all project team members’

input is valuableinput is valuable Are the necessary resources Are the necessary resources

available?available? - Staff, facilities, vendors, - Staff, facilities, vendors, temps, materials?temps, materials?

Finalize integrated scheduleFinalize integrated schedule


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PlanningPlanning: : BudgetingBudgeting

Direct costsDirect costs consultantsconsultants travel, printingtravel, printing meeting expensesmeeting expenses

Indirect costsIndirect costs staff salaries staff salaries burdenburden

SolomonBudgetSystem


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Planning:Planning: FinalizeFinalize

DevelopDevelop– MS Project planMS Project plan

– Summary business planSummary business plan

– Integrated written plan starting from Integrated written plan starting from Waterfall letterWaterfall letter


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Planning:Planning: Essential Essential IngredientsIngredients

All tasksAll tasks– Time phased (beginning & end)Time phased (beginning & end)

Relationship between tasksRelationship between tasks– Integrated planIntegrated plan

People assigned to each taskPeople assigned to each task


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ImplementationImplementation

Based on the project plan -Based on the project plan - Follow Follow the plan and do what you have the plan and do what you have set out to do.set out to do.


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ControllingControlling

Know the status of the project as it goes Know the status of the project as it goes through the cyclethrough the cycle

Keep the project on trackKeep the project on track Establishing evaluation criteria Establishing evaluation criteria Creating feedback loopCreating feedback loop


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Evaluation:Evaluation: The Progress/Status report The Progress/Status report

Milestones - are they being met?Milestones - are they being met? Does staff need additional help?Does staff need additional help? Are vendors on schedule?Are vendors on schedule? Are volunteers on scheduleAre volunteers on schedule?? Is cost in line with original budget? Is cost in line with original budget? Are project objectives still valid?Are project objectives still valid?


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Corrective ActionCorrective Action – feedback loop to take – feedback loop to take action within the projectaction within the project

Update scheduleUpdate schedule – This should be an – This should be an ongoing task.ongoing task.

Resource allocationResource allocation – Are other – Are other resources necessary?resources necessary?

Evaluation: Update


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Review budget & communicate impactReview budget & communicate impact – –there will be variances between actuals there will be variances between actuals and the planand the plan

Update overall planUpdate overall plan – When parts or – When parts or pieces change the integrated plan must pieces change the integrated plan must also change.also change.

Evaluation: Update


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TerminationTermination - - CloseoutCloseout

Assessment of projectAssessment of project – Note ways in – Note ways in which the project could have gone which the project could have gone smoother.smoother.

Lessons learnedLessons learned – Document those – Document those problems or stumbling points so they problems or stumbling points so they are not repeated and feed them back are not repeated and feed them back into the next cycle.into the next cycle.


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Make recommendations: Make recommendations: establish a establish a feedback loop for all future projects feedback loop for all future projects similar or dissimilar. similar or dissimilar.

Termination - Closeout

Termination

Selection/Planning


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The Power of Project The Power of Project ManagementManagement

Assured project communication, leadership Assured project communication, leadership and controland control

Integrated project planning and activityIntegrated project planning and activity Dynamic project implementationDynamic project implementation

S•P•I•C•E•Tthe model for effective project management


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Current PM at AIAACurrent PM at AIAAsome key issues to considersome key issues to consider

Projects generally lack a single project Projects generally lack a single project manager (shared leadership)manager (shared leadership)

Most project monitoring is done to correct Most project monitoring is done to correct problems that have already occurredproblems that have already occurred

Many projects are planned once and Many projects are planned once and repeated repeated

Action / project plans are often generated Action / project plans are often generated separately by contributing processes / team separately by contributing processes / team membersmembers


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Some Final Words on Project Some Final Words on Project ManagementManagement

There is There is nono Cookie Cutter ApproachCookie Cutter Approach -- --the the actual tools you use are less critical than actual tools you use are less critical than applying the philosophy of PMapplying the philosophy of PM

Replication = SuccessReplication = Success Shared Leadership - Shared Leadership - depends on personal depends on personal

commitment to integrated planning and commitment to integrated planning and implementationimplementation


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How is all of this Managed and How How is all of this Managed and How Can I Find Out More DetailCan I Find Out More Detail

We Use Microsoft Project (MS Project) SoftwareWe Use Microsoft Project (MS Project) Software HR will loan you an easy to read book on the HR will loan you an easy to read book on the

fundamentals of project managementfundamentals of project management

– Managing Projects in Organizations by J. Davidson Managing Projects in Organizations by J. Davidson FrameFrame

THETHEENDEND

Project Management Tools A Loose Guideline on how to use shovels and rakes at AIAA A presentation...

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