PMI North Area PMP Exam Study Group Integration

PMI North Area PMP Exam Study Group Integration Management Presentation Prepared by Denise Robertson 22 March 2003 Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials Page 1

Roles and Responsibilities n n n Project Manager is integrator Team members’ responsibility to complete tasks, activities, and work packages. Sponsor or senior management’s responsibility to protect project from changes and loss of resources. Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 2

Project Plan Execution n Includes all efforts necessary to achieve work results and identify change requests. PM must assume guiding proactive role constantly referring back to project plan. Execution activities are not planning activities. Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 3

Project Plan Execution Activities n n n Implementing project plan Completing work packages Achieving work results Committing project resources Managing progress Taking preventative actions Soft skill application (guiding, assisting communicating, leading negotiating, etc. ) Authorizing work using work authorization system Monitoring progress against baseline Taking corrective action Holding team meetings acquiring info with PMIS Denise Robertson n n n Monitoring progress against baseline Taking corrective action Holding team meetings acquiring info with PMIS Managing by exception to project plan Identifying changes to be handled in ICC Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 4

Integrated Change Control n Major component of control phase focusing on: n n Meeting performance baselines Making changes Coordinating changes across knowledge areas NB: Many activities performed during the control phase of the project are NOT part of Integrated Change Control: see Mulcahy text. Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 5

Project Plan Development n To develop a plan that is bought-into, approved, realistic and formal, the project manager must perform activities characterized by: n n Having a project plan methodology Keeping stakeholders and resource managers in the loop with n n n Meetings Schedule approval Performing and acting on analysis of risks and impacts Performing financial analysis Crashing, fast tracking, presenting options to management Setting up control plan including EVM system and PMIS Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 6

Project Plan n A project plan is a multi-page document created by the project manager based on input from the team and stakeholders that includes: Project charter budget Project mgt approach schedule Scope statement resources WBS Change control plan/system Responsibility chart/assignments Performance measurement baselines Network diagram/major milestones Management plans: scope, schedule, cost, quality, staffing, communications, risk response, procurement Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 7

Corrective (Pro)Action n n Any actions done to bring expected future project performance in line with project plan Accomplished by measuring performance and identifying root cause of variation n Root cause analysis n Schedule recovery n Cost recovery n Changes to risk n Changes to quality Input to project plan execution Output from ICC and all control processes Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 8

Hysterical Database Historical information is used to plan and manage future projects thus improving project management. Such data or information includes: n n n Tasks WBS Reports Estimates Project plans Denise Robertson n n Lessons learned Benchmarks Risks Resources needed Correspondence Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 9

Project Plan Updates n n Output from Integrated Change Control Result of controlling project to project plan Requires a plan to exist to be controlled and formal updates Project plan is progressively elaborated even though PM will try to finalize during planning. Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 10

Lessons Learned n What was done right, wrong and would have been done differently: n n n Technically Project Management Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 11

Constraints n Factors that may limit the project team’s options n n n Organizational structure of performing organization Collective bargaining agreements Preferences of the project management team Expected staff assignments Cost Time Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 12

Baseline n n Original project plan with approved changes Used to monitor progress of project Basis of comparison forecasts of final cost and schedule May be changed by formal mechanisms with accompanying documentation Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 13

Change Control System n Collection of formal documented procedures, paperwork, tracking systems and approval levels for authorizing changes. n n Plan for how changes will be managed CCB creation Hard procedures Soft management practices Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 14

Change Control Board n n n Reviews change requests to determine if additional analysis is warranted Approves and rejects changes May include: n n n PM Customer Experts Sponsor Others Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 15

Kickoff Meeting n Communications and coordination meeting of all parties to project: n n n n n Customers Sellers Project team Senior management Agencies Functional management Sponsor End of planning phase before beginning work on project Topics: n n Introductions Review of risks Communications plan Meeting schedule Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 16

Project Plan Approval n n n Signatures from management, stakeholders and the project team are required as formal approval. Project cannot effectively start without formal approval. If stakeholder needs and objectives have been identified in advance, it should be less difficult to obtain signatures… really. Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 17

Work Authorization System n Formal procedure for sanctioning project work ensuring work is done n n n At right time in right sequence Controls gold plating Defines tasks May take form of WBS dictionary Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 18

Change Requests n n n Formal documents submitted by anyone on project after project plan is approved Identified in project plan execution Handled in integrated change control Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 19

Configuration Management n n Rigorous change management as it relates to scope Any documented procedure used to apply technical and administrative direction and surveillance to: n n ID and document functional and physical characteristics of an item or system Control any changes to such characteristics Record and report change and its implementation status Audit the items and system to verify conformance to requirements Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 20

Project Management Information System (PMIS) n n System set up in advance to keep PM informed of the status of all project tasks May consist of: n n n Automatic tools Manual tools Reporting Meetings Oral inquiries Gantt charts Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 21

EVM n Earned Value Management is a technique used to integrate the n n Project scope Schedule Resources Measure and report project performance Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 22

Project Planning Methodology n Company standard procedures, forms, and guidelines for planning projects… that everybody uses… really. Denise Robertson Information derived or quoted from PMI, Mulcahy, and Looking Glass Development's PMP Exam Prep Materials 23