welcome to session 5-6 – project management process overview (continued)
DESCRIPTION
Project Management Certificate Program. Welcome to Session 5-6 – Project Management Process Overview (Continued). Instructor: Phyllis Sweeney. Session 5-6 Learning Objectives. The student will be able to:. Understand all of the Project Management processes Define a change management process - PowerPoint PPT PresentationTRANSCRIPT
Welcometo
Session 5-6 – Project Management Process Overview
(Continued)
Instructor: Phyllis Sweeney
Project Management Certificate Program
Project Management Certificate Program 2
Session 5-6 Learning Objectives
· Understand all of the Project Management processes
· Define a change management process· Summarize program management processes
The student will be able to:
Project Management Certificate Program
Initiation
Planning
ControlExecution
Closeout
Project Management Processes
3
Project Management Certificate Program
Project Management Processes
Initiating Closing
Planning
Executing
Monitoring and Controlling
4
Project Management Certificate Program
Project Management ProcessINITIATION
Monitoring and Controlling• Monitor progress or lack of• Manage changes• Revise project plan, if required
Close Out the Project
EXECUTION
PLANNING
5
Project Management Certificate Program
What’s To Know About Change?
· What makes change hard?· Let’s talk about Chelsea……
6
Project Management Certificate Program
Control vs. Risk
$
Control RiskLow High
• High Control - Low Risk• Low Control - High Risk• Balanced Approach
7
Project Management Certificate Program
Project Control· Controlling Processes:
– Ensuring that project objectives are met by monitoring and measuring progress regularly to identify variances from plan so that corrective action can be taken when necessary
What is the difference between a corrective action and a workaround?
8
Project Management Certificate Program
Successful Project Control· Use project plan as the baseline· Monitor project progress versus plan on a regular basis· Use project milestones to measure “true” progress· Document project changes· Make sure changes are valid and necessary· Revise and update plan whenever project changes are
approved· Monitor “trends”· Attack deviations as soon as possible
Baseline: The original plan plus or minus approved changes. Initial deliverable to which changes will be measured against as the project proceeds.
9
Project Management Certificate Program
Project Status Review Meeting· Frequency
· Duration
· Format
· Attendees
· Documentation
10
Project Management Certificate Program
Progress Reporting SystemProject Status Reports· Current period· Cumulative project to date· Variance Reports
– Exception reports with corrective action recommendations
– “Red, Yellow, Green”
11
Project Management Certificate Program
Progress Report
CostVariance
ScheduleVariance
Time
$ o
r % c
ompl
etio
n
Actual
Plan
12
Project Management Certificate Program
Do Project Reports Tell You Everything?
Why Reports Don’t Tell the Whole Story?– People leave out the “truth” – don’t want to be blamed– Don’t want to expose problems in public– Performance is often a subjective measurement
13
Project Management Certificate Program
Do Project Reports Tell You Everything?
The Truth is Out There– Informally review progress– Visit your team members. Manage by Walking
Around (MBWA)– Ask to see their work products– Ask other project team members (Client, vendors,
contractors, etc.)– Measure progress against a clearly defined
milestone, not against a calculated percent completion
14
Project Management Certificate Program
Change Management Process· Change is inevitable· Change may be desired· Can cause substantial impact to the project and to the
customer if due process is not applied· The Change Management Process:
– Ensures that there is appropriate understanding, documentation, notification, and approval for all changes within appropriate variance levels.
These variance levels are determined on a project by project basis.
Encompasses the following three areas: scope, schedule, cost
– Is in effect upon the baselining of a document or deliverable.
15
Project Management Certificate Program
Project Parameters
Quality
Scope
Cost Time
16
Project Management Certificate Program
Change ControlReasons for Project Changes· Project priority changes· Budget reduction· Scope underestimation· Original objectives have changed
So, if changes are obvious, why is it so difficult to do?
Remember, Chelsea…….
17
Project Management Certificate Program
Change Control
Project Change Request· Recognize variance from project plan· Evaluate impact to baseline cost and schedule· Evaluate effect of “Do Nothing”
Why measure variances?· Catch deviations early· Allow early corrective actions· Detect trends (good or bad) in schedule and effort
18
Project Management Certificate Program
Change ControlProject Change Impact Statement· Define change in detail· Determine overall project impact· Evaluate alternatives including “Do Nothing”· If change is approved, update plan ASAP· Inform all team members of changes
19
Project Management Certificate Program
Assignment #3 – Team Assignment Change Management Process
1. Assignment #3, due Session 6, October 20• Due in Session 6 (sent via email to [email protected]) by
4:00 p.m.• 3 Pages Maximum – 1 Page Maximum for Form, 2 Pages Max for
Instructions
2. Team Name (Insert Name in Header) – List all team members
3. Develop a Change Management form that you would like to see in your organization and that the team plans to use for the project. It can be a 3-step, 4- step, or 5 – step approach. The team must then provide instructions as to how to fill out each step of the change form, including variance levels. An incomplete sample is provided on the following slides.
