Project management . . .

Get the job done

on time,

within budget,

according to specifications

Negotiate for clarity

In any given project, it is possible to get two of the three variables.

Clarify with administration which two of the three matter the most.

Ask questions to get clear answers & get them in writing if possible.

Time, resources, quality

Planning & Project Management

Without planning -

Ready, fire, aim!

With planning -

Ready, aim, fire!

Plan the project

1. Establish a timeline -- start & end dates2. Outline major stages or activities3. Decide what resources will be needed

(budget, people, other) & what you have4. Determine the specifications:

How good does it have to be? What are the standards?

What will success look like? Decide at the beginning . . .

• How much must be finished to declare the project finished

• How well does it have to be done

Don’t allow the perfect to become the enemy of the good.

Implement the project – put the pieces together

• Engage resources– people

– funds

– equipment/supplies

• Evaluate quality --

decide what is “good enough”

• Use progressive decision-making

Control & monitor the project

• Track progress

• Keep everything in sync

• Communicate with & encourage team

• Be flexible

• Make timely decisions

BE FLEXIBLE!

Adjust, adjust, adjust• Build in flexibility• Look forward with concern & prudence• Do not loose sight of:

– schedule– resources– quality

• Learn lessons as you progress

What must be managed?

• Scope -- objectives• Time -- scheduling & controlling• Costs -- resources, budget, people• Communications -- information flow• Human resources -- people• Quality – what is “good enough” –

– 99.9% perfect & complete?– Less than 10% errors? – 97% accurate?– 92% of cases complete?

Project management assistance

• Software

• Diagrams, graphs, charts

• Literature

• Lists

• Experts

• Others with experience

Project planning & control tools or methods (Be selective!)

1. Simple calendar

2. Timeline with intermediary targets

3. Work Breakdown Structure

4. Logical Task Flow

5. Task Analysis

6. GANTT Chart

Tools, continued

7. PERT -- Performance Evaluation

Review Technique 8. CPM -- Critical Path Method

9. Flowchart10. Outline11. Lists12. Spreadsheets

Gantt chart formultiple project tracking

Gantt Chart for Kitchen Project

• Week 11 - 21Plans and specificationsDemolition & ClearingRemodeling

PERT/CPM Chart

Planned vs. Actual Budget

Bar Graphs to Display . . .

0

10

20

30

40

50

60

70

80

90

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

EastWestNorth

Flow charts . . .

Outlines . . .

I. Rationale for project

A. Demands of users

B. Staff needs

1. Need for individual desks

2. Additional network connections

II. Availability of grant funds

A. Up to $1,000,000

B. Simple applications

III. Timeline

Spreadsheets . . .

ACCOUNT PRINCIPAL

SPENDABLEEARNINGS FY 02 BALANCE (for period ending 6/30/00)

*FY 02 Earned Interest(projected)

TOTALSPENDABLEEARNINGS

30-415-004 21,683.00 2,500.00 2,000.00 4,500.0030-903-009 7,023.18 2,104.00 537 2,641.0030-903-011 92,229.00 19,986.00 7,636.00 27,622.0030-903-011 3,000.00 150 150 30030-903-012 32,505.00 2,274.00 2,306.00 4,580.0030-903-014 8,492.00 12 425 43730-903-015 100,000.00 8,053.00 6,900.00 14,953.0030-903-016 158,660.00 20,350.00 13,688.00 34,038.0030-903-017 30,393.25 1,489.00 1,800.00 3,289.0030-903-018 10,700.00 4,777.00 547 5,324.0030-903-019 61,273.00 5,600.00 - 5,600.0030-903-021 2,000.00 - 104 10430-903-022 - - - - 30-903-023 20,000.00 498 1,003.00 1,501.0030-903-024 15,568.00 426 800 1,226.0030-903-025 10,000.00 - - - 30-903-026 100,000.00 4,926.00 5,000.00 9,926.00pending - - - - pending - - - -

563,526.43 68,219.00 37,896.00 106,115.00 -

Celebrate the intermediate successes

• Rejoice / publicize each

• Acknowledge contributions

• Provide small rewards

• Keep a central graph

• Other ideas?

Celebrate the conclusion

• Officially declare it done!• Throw a party for participants • Even a silly ceremony brings closure• Make it an organizational celebration• Write letters for personnel files for stars• Other ideas?

Successful project manager has

Persistence

Openness

Wisdom

Energy

Responsiveness

POWERPOWER

Roles to be played . . .

• Leader• Cheerleader• Whip• Pressure valve• Communicator• Other?

Additional tools for success

• Laugh together – don’t loose your sense of humor• Acknowledge the stress & frustration• Remember this is not life or death• Be realistic• Remember to breath• Do not take it home with you – leave it in the

library• Have a life

PROJECT MANAGEMENT

• Conceptualize - imagine

• Define - goals & objectives

• Plan - schedule & resources

• Implement - manage & control

• Complete it - celebrate, reflect

Presented by

Dr. Mary C. Bushing

Associate Professor Emeritus

Montana State University

Bozeman, Montana 59715

(406) 587-4742

mbushing@montana.edu