11

What is a Project Manager –Really?

Terri Knudson

Mayo Clinic, Enterprise Portfolio Management Office (EPMO)

2

Discussion Overview

• Historical Perspective

• Project Management (PM) at Mayo

• Who are Project Managers?

• What is a Project Manager – Really?

• How to enhance your PM skills

• Questions and Comments

3

Historical Perspective

• Years Ago• Little awareness of Project Management as a specific skill set

• Staff assigned to manage projects based on availability

• Project Management by “heroics”

• More Recently• Increased awareness of Project Management skills

• Sponsors are pursuing experienced Project Managers

• Standard tools and processes available

44

Project Management at Mayo

5

PM Solutions’ Project Portfolio

Management Maturity Model

INITIAL PROCESS

BASIC

STANDARDS AND

PROCESSES

ENTERPRISE

STANDARDS AND

PROCESSES

STRATEGIC

PROCESS

MANAGEMENT

OPTIMIZED

PROCESSESLevel 2

Level 3

Level 4

Level 5

Level 1

PM Solutions’ Project Portfolio Management Maturity Model. James S. Pennypacker, editor. Center for Business Practices®. 2005. ISBN: 1-929576-17-X. P.p 22-23 Modified by EPMO.

No processes

No project inventories

Basic processes

Project portfolios

Enterprise processes

Active portfolio mgmt

Project value metrics

Strategic value decisions

Continuous improvement

Fundamental Components = Governance, Processes, Inventory, Standards, Tools, Reporting

6

Delivery

Coordination

Results

Portfolio

Management

Program

Management

Project

Management

SKILLS & RESOURCING

PROJECT PORTFOLIO MANAGEMENT

PROJECT MANAGEMENT INFRASTRUCTURE

PPM Evolution and Maturity - Areas Lead by EPMO

7

Delivery

Coordination

Results

Portfolio

Management

Program

Management

Project

Management

PROJECT PORTFOLIO MANAGEMENT

•Portfolio Management

•Program Management

•Operational Partnerships

•Processes-Approvals, Prioritization, Funding

•Management Reporting

PPM Evolution and Maturity - Areas Lead by EPMO

8

Proposed 2010 – Approval Process Overview

9

Delivery

Coordination

Results

Portfolio

Management

Program

Management

Project

Management

PROJECT MANAGEMENT INFRASTRUCTURE

•Methodology

•Standard Best Practices

•Tools and Templates

PPM Evolution and Maturity - Areas Lead by EPMO

10

EPMO Standards Web Page

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To-Date - Project Standards/Tools used by MC Leaders

Management Team

Dashboard

Project Charter

Portfolio Leadership Dashboard

Project Status Reports

Resources Scope

Schedule

Board of Trustees

Dashboard

12

Delivery

Coordination

Results

Portfolio

Management

Program

Management

Project

Management

SKILLS & RESOURCING

•Training and Education

•Mentoring and Coaching

•Resource Matching

•EPMO Resourcing

PPM Evolution and Maturity - Areas Lead by EPMO

13

Project Management Resourcing Models

• Model 1 – Training and Education• PM is internal to department and obtains PM training

• Model 2 – Mentoring and Coaching• PM is internal to department and obtains PM mentoring

• Model 3 – Resource Matching• PM is assigned short term from another Mayo Departments

• Model 4 – EPMO Resourcing • PM is assigned full time for multiple years to large/mega

strategic level project

14

PM Career Ladder

15

Project Management Career Ladder

• Project Manager III

• Project Manager II

• Project Manager I

• Project Analyst III

• Project Analyst II

• Project Analyst I

• Project Assistant

16

Delivery

Coordination

Results

Portfolio

Management

Program

Management

Project

Management

SKILLS & RESOURCING

•Training and Education

•Mentoring and Coaching

•Resource Matching

•EPMO Resourcing

PROJECT PORTFOLIO MANAGEMENT

•Portfolio Management

•Program Management

•Operational Partnerships

•Processes-Approvals, Prioritization, Funding

•Management Reporting

PROJECT MANAGEMENT INFRASTRUCTURE

•Methodology

•Standard Best Practices

•Tools and Templates

PPM Evolution and Maturity - Areas Lead by EPMO

1717

Who are Project Managers?

18

You are – or can be!

19

General Management Skill Sets

Human Resources

Operational Planning Others

Communication

New Skill

Requirements for

Today

Financial Management

Organization

Project Mgmt

Quality Mgmt Change Mgmt

2020

What is a Project Manager- Really?

