Project Management Basics Project Definition A defined starting

Project Management Basics

Project Definition A defined starting point � A single defined ending point � Clearly distinct from regular operational activities �

Project Management Elements Objectives � Timelines � Resources � � Controlled via Project Plan

Project Management Elements Planning of the project � Monitoring the actual situation against the plan � Taking corrective action if the situation does not correspond with the plan �

Organizational Characteristics for Successful Projects � � � Good Communication Quality Ownership and accountability Task planning and allocation Accountability for achieving results Performance monitoring

Organizational Characteristics for Successful Projects � � � Efficient use of resources Access to the knowledge and skills of specialists Decision making Motivation and development of people Routine operations as well as the specific project Ownership and management of meetings

Roles and Responsibilities Owner – often a senior manager who allocates resources, steers, and provides the link to the business � Project Manager – responsible for achieving project objectives and tasks using resources effectively � Team – individuals who work separately and together to further the objectives of the project �

Project Management Triangle If a project is to succeed, it must satisfy the demands of time, cost, and scope. Time Scope Cost

Planning a Project The more planning up front, the less time spent reworking the project later � 10 -20% of the project is planning �

Project Management Process

Project Initiation Objectives are formed � Relationship to greater organization established �

Project Initiation Risk assessed � Costs (financial and other) examined �

Information Gathering Asking questions � Understanding required effort �

Information Gathering Answers the “why” questions about the project � Continues for the life of the project �

Information Gathering Interviews � Surveys � Brainstorming � Reviewing past projects �

Activate The Planning Process

Document of Understanding (DOU) Project objectives � Work breakdown structure � Time and cost estimate � Proposed schedule �

Work Breakdown Structure (WBS) Show project divided into components and work packages � Common framework for communication � Allocate responsibility �

Estimate Predicts time and cost

Schedule Predicts time it will take to complete tasks

Baseline The Agreement Event

Present to Stakeholders Written Document of Understanding � Done in person �

Negotiate Details about the project are settled between the owner, project manager, team members, and stakeholders as appropriate

Sign-Off Formal acceptance of the negotiation

Control The Tracking Process

Update DOU Plan updated � Performance reviewed � Future actions projected �

Change Control Changes will occur � Plan for change � Document the events leading to the change �

Change Control Make a plan for managing change once it occurs � Plan to re-plan �

Project Closure Measuring Success

Questions to Ask What did we do right? � What did we do wrong? � What did we learn? �

Post Project Evaluation Were project objectives met? � Was project completed within budget? �

Post Project Evaluation Was project completed according to schedule? � Did project impact other projects or normal business operation? �

Questions? Discussion?