getting things done: project management fundamentals

Getting Things Done:Getting Things Done:PROJECT PROJECT

MANAGEMENT MANAGEMENT FUNDAMENTALSFUNDAMENTALS

PROJECT MANAGEMENT PROJECT MANAGEMENT FUNDAMENTALSFUNDAMENTALS

What is a Project?What is a Project?

““A project is a temporary endeavor A project is a temporary endeavor undertaken to create a unique undertaken to create a unique product, service, or result.”product, service, or result.”

SOURCE: SOURCE: A Guide to the Project Management A Guide to the Project Management Body of KnowledgeBody of Knowledge, Third Edition, p. 20, Third Edition, p. 20

What is Project Management?What is Project Management?

““Project Management is the Project Management is the application of knowledge, skills, application of knowledge, skills, tools and techniques to project tools and techniques to project activities to meet project activities to meet project requirements.”requirements.”

SOURCE: SOURCE: A Guide to the Project Management A Guide to the Project Management Body of KnowledgeBody of Knowledge, Third Edition, p. 23, Third Edition, p. 23

PROJECT MANAGEMENT PROJECT MANAGEMENT FUNDAMENTALSFUNDAMENTALS

In other words:In other words:

Project Management is doing what Project Management is doing what it takes to get things done well:it takes to get things done well: In scopeIn scope On timeOn time Under budgetUnder budget

PROJECT MANAGEMENT PROJECT MANAGEMENT FUNDAMENTALSFUNDAMENTALS

PROJECT MANAGEMENT PROJECT MANAGEMENT FUNDAMENTALSFUNDAMENTALS

We all do project management We all do project management all the time.all the time.

EXAMPLE:EXAMPLE: Trip to Chicago with MattTrip to Chicago with Matt

TRIP TO CHICAGO:TRIP TO CHICAGO:DECIDINGDECIDING

Trip Sponsor (family) decidedTrip Sponsor (family) decided Why?Why? What (50,000 feet)?What (50,000 feet)? Who will lead?Who will lead?

TRIP TO CHICAGO:TRIP TO CHICAGO:DEFININGDEFINING

Getting Specific:Getting Specific: Details – What’s in, what’s out?Details – What’s in, what’s out? Dollars – What’s our budget? Dollars – What’s our budget?

What will things cost?What will things cost? Dates – When will we go? When Dates – When will we go? When

do we need to have things done?do we need to have things done? Detours – What happens if we run Detours – What happens if we run

into problems?into problems?

TRIP TO CHICAGO:TRIP TO CHICAGO:DEFININGDEFINING

Getting Specific:Getting Specific: Details – What’s in?Details – What’s in?

TRIP TO CHICAGO:TRIP TO CHICAGO:DEFININGDEFINING

Getting Specific:Getting Specific: Details – What’s out?Details – What’s out?

TRIP TO CHICAGO:TRIP TO CHICAGO:DEFININGDEFINING

Getting Specific:Getting Specific: Details – Where will we stay?Details – Where will we stay?

TRIP TO CHICAGO:TRIP TO CHICAGO:DEFININGDEFINING

Getting Specific:Getting Specific: Details – How will we get around?Details – How will we get around?

TRIP TO CHICAGO:TRIP TO CHICAGO:DEFININGDEFINING Getting Specific:Getting Specific:

Dollars – What’s our budget? What Dollars – What’s our budget? What will things cost?will things cost?

Dates – When will we go? When do Dates – When will we go? When do we need to have things done?we need to have things done?

Detours – What happens if we run Detours – What happens if we run into problems?into problems?

TRIP TO CHICAGO:TRIP TO CHICAGO:DEFININGDEFINING

Chicago Trip ItineraryMay 29 - June 2, 2008

Date Time Place/Event Cost

05/29/2008 8 AM - 2:30 PM Travel (car) $65.00

  2:30 - 3:30 Hotel Checkin (total cost) $391.38

  3:30 - 5:00 Sears Tower $22.45

  5:00 - 8:00 Navy Pier $50.00

    Food $75.00

    Travel (el, bus) $6.00

05/30/2008 9 AM - Noon Lincoln Park Zoo $0.00

  1:20 - 4 PM Cubs Game $100.00

  Evening Diner $75.00

    Travel (el, bus) $6.00

06/01/2008 9:30 AM - 4 PM Museum of Science & Industry $34.00

    Food $75.00

    Travel (el, bus) $6.00

06/02/2008 9 AM - 2 PM Field Museum $23.00

    Food $75.00

    Travel (el, bus, car) $71.00

    Total Cost $1,074.83

    Cost minus hotel $683.45

TRIP TO CHICAGO:TRIP TO CHICAGO:DOINGDOING

Making it happenMaking it happen

TRIP TO CHICAGO:TRIP TO CHICAGO:DASHBOARDINGDASHBOARDING

How are we doing for:How are we doing for: MoneyMoney TimeTime ScopeScope

TRIP TO CHICAGO:TRIP TO CHICAGO:DEBRIEFINGDEBRIEFING

How did it go?How did it go? What would we do again?What would we do again? What would we do differently?What would we do differently?