21

Official Definition

• Project Manager Definition:• Person responsible for accomplishing the project objectives.

• Applies knowledge, skills, tools and techniques to project activities to meet project requirements

• Integrates the project management processes through initiating, planning, executing, monitoring and controlling, and closing.

• PM Related Titles: • Project Manager – Manages all aspects of the project

• Technical Manager – Manages technical aspects of the project

• Business Analyst – Develops business requirements

• Change Manager – Manages organizational/individual side of change

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Project Management Leadership Levels- “Hard” versus “Soft” Skills

• Leadership –• Ability to lead team of people towards a common goal and

objective

• Management –• Ability to manage and direct a team of people and their

activities

• Coordination -• Ability to coordinate an activity or function to achieve desired

results

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Categories of Skill Levels

• Project

• Position

• Person

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PM Resourcing – Skill Levels

• Project• Size

• Scope

• Complexity

• Position• Accountability

• Alignment

• Time Commitment

• Person • Leadership Level

• Education

• Experience

•Project Manager 3

•Project Manager 2

•Project Manager 1

•Project Analyst 3

•Project Analyst 2

•Project Analyst 1

•Project Assistant Coord

ina

te

M

anag

e

Lead

25

Project Manager Skills Set – Project – Size

Small

Project

Mega

Project

Large

Project

Medium

Project

Maintenance

Activities

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Project Manager Skills Set – Project – Scope

Work Unit

Enterprise

Multiple

Department

Department/

Division

Individual/

Team

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Project Manager Skills Set – Project – Complexity

Low Risk

Extreme Risk High Risk

Moderate

Risk

No Risk

Solution focused on a

single problem with no

interrelationships Solution focused on a single

problem with a few simple

interrelationships

Solution focused on a

complex problem with

several interrelationships

Solution focused on a complex

problem with multiple complex

interrelationships

28

PM Resourcing – Skill Levels

• Project• Size

• Scope

• Complexity

• Position• Accountability

• Alignment

• Time Commitment

• Person • Leadership Level

• Education

• Experience

•Project Manager 3

•Project Manager 2

•Project Manager 1

•Project Analyst 3

•Project Analyst 2

•Project Analyst 1

•Project Assistant Coord

ina

te

M

anag

e

Lead

29

Project Manager Skills Set – Position – Accountability

Fully

Accountable

Significant

Accountability

Partial

Accountability

No

Accountability Limited

Accountability

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Project Manager Skills Set – Position – Alignment

Report Directly

to Sponsor

Report Indirectly

to Overall Project

Manager

No Project

Related

Reporting

Report to Functional

Manager Report Directly

to Overall

Project Manager

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Project Manager Skills Set – Position – Time Commitment

Full time –

Dedicated

Project

Assignment

Spend 25%

Overall Project

Management

Minimal – fit into

daily dutiesDedicate small % of

time to Project Mgmt Spend 50% on

Overall Project

Management

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PM Resourcing – Skill Levels

• Project• Size

• Scope

• Complexity

• Position• Accountability

• Alignment

• Time Commitment

• Person • Leadership Level

• Education

• Experience

•Project Manager 3

•Project Manager 2

•Project Manager 1

•Project Analyst 3

•Project Analyst 2

•Project Analyst 1

•Project Assistant Coord

ina

te

M

anag

e

Lead

33

Project Manager Skills Set – Person – Leadership

Provide overall

vision and

direction to

project

Provide direction

to major project

component

Manage and

direct specific

project function

Perform

assigned tasks Lead functional

activities

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Project Manager Skills Set – Person – Education

Master’s Degree

Prefer PM

Certification

Bachelor’s Degree

2 yrs college course work

Bachelor’s Degree Plan for Masters or PM certification.

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Project Manager Skills Set – Person – Experience

8 – 10+ yrs of

business mgmt

experience, and

medium/large

project mgmt

4 – 6+ yrs of

business mgmt

experience, and

small project mgmt

3 – 5+ yrs of business mgmt

experience, and manage some

PM activities6 – 8+ yrs of

business mgmt

experience, and

small/medium

project mgmt

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How to enhance your PM skills?

• Project• Size

• Scope

• Complexity

• Position• Accountability

• Alignment

• Time Commitment

• Person • Leadership Level

• Education

• Experience

• Obtain experience with larger, more complex

projects

• Assume more accountability for project activities

• Request additional project management tasks

• Study and practice PM skills

• Obtain formal education

• Increase number of project experiences

• Get a mentor, be a mentor

37

Questions, Comments, Suggestions