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Transcript of Resources - Agenda Training - In Scope Thinking ahead Envisioning an outcome Communications Basic...
Resources - Agenda
Training - In Scope
Thinking ahead Envisioning an outcome Communications Basic plans Risk identification Issue Identification CAP PO requirements
Training – Out of Scope
Topics that may get a brief mention but not thorough discussion
Leading a team Project management specifics
Budgets Scheduling Quality
Objectives
Discuss realistic expectations
Objectives
Learn that when you are assigned a project you need to - Get moving
Today
Objectives
Effective status reporting
Objectives
Creating a plan
Objectives
Just spend the time reading Dilbert
Who is a Project Officer
A (humble) leader The go-to person for answers A delegator A Central Point of Contact Many hats
Who
Who is a Project Officer
Is the PO the decision maker?
Has developed a “calibrated gut”
Understands cause and effect
Who
Time When
When should you begin and end
Begin NOW
You work through the event
You can consider your project “done” when the project retrospective has been completed• End of Project briefing
• Compares Planned vs Actual
• Project Continuity book
WhatWhen
Where does PM take place
Wherever you are at the moment.
In your office / room
At squadron meetings
At designated locations (Bella Bru, Starbucks) with team members
Where
How do we manage a Project
Define the problem
Understand the constraints
Define and assign roles
Build a plan (milestones and details)
Communicate clearly, early, and often
Execute the plan
Define deliverables and “ship” weekly
Follow up on assigned tasks
How
Define the problem
KISS
What is the objective, why is it important, who is it for, when do we have to do it.
Example
Scope Statement
To arrive at Swamp Island (Where) by the next full
moon (When) with the hunting party (Who) to
spear alligators (What) with our sharpened
spears (How) for the tribe (Who) to eat (Why)
during the winter (When).
Activity
Statement of Your Project
Write down in basic terms (i.e., in simple declarative sentences) a project you are thinking about.
What: Why: When: How: Where: Who:
Phases of a Project
Conceptualization
Preliminary planning
Detailed planning
Execution
Termination
Initiating
Recognize the project should be done
Determine what the project should accomplish
Define the overall project goal
Define general expectations of customers, management,or other stakeholders as appropriate
Define the general project scope
Select initial members of the project team
Planning
Refining the project scope
Listing tasks and activities
Optimally Sequencing activities
Developing a working schedule and budget for assigning resources
Getting the plan approved by stakeholders
Executing
Leading the team
Meeting with team members
Communicating with stakeholders
Fire-fighting to resolve problems
Securing necessary resources to complete the project plan
Controlling
Monitoring deviation from the plan
Taking corrective action to match actual progress with the plan
Receiving and evaluating project changes requested
Rescheduling the project as necessary
Adapting resource levels as necessary
Changing the project scope
Returning to the planning stage
Closing
Acknowledging achievement and results
Shutting down the operations and disbanding the team
Learning from the project experience
Reviewing the project process and outcomes
Writing a final project report
Tasks
How do you know what the steps are
Ask Questions – Lots of them
See the result in your mind
Where are the gaps
Where are you saying “Then a miracle happens”
Where are you saying “I don't know”
List the Steps
Is the Step Is it
Understandable Divisible
Measureable Sequential with other steps
Assignable Parallel with other steps
Manageable
Activity
Define phases and tasks
Tools, Techniques, and Thoughts
Present to Staff prior to the event Does your SOP have guidelines for running
projects Consider an assistant PO or PC (project
coordinator) Learn to identify what you should manage and
what you should delegate The mission is yours. You have authority
Scheduling
Tasks should have A start and end date A resource Predecessors and Dependencies
Task name Resource(s) Start End
Milestone reporting
Best represented by a timeline or pipe line chart
June 1 Sept 1
PCAM 18 – 20 Aug
Form 150’s due10 Aug
Drivers confirmed
Contact Squadron 157 PO25 Jul
Newsletter article 15 Jun
Communication
Status reporting
Status updates
CPO Session 2
• CAP requirements for managing a project
• Building a plan
• Identifying Risk
Building a plan
• List of tasks
• Planning for an event
• The event plan• Prep prior to activity beginning
• Task assignment
• Task duration
• Task sequencing
• Task display (Gantt, pipe – more milestone related)
Identifying Risk
• What could cause a task to not occur when and as expected
• Manage a risk before it becomes an issue
Risk Management
Attitude towards risk is most likely the problem
Not external factors such as people or events
3 Habits to Control Risk
Habit 1
Deal with things as they are – Not as you planned them to be
3 Habits to Control Risk
Habit 2
Always have an alternative
3 Habits to Control Risk
Habit 3
Always think through the consequences