principals of pm powerpoint_class3

Principles of Project Management

An foundation course to project management terms and practices

Bellevue College 2013

Class # 3

Questions before we start?


Read Chapters 4 & 5 of the 5th edition of the PBMOK

Read Chapter 4 & 15 of Eric VerzuhsFast Forward MBA in Project Management

Complete tools not completed in todays class

Homework


Last Class Agenda

Use key tools and techniques to help initiate a project successfully

Stakeholder Management

Todays Training Agenda

Creating a Sound Bite!

Project Requirements

Project Management and Organizational Designs

The incidence of project failure that is directly related to failed requirements

engineering is staggering

Eric Verzuh Fast Forward MBA in Project Management, 4th edition, pg 399

Determining Project Requirements


A requirement is:A condition or capability needed by a stakeholder that

MUST be achieved to solve a problem or objective

Must satisfy a contract, standard, or specification

A requirement states the need but does not specify a solution

A requirement must be verified by one of the following methods:

Analysis

Inspection

Demonstration

Test

Requirement Definition


Identification of requirements can be affected by:

Compliances

Assumptions

Constraints

Watch out


4 Step - Requirements Process


Define the

Problem or

Opportunity

Enterprise

Requirements

User

Requirements

Functional

Requirements

As Project Manager, it is important to understand each of these steps.

This is the first step in the process to understand what is the problem you are trying to solve?

What is the opportunity that you see that can be improved?

During this phase of the project is when you will develop the project proposal which includes developing a proposed solution.

Define the Problem or Opportunity


This is also known as the business requirements or mission requirements.

These requirements form the justification of the project.

Describe the problem being solved and the difference between current state and desired or future state.

These requirements are often too high level and not specific enough to build a product, just enough detail the ultimate goals of the project.

The enterprise requirements are the What and future requirements will establish How

Enterprise Requirements


These requirements come directly from the end user.

These describe the everyday tasks that the user wants as features in the system.

One of ways to capture these requirement is using Use Case specifications. These are documents user tasks in a natural language to describe the steps the user takes to perform a task.

This is a very difficult task to do effectively capturing requirements from a user and takes years to get right!

User Requirements


Describe the solution from the perspective of the system.

Documented as capabilities the system is required to provide to the user to all the user to perform an activity.

Describes specific functions of the system. E.g. I.E. will have functions described to Print, Search, Save, and Search

Written like a list of demands and not in natural language format. E.g. The system must allow the user to print the current page.

Functional Requirements


4 Step - Requirements Process Summary


Define the

Problem or

Opportunity

Enterprise

Requirements

User

Requirements

Functional

Requirements

Follow this process every time you go through the Requirements process.

7 Step Checklist for Requirements Development Activities

Bellevue College 2013Page 404 of The Fast Forward MBA in Project Management

Scope

Definition

Product

Vision

Stakeholder

IdentificationElicitation

Analysis

SpecificationRequirements

Validation

Working in small groups and focusing on your class project, your exercise is to document 3 new requirements for you project.

Two people on your team are assigned the role of customer.

Rest of the team are the project manager and the requirement analysts.

With someone taking the lead, walk through the 7 step checklist for developing those 3 requirements for your class project.

Document requirements and be prepared to share with the class.

Requirements Exercise:

Refer to The Fast Forward MBA in Project Management Text to help you through this exercise.

Break


When developing requirements, one of the keys in getting your requirements understood and what you want to do in your project is to create short and compelling sound bites.

It is important to understand and believe in your sound bite for your effort.

Lets spend some time now and look at creating sound bites for your project.


Deliver Your Message With Short, Compelling Sound Bites

Michael Korda, editor in chief at Simon & Schuster, hit the nail on the head when he said,

If you can't describe a book in one or two pithy sentences that would make you or your mother want to read it, then of course you can't sell it.

- The Wall Street Journal, June 26, 1984

Deliver Your Message With Short, Compelling Sound Bites


Quickly, Clearly and Compellingly!

Create - a message, that you can deliver in less than 30 seconds.

Purpose - is to turn listeners on to the project and gain support.

Outcome an "elevator speech:" that you can deliver in the time it takes an elevator to rise from the lobby to the fifth floor.

You better be ready to say what you mean..


Wiki defines Sound bite a short phrase or sentence that captures the essence

of what the speaker is trying to say, and is used to summarize information and

entice the reader or viewer.

Make sure sound bite is clear and understandable.

Make the sound bite fresh and inspiring!

Cover in your sound bite the Who, What, Where, and Why.

Watch Body Language, Tone and Pitch when giving sound bite to your audience.

Consider the main message that you want the audience to receive. Make 2-3 points and make sure they are covered.


Creating Sound Bites Tips and Tricks

Working in small groups, using the project charter and the power and interest grid from earlier, and create a sound bite pitch for stakeholders.

Create your sound bite based on your projects board member asking you the following question:

So hows the new fundraising project going?

