Project Management

Basic Project Management

Welcome!

1. Name

2. Department

3. Experience on

projects

4. What do you

expect from this

class?

5. Write 3 interesting

facts about

yourself on a post-

note1:39

What Is A Project?

“A temporary endeavor undertaken to

create a unique product, service or result”

– Project Management Institute (PMI)

Project: Build a House

Ongoing Maintenance:

Mow, Vacuum, Clean

What is Project Management?

Project management is

� the application of

knowledge, skills, tools and

techniques

� to organize tasks and resources in such a way

� that will meet or exceedclient and stakeholder

expectations from a

project.

What Can Project Management Do…

REASONS WHY YOU NEED PROJECT MANAGEMENT

1. Control scope creep and manage change;

2. Deliver project results on time and on budget;

3. Focus the project team on the solution;

4. Obtain project buy-in from disparate groups;

5. Define the critical path to optimally complete

your project;

6. Provide a process for estimating project

resources, time, and costs;

7. Communicate project progress, risks, and

changes;

8. Surface and explore project assumptions;

9. Prepare for unexpected project issues; and

10. Document, transfer, and apply lessons learned

from your projects

http://www.bizmanualz.com/blog/the-top-ten-reasons-why-you-need-project-management.html

What is a Project Manager

� The individual responsible for

managing the project – bringing the

project in within budget, on time,

and within scope.

What is the Iron Triangle?

It is the combination of elements:

1. Schedule

2. Cost (people & physical resources)

3. Scope

Cost

Scope

Time

Quality

If Scope, Cost, and Time are

All Constrained…

Project Manager, I have a few changes to

the castle design. But, I’ll need it by the

same date and within the same budget.

Project Managers

Skills

Figure 15

The ProjectManagement Iceberg

Project Management Science20%

Project Management Art80%

Effective Communications, Trust, Integrity,Honesty, Sociability, Leadership, Values,Staff Development, Flexibility, DecisionMaking, Perspective, Sound BusinessJudgement, Negotiations, Customer

relations, Problem Solving, managingChange, Managing Expectations

Plans, WBS, Gantt Charts,Standards, CPM/Precednce

Diagrams, Controls, VarianceAnalysis, Metrics, Earned Value,

S-Curves, Risk Management,Status Reports, Meeting Agendas,Resource Estimating, Leveling,Training, Mentoring, Consulting

Skills of a Project Manager

� Leading / Managing

� Establishing direction

� Aligning people

� Motivating and inspiring

� Communicating

� Negotiating

� Problem Solving

Communications

A exercise in good

communications.

Negotiations, Problem Solving

Veginots

Project Planning

Lifecycle / Planning

FEASIBILITY

STUDY

PROJECT

CHARTER

PROJECT

PLAN

Project Plan

� A formal, approved document used to guide both project execution and project control.

Project Plan

Project Charter

Choose a project you will be

doing, or:

� Plan a data base to student information

� Plan a campus wide forum on a topic such as strategic planning.

� Plan a program to move your department to a new building.

� Plan a job fair for your college

Charter Presentation –

10 minutes

� Mission Statement

� Business Justification

� Scope Statement

Fill out more if you have time.

Charter Presentations…

� Mission Statement

� Business Justification

� Scope Statement

3 minutes or less per team.

Questions from the group

(goal to improved the charter)

1:23

Scope

� Define Product Scope

The features and functions that characterize a product, service or result.

� Define Project Scope

The work that must be done to provide a product with the specified features and functions

Defining Product Scope

In Scope Out of Scope

One house with 1800 square

feet of living space

Interior Paint

On lot parcel #2401 in

Sacramento

Landscaping

3 bedroom, 2 bathrooms Fence around yard

Earthquake-proof structure per

governmental regulation #1405

Carpeting, tile, linoleum, or

other flooring

1 120 volt outlet in each room Automatic Dishwasher and

Microwave Oven

2 car garage

Example: Build a House Project

Talk to the Stakeholders to

Gather Requirements

• Identify stakeholders

• Recognize their roles

• Identify their main interests

• Understand the relationship between them and other stakeholders

• Understand each stakeholders potential impact on the project (positive and negative)

What is a Stakeholder?

