PM 00 0 Project Management Preparation for Success

PM 00. 0 Project Management Preparation for Success * Introduction * Ten. Step Project Management Process ™

PM 00. 0 Pre-Class Assessment Ten. Step Project Management Process ™ 2

PM 00. 0 Introductions • Who am I? • Who are you? – Name – Organization – Project management experience – Favorite movie and why? • Why are you here? Ten. Step Project Management Process ™ 3

PM 00. 0 Logistics • Sign-in Sheet • Facilities • Breaks • Phones • Snacks • Bathrooms • Lunch Ten. Step Project Management Process ™ 4

PM 00. 0 Agenda Day 1 • Review the fundamentals • Define the work • Build the workplan (start) Ten. Step Project Management Process ™ 5

PM 00. 0 Agenda Day 2 (could go into day 3) • Build the workplan • Manage issues Ten. Step Project Management Process ™ 6

PM 00. 0 Agenda Day 3 (could go into day 4) • Manage scope • Manage communication • Manage risk Ten. Step Project Management Process ™ 7

PM 00. 0 Agenda Day 4 • Manage documents • Manage quality • Manage metrics Ten. Step Project Management Process ™ 8

PM 00. 0 Request Don’t look ahead Ten. Step Project Management Process ™ 9

PM 00. 0 Learning Objectives By the end of class, each participant should be able to: • Understand the value of project management processes • Define the various aspects of a project • Build and maintain an appropriate project workplan • Identify and manage issues, scope and communication • Identify and manage project risks • Determine methods to manage project documentation • Identify and manage to the appropriate level of quality • Identify metrics to improve processes and declare success Ten. Step Project Management Process ™ 10

PM 00. 0 Define the Work - Exercise Discuss your definition of: • • Project manager Project team Project sponsor Ten. Step Project Management Process ™ 11

PM 00. 0 What is a Project? • Defined start and end-date • Defined scope, finite budget, specific end result (or deliverables) and assigned resources. • Unique work • Managed according to the size, complexity and criticality • Not routine work / support / maintenance / operations Ten. Step Project Management Process ™ 12

PM 00. 0 Exercise – Start and End Dates Projects have a start and end, but …. • When does a project start – Options – Best choice – Your company • When does a project end – Options – Best choice – Your company Ten. Step Project Management Process ™ 13

What is a Project Manager? The person with the responsibility for managing the project to a successful conclusion. Ten. Step Project Management Process ™ 14 PM 00. 0

What is a Project Manager? Process responsibilities: • Managing the overall workplan to ensure work is assigned and completed on time and within budget • Identifying, tracking, managing and resolving project issues • Proactively communicating project information to all stakeholders • Identifying, responding to and managing project risk Ten. Step Project Management Process ™ 15 PM 00. 0

What is a Project Manager? PM 00. 0 Process responsibilities: • Ensuring that the solution is of acceptable quality • Proactively managing scope to ensure that only what was agreed to is delivered, unless changes are approved through scope management • Defining and collecting metrics to give a sense for how the project is progressing and whether the deliverables produced are acceptable Ten. Step Project Management Process ™ 16

What is a Project Manager? People responsibilities: • General management skills needed to establish processes and make sure that people follow them • Leadership skills to get the team to willingly follow your direction • Sets reasonable, challenging and clear expectations of people • Holds team members accountable for meeting the expectations Ten. Step Project Management Process ™ 17 PM 00. 0

What is a Project Manager? Other people responsibilities: • Team-building skills • Motivating skills • Proactive verbal and written communication skills • Active listening skills • Performance feedback to team members Ten. Step Project Management Process ™ 18 PM 00. 0

PM 00. 0 What is a Project Team? • Reports to the project manager • Work on the project activities and tasks • Assigned full-time or part-time • Work directly on the creation of project deliverables Ten. Step Project Management Process ™ 19

PM 00. 0 What is an Executive Sponsor? • • Has ultimate authority/responsibility for the project Provides high-level direction and vision Funds the project Champions the project within their organization Resolves major change requests and issues Validates and ensures project benefits are attained Approves all major deliverables May delegate day-to-day tactical management to a Project Sponsor Ten. Step Project Management Process ™ 20

PM 00. 0 What is a Project Sponsor? • Optional position • Represents the Executive Sponsor on a day-to-day basis • Makes business decisions about the project on a day-today basis • Coordinates requests for time with the business community Ten. Step Project Management Process ™ 21

Team Exercise • Are you excited about adopting a standard project management methodology? • What do you see as the benefits? • What are your concerns? Ten. Step Project Management Process ™ 22 PM 00. 0

PM 00. 0 Typical Project Management Environment • • Project management considered overhead Sponsors uninvolved and unengaged Projects completed late and overbudget Wide range of project manager skill levels and competencies • No common project management experiences and best practices • No common or formal project management training • No standard processes or templates Ten. Step Project Management Process ™ 23