Skill Check 3: Part CSound Bite Pitch Exercise


Break


Objective 4

Identify the common project management organization designs, influences and authority levels that a project manager must navigate when managing a project


Organizational Cultures and Styles -

Shaped by the common experiences of members of the organization.

Organizational Communication

90% of a Project Managers role is communication.

Organizational Structures

Affects the availability of resources and influences how project is conducted.

Organizational Influences on the Project Management


Influences of Organizational Structures on Projects


Functional Weak Matrix Balanced Matrix Strong Matrix Projectized

PM Authority Little or None Low Low to Moderate Moderate to HighHigh to

Almost Total

Resourses Avaiable Little or None Low Low to Moderate Moderate to HighHigh to

Almost Total

Who Manages the

project budget

Functional

Manager

Functional

ManagerMixed Project Manger Project Manger

Project Manager's

RolePart-time Part-time Full-time Full-time Full-time

Project

Management

Administrative Staff

Part-time Part-time Part-time Full-time Full-time

Influences of Organizational Structures on Projects

Table 2-1 PMBOK, Fifth ed. Pg 22

Model Benefits ChallengesFunctional Small projects may be perfectly suited

for a part time project manager where they are needed to just Sheppard along the effort. Less costs, less administrative need to monitor the effort.

PM has little to no authorityPM has little to no resources PM does not manage the budget, and therefore has hard time to make tradeoff decisionsPM often works in a Part time rolePM may have admin staff, but they would be Part time at best

Weak Matrix Small projects may be perfectly suited for a part time project manager where they are needed to just Sheppard along the effort. Less costs, less administrative need to monitor the effort.

PM has no authority PM has few resources PM does not manage the budgetPM works Part timePM may have admin staff, but part time at best

Balanced Matrix

Medium size project that requires limited project management and important and complex enough to the company that can not be left alone.

PM has limited authorityPM has limited resourcesPM manages some components of the budgetPM is often full time on the projectPM has Part time resources for administrative help

Strong Matrix Large complex effort that requires a project manager to drive the project to completion. Company has not matured enough to allow project managers to have team members that are direct reports.

PM has high authority on project decisionsPM has high authority over resourcesPM manages budgetPM is full time on projectPM has full time administrative staff

Projectized Large complex effort that requires a project manager to drive the project to completion. Company are mature in project management practices and team members are direct reports.

PM has total authority on projectPM has total authority over resources PM manages the budgetPM is full time on projectPM has full time administrative staff


Influences of Organizational Structures on Projects Advantages & Disadvantages

Note: Small, Medium and Large projects & associated complexity are going to be company specific.

Quiz 3: Scenario & multiple choice

Grab a handout of the quiz if you dont have one from your instructor.

Please ensure that you complete the quiz alone and do not discuss with other students.

When finished we will go over the answers together.

Skill Check 4Influences on Org Structures


Class Summary Remember the importance of requirements and the impact they

have on projects. As Erics says in his book, The incidence of project failure that is directly related to failed requirements engineering is staggering. Ensure you treat the requirements process with the highest amount of rigor and control on your projects.

Creating a Sound bite Pitch is something that should inspire and gain the interest of the receiver immediately. Take time and practice and learn your sound bites for your project.

Organizational structures drives the amount or lack of influence you will have on your projects. Make sure you understand your org model and work within the parameters of that model while you drive your project.

Course Wrap Up


PMI has document the lifecycle process and knowledge areas that define how project managers develop and drive their projects. Understand and learn these areas for your projects.

The project management role plays very important functions on a project and it is critically important for anyone going into the role to understand these functions for them to be successful.

Stakeholder management is a critical component to driving a successful project. Create the Stakeholder Register and Power Interest Grid on every project to increase your chance of success.

Project Requirements process is complex and takes years to be good at for most people. As a PM your role may not be to capture these requirements directly, but you need to be aware and involved in the process.

Organization structures can make or break the success of a project, however not all companies are mature enough to understand this and as a project manager you can be put in a very difficult position to be successful on your project. Understand the different models and if possible try to get involved in picking the right model for your project!

Anonymous. (2009, January 29). Project Management - Why projects are initiated. Retrieved March 21, 2013, from Instructing.com: http://instructing.com/2009/01/why-projects-are-initiated-2/

Michael Stanleigh Business Improvement Architects. (n.d.). Articles. Retrieved March 16, 2013, from bia.com: http://www.bia.ca/articles/pj--pm-vs-pjm.htm

PMI. (2013). Project Management Body of Knowledge Fifth Edition.Pennsylvania: Project Management Institute, Inc.

Rex. (2012, April 3). blog home. Retrieved February 17, 2013, from focus on training: http://www.focus-on-training.co.uk/blog/why-projects-fail-or-succeed

Verzuh, E. (2012). The Fast Forward MBA in Project Management.New Jersey: John Wiley & Sons, Inc

Cited Work


Class Wrap-up

Please complete your BC Evaluation Form

Thank you and Stay in Touch!!

principals of pm powerpoint_class3

Documents

project proposal

future requirements

project management terms

identification of requirements

business requirements

mission requirements

practicesbellevue college

opportunitybellevue