4. Assignment includes: 1) Form and 2) Instructions with Variance Levels
20
Project Management Certificate Program
Change Management Process
· Three Major Steps:1. Initiate2. Determine impact to assess the change to the project3. Assess
· Five Major Steps:1. Initiate2. Determine work to assess the change3. Assess the impact to the project to make the change4. Decision5. Notify and Update
21
Project Management Certificate Program
Change Management ProcessStep 1: Initiate Change: Explain change and cause of change.Scope*Schedule*Cost*Step 2: Determine effort to assess the change:
Step 3: Describe mitigation strategy and level of effort to implement:
*In instructions, include what the variance levels are that require sign-off:Schedule: +/- Days
Scope: ??Cost: ??
22
Project Management Certificate Program
Closing Projects
· Project Closeout:- Formalizing acceptance of the project or phase and bringing
it to an orderly end- PMBOK: Those processes performed to formally terminate
all activities of a project or phase, and transfer the completed product to others or close a cancelled project.
23
Project Management Certificate Program
Termination Components
• Understand why the termination of the project is necessary
• Understand how hard it is to kill projects• Plan for an organized death and mourning period• Analyze the most efficient method to kill the project• Learn from the process and project – document
lessons learned• Salvage good components
24
Project Management Certificate Program
Factors in a Project Termination
• Technology change/gap/obsolescence• Project team discord
• Project management trap - PMM was inefficient and led to chaos
• Loss of management interest and support• Original intent was lost in the shuffle (scope creep
and change)• Loss of support from the beneficiaries - they have
moved on• Disappearance of the need, including market shifts
25
Project Management Certificate Program
Project Termination Strategies
• A sudden termination• Gradual and slow termination
• Slowly strip resources, often politically the best, usually worst on the project team
• Redirect attention to the area of choice and cut losses• Freeze the project - lock up files and reassign resources –
possibly postpone or cancel
26
Project Management Certificate Program
Potential Costs of Stopping a Project
• Public relations and political costs• Employee morale• Reassigning and/or terminating project staff• Costs of carrying project staff from a dead project• Developing alternatives for the current project
• Mothballing in a manner the project can be restarted later
• Keeping the project going until a logical stopping point• Penalties for canceling contracts and agreements• Determining what is salvageable
• Disposing of the completed deliverables from the current project
• Cost and storage of project equipment, materials• Dealing with impacts on downstream projects
27
Project Management Certificate Program
· Confirm all deliverables are installed/delivered according to scope of work
· Obtain client approval based on project completion criteria – get client sign-off and acceptance of project
· Complete project documentation for historical records· Complete project management audit- Lessons Learned
Report (Post Mortem)· Issue final project report· Release project staff to new assignments or reassignment
to “home” organization
What are some other steps that might be taken?
Project Close-out Steps
28
Project Management Certificate Program
Closing Projects
Small Projects· Meet with stakeholders· Confirm project deliverables are acceptable· Write meeting minutes for documentation· Issue memorandum stating project completion
Larger Projects· Formal “punchlist”· Multiple levels of approvals· Official project transfer to client· Formal “signoff” signatures
29
Project Management Certificate Program
Types of Termination
Inclusion/Integration· Successful project· Project deliverables distributed· Accepted by project sponsor· Absorbed into organization, becomes part of standard
procedure· e.g. - Building a new bank branch, new science curriculum in a
school district
Murder· Unsuccessful project· Over budget & behind schedule· Project becomes obsolete or not needed· e.g. - WPPS nuclear plants
30
Project Management Certificate Program
Lessons Learned Template
Historical Summary of Project:
Positive Lessons Learned:
Areas for Improvement: (Include audit results)
Metrics:Number of Change Requests:Reasons Why:
31
Project Management Certificate Program
Project Management Lifecycle Phases
In Your Teams, document:
What are the 5 phases?What are the major activities for each phase?What are the major deliverables for each phase?
32
Project Management Certificate Program
Five Phase Approach -- ReviewProcess Scope Plan Execute Monitor/
Control Closeout
Activities: State Problem
Est Goal
Define Objectives
Id Success Criteria
Id Assump./Risks/Constraints
DeliverablesPOS
33
Project Management Certificate Program 34
Module 1 Summary
· Understand what a project is· Identify the project management processes· Understand the difference between a project
lifecycle and project management processes· Work in your teams· Have a POS in place