Where You Want To Be Company / organization • • Common processes for project management High overall chance of success on all projects Common roles and responsibilities Consistent communication and reporting throughout the organization Ten. Step Project Management Process ™ 24 PM 00. 0

Where You Want To Be PM 00. 0 Project managers • Appropriate project definition and planning • Proactive management of project scope, risks and issues • Knowledgeable in best practices and overall project management techniques Project team members • Reduced time for acclimation on new projects • Common understanding with project manager on how project is managed Ten. Step Project Management Process ™ 25

PM 00. 0 What is a Methodology? • A common system of processes and techniques used in a specific discipline • Includes repeatable best-practices, templates and prior accumulated knowledge • Provides a common language and culture that everyone can use and follow • Creates a well-ordered environment that allows for a better chance of success Ten. Step Project Management Process ™ 26

Why Use a Methodology? • Adds more time? • Adds more cost? • Adds unneeded documentation? • Adds extra work? • Adds more overhead? Ten. Step Project Management Process ™ 27 PM 00. 0

Why Use a Methodology? • Adds more time? NO! • Adds more cost? NO! • Adds unneeded documentation? NO! • Adds extra work? NO! • Adds more overhead? NO! Ten. Step Project Management Process ™ 28 PM 00. 0

Why Use a Methodology? Better, faster, cheaper project execution through: • Repeatable processes YES! • Fewer errors and less rework YES! • Pre-built templates YES! • Standard workplan activities YES! • Less start-up time for new projects YES! • Easier knowledge transfer YES! • Appropriate approvals and controls YES! Ten. Step Project Management Process ™ 29 PM 00. 0

PM 00. 0 Capability Maturity Model Project Review & Assessment Metrics Feedback Project Histories Historical Estimates 5 Methods & Techniques Standard Project Deliverables 4 3 Standardized Project Planning and Management 2 Chaos Ten. Step Project Management Process ™ 1 Promotion Project Feedback Standard Techniques Common Work Products Standard Project Management Establish a Baseline Foundation Crisis Mode / Firefighting 30 adapted from: Software Engineering Institute Capability Maturity Model

Big Projects PM 00. 0 Break big chunks of work into smaller projects • Days of huge “mega projects” are over • Smaller projects have more opportunity for success – – Ability to focus better Better able to gain initial success and momentum Better able to estimate the work Provides opportunity to deliver something and then expand the solution from there • Break projects into parts that could naturally stand alone Ten. Step Project Management Process ™ 31

Programs • Group of related projects • All work accomplished through underlying projects – Sequentially – Parallel • Entire effort coordinated through program structure – Program manager – Program Definition (charter) – Program management procedures • Program is over when all objectives are accomplished Ten. Step Project Management Process ™ 32 PM 00. 0

PM 00. 0 Exercise – Case Study #1 • Read the case study • Identify how you would structure the work into one or more projects • List advantages and disadvantages to your approach Ten. Step Project Management Process ™ 33

PM 00. 0 The PMBOK® Section I, The Project Management Framework • • • Chapter 1, Introduction - key terms and overview Chapter 2, The Project Management Context - project management environments Chapter 3, Project Management Processes - generalized view of how the various project management processes commonly interact Ten. Step Project Management Process ™ 34

PM 00. 0 The PMBOK® Section II, The Project Management Knowledge Areas • • • Chapter 4, Project Integration Management Chapter 5, Project Scope Management Chapter 6, Project Time Management Chapter 7, Project Cost Management Chapter 8, Project Quality Management Chapter 9, Project Human Resource Management, Chapter 10, Project Communications Management Chapter 11, Project Risk Management Chapter 12, Project Procurement Management Ten. Step Project Management Process ™ 35

PM 00. 0 The PMBOK® Ten. Step Project Management Process ™ 36

PM 00. 0 The PMBOK® Ten. Step Project Management Process ™ 37

PM 00. 0 The PMBOK® Ten. Step Project Management Process ™ 38

PM 00. 0 The PMBOK® Ten. Step Project Management Process ™ 39

PM 00. 0 Ten. Step PB (PMBOK® Framework)™ • • PMBOK® Framework Ten. Step Project Management Process™ – – Templates Processes, procedures, best practices Supplemental papers Training content Ten. Step Project Management Process ™ 40

PM 00. 0 Learning Objectives By the end of class, each participant should be able to: üUnderstand the value of project management processes • • Define the various aspects of a project Build and maintain an appropriate project workplan Identify and manage issues, scope and communication Identify and manage project risks Determine methods to manage project documentation Identify and manage to the appropriate level of quality Identify metrics to improve processes and declare success Ten. Step Project Management Process ™ 41

PM 00. 0 Questions? ? Ten. Step Project Management Process ™ 42