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DECIDING = INITIATINGDECIDING = INITIATING

Project Sponsor decidesProject Sponsor decides Why (how does this fit with Why (how does this fit with

mission)?mission)? What (50,000 feet)?What (50,000 feet)? Who will serve as Project Who will serve as Project

Manager?Manager?

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DECIDING = INITIATINGDECIDING = INITIATING

TOOL: Project CharterTOOL: Project Charter SHORT (1 – 2 page) document:SHORT (1 – 2 page) document:

Project ManagerProject Manager Need (alignment with mission)Need (alignment with mission) DeliverablesDeliverables RequirementsRequirements TimelineTimeline CostCost

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DEFINING = PLANNINGDEFINING = PLANNING Getting Specific:Getting Specific:

Details – What’s in, what’s out?Details – What’s in, what’s out? Dollars – What will things cost? Dollars – What will things cost?

What’s our budget? What’s our budget? Dates –When do we need to have Dates –When do we need to have

things done?things done? Detours – What happens if we run Detours – What happens if we run

into problems – Change into problems – Change Management, Risk Management, Management, Risk Management, etc.etc.

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DEFINING = PLANNINGDEFINING = PLANNING

TOOL: Project Scope TOOL: Project Scope StatementStatement Project DescriptionProject Description Product Description (what will be Product Description (what will be

made/built)?made/built)? Project Phases and DeliverablesProject Phases and Deliverables Scope Includes (What’s in?)Scope Includes (What’s in?) Scope does NOT Include (Out?)Scope does NOT Include (Out?)

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DEFINING = PLANNINGDEFINING = PLANNING

TOOL: Project Scope TOOL: Project Scope StatementStatement Constraints (what limits are in Constraints (what limits are in

place? – cost, time, scope)place? – cost, time, scope) Assumptions (we assume we’ll be Assumptions (we assume we’ll be

able to…)able to…) Dependencies (in order for this to Dependencies (in order for this to

happen, that has to happen first)happen, that has to happen first) Estimates (timeline, cost) Estimates (timeline, cost)

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DEFINING = PLANNINGDEFINING = PLANNING

TOOL: Project Scope TOOL: Project Scope StatementStatement Communication (who’s Communication (who’s

responsible for what?)responsible for what?) Controls (how will we control Controls (how will we control

change?)change?) Risk ManagementRisk Management StakeholdersStakeholders Signatures Signatures

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DOING = EXECUTINGDOING = EXECUTING

Making it Happen!Making it Happen! Keys to successful execution:Keys to successful execution:

CommunicationCommunication Change controlChange control Continuous AttentionContinuous Attention

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DOING = EXECUTINGDOING = EXECUTING

TOOL: RACI MatrixTOOL: RACI Matrix Who is:Who is:

ResponsibleResponsible AccountableAccountable ConsultedConsulted InformedInformed

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DASHBOARDING = DASHBOARDING = MONITORING & MONITORING & CONTROLLINGCONTROLLING How are we doing for:How are we doing for:

MoneyMoney TimeTime ScopeScope

PROJECT MANAGEMENT:PROJECT MANAGEMENT:MONITORING & MONITORING & CONTROLLINGCONTROLLING TOOL: Budget TrackerTOOL: Budget Tracker

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DEBRIEFING = CLOSINGDEBRIEFING = CLOSING

How did it go?How did it go? What would we do again?What would we do again? What would we do differently?What would we do differently?

PROJECT MANAGEMENT:PROJECT MANAGEMENT:DEBRIEFING = CLOSINGDEBRIEFING = CLOSING

TOOL: Lessons Learned TOOL: Lessons Learned DocumentDocument List project’s 3 biggest successesList project’s 3 biggest successes List areas of potential List areas of potential

improvementimprovement List strategies for improvementList strategies for improvement Keep & useKeep & use

PROJECT MANAGEMENT:PROJECT MANAGEMENT:PROCESS DIAGRAMPROCESS DIAGRAM

SOURCE: SOURCE: A Guide to the Project Management A Guide to the Project Management Body of KnowledgeBody of Knowledge, Third Edition, p. 55, Third Edition, p. 55

•Initiating•Planning•Executing•Monitoring & Controlling•Closing

PROJECT MANAGEMENT:PROJECT MANAGEMENT:RESOURCESRESOURCES

A Guide to the Project Management A Guide to the Project Management Body of Knowledge (PMBOK)Body of Knowledge (PMBOK)

www.pmi.org – Web site of the Project Management Institute

www.pmi-mn.org – Web site of the MN Chapter of the Project Management Institute

Monthly presentations on Project Monthly presentations on Project ManagementManagement