Individuals and or organizations who are actively involved in the project, or whose interests may be positively or

negatively affected as a result of project execution or

completion. They may also exert influence over the project

and it’s results.

Stakeholders, cont.

http://asq.org/service/body-of-knowledge/tools-stakeholder-analysis

http://www.expertprogrammanagement.com/

2010/06/stakeholder-analysis-template/

Consider formalizing your stakeholder approach with tools for identification and relationship management.

Stakeholders in CSUS

� Faculty

� Full time/part time/ lecturers/ CCE

� Deans / Chairs

� Provost

� Students

� Applicants / registered/ on leave /

graduating

� Staff

� Dual roles

Stakeholders - Department

� Information Security Office

� ATI

� Public Affairs

� Registrar

� HR

� Public Safety

Stakeholders – Outside of

CSUS

� Auxiliaries

� Chancellor's office

� Public Affairs

� Tax-paying public

� Tuition-paying parents

External Stakeholders

� Vendors

� Contributors

� Newspapers

� Neighborhoods around the university

Talking to Stakeholders

1. Listen to the stakeholders stated objectives or position on the project

2. Get written requirements

3. Push for details

4. Manage “gold plating”

5. Musts vs. Wants – Prioritize/Rank Requirements

6. Include non-functional requirements

7. Document and get signoff on final requirements/scope

8. Realize there will be changes, prepare for them –agree on a change management process

What if they don’t really know

what they want?

� Existing documentation

� Iterative

� User stories

� Job shadowing

� Brainstorming

http://www.betterprojects.net/2011/03/user-story-template.html

Document/Verify

Requirements

When you think you have complete

requirements, document and present

to the sponsor for signoff.

� Flow chart

� List

� Prototype

� Mockup

Project Scope

Now that you have your Product scope / requirements, you can move on to Project Scope:

The work that must be done to provide a product with the specified features and functions

Project phases

� A good way to start is to divide up the project into manageable chunks, creating a framework.

� Starting at the top helps insure that you don’t miss anything important

Phases (Waterfall Project)

� Planning (very large part of the project –

includes ‘requirements’, meaning what the user/customer wants the product to do.)

� Analysis

� Design

� Construction (do the work, build the

product)

� Training

� Implementation (put it in place, make it

happen, hand it over to the customer)

Phases, cont.

Define Milestones

� A significant event

in the project,

usually completion

of a major

deliverable.

Examples:

Planning Complete

Contract signed

Testing Complete

(Zero duration)

Define Deliverables

� Any measurable,

tangible, verifiable

outcome, result, or

item that must be

produced to

complete a project

or part of a project.

Example:

Write manual

Train users

Phase Deliverable Milestone

Planning Requirements

Project cost

Project ROI / Metrics

Project schedule

Project Scope

Test Plan

Risk Plan

Communications Plan

Initial planning complete

System Design RFI

Accessibility

Contracts signed

Software purchased

Operational Design Design processes for use by

dispatchers, outside agencies,

officers, management

Operational design completed and

approved

Construction Interfaces

Customization

Configuration

Physical installation

Software customization and

configuration complete

Physical location complete

Testing Hardware / software tested

Operations processes tested

End to end testing complete and

successful

Training Training Validation of skills

Implementation System rolled out

Old system removed

Signoff by users

Rollout complete

Support Signed maintenance agreement

Public Safety Dispatch System Project

Phase Deliverable Milestone

Planning Requirements

Project cost (movers, new furniture,

new keys, etc)

Project schedule (phone moves,

computer moves)

Project Scope (how many people are

moving)

Risk Plan (computer doesn’t work,

phones, keys)

Communications Plan

Initial planning complete

Design Seating plan Seating plan approved

Construction Cubicles set up

Offices prepared

Phones and computers installed

Offices painted

Keys made

Physical location complete

Testing Phones, computers, keys Phones, computers, keys work

Implementation People move there personal

belongings to the new office

Staff in new building

Post move support Old keys collected

Old offices cleanedOld office formally turned over

Department Move

Project: Thanksgiving Dinner

Project description:

� Plan for a Thanksgiving dinner with friends and family at my house.

� Phases

� Deliverables

� Milestones

Building a Schedule - Practice

Document phases,

milestones and

deliverables for your

project.

From Phases to Tasks

Tasks

� A generic term for work in the project that an

individual is responsible for. When breaking

down project work, it is the lowest level

� How low is too low?

Option 1: Prepare Table Option 2: Prepare Table

Get holiday tablecloth from storage Get holiday tablecloth from storage

Polish Silver Polish Silver

Create Centerpiece Set Wreath on flat surface

Hot glue pine cones every 2” around

wreath

Add red berries 10 to one inch beginning

at top and working clockwise

Tie red bows by placing finger in middle,

and then wrapping the left…

Demo – Adding Tasks to Phases

Exercise – add tasks to a

phase or two of your project

10 minutes

Present Project Tasks

� Each team takes 3 minutes to

present tasks, deliverables, and

milestones for a phase of their

project.

Scheduling

� Phases

� Sub Phases

�Tasks

�Durations

�Interdependencies (links)

�Resources

� Effort vs. Duration

Demo – Duration, Dependencies, Resources

5

12

17

24

Building A Schedule – Practice15 minutes

� To the tasks you have written, add

� Durations of tasks

� Links with predecessors / successors

� Resources

Most people stop here in the project planning process.

However, there are still the other important planning areas.

Planning the Project

� Quality

� Communications

� Risk

Quality Planning

� Fitness for use

� Lack of bugs

� Satisfies the required metrics, example

� Miles per gallon

� Pages per minutes

� Increased query speed 20%

Note: quality does not imply anything

about features and functionality

Risk

Define Risk

� A discrete occurrence that may

affect the project, good or bad.

There could be good risks

(opportunities)!

Risk

� Identify Risks

� Rank Risks

� Probability

� Impact

� Prioritize

� Assign a Risk Owner

� Plan a response

Risk

Risk Responses

� Avoidance

� Change the plan

� Transference

� Shift the consequences to 3rd party

� Mitigation

� Reduce probability or impact

� Acceptance

� Do nothing (contingency plan)

Risk Planning – Practice

Do a risk analysis of your project

� Identify Risks (10 minute brainstorm)

� Rank Risks (5 minutes)

� Probability

� Impact

� Prioritize

� Assign a Risk Owner

� Plan a Response (5 minutes)

Communications

90% of a project

managers job is

communications

Simple Communications Plan

Team

Members

Sponsors Stakeholders

Team

Meetings

Weekly

Work Status Weekly – report Monthly

newsletter

Budget

Status

Monthly –

report

Schedule

Status

Weekly – report

Change

orders

Weekly –

authorization

request

As needed

Problems Weekly As needed As needed

What else might be considered communications?

• Marketing• Documentation• Training

Communication Planning,

Practice

Create a communications plan for your project.

Executing the Project

Work the Plan

Working the Plan

� Project Communications

� Status Reporting

� Issue Tracking

� Change Management

� Keeping the Project on Track

Meeting Notes

� Document, document, document

� Status of deliverables

� Action items with names and

dates due

� Decisions

� Outstanding issues and questions

� Risks

� Why?

Agenda

Meeting Notes

Risk / Issue Log

Parking Lot…

Change Management…

� Understand who has the authority to make significant changes to the agreed on project, and what size changes you can approve.

� How formal should this be?

Completing the Project

� User Acceptance Testing

� Shutting down old process/software/location

� Plans for support

Project Closeout

� Lessons Learned

� Ideas from positive or negative project experiences that may be helpful in future projects.

� Celebrate!

Review…

� Project Charter

� Stakeholders / Requirements

� Product scope

� Project plan/schedule

� Phases

� Deliverables/milestones

� Tasks

Review

� Communications

� Status

� Agendas

� Minutes (action items/ decisions)

� Issues

� Change management

� Risk

� Closeout

Project Management

Jeopardy!