Project Management From Planning to Action A matter

Project Management From Planning to Action A matter of communication

Six Phases of a Project o o o Enthusiasm Disillusionment Panic Search for the guilty Punishment of the innocent Praise and honour for the nonparticipants

Project Outcomes Cost Time Scope

First, the bad news… o o o 71% of all projects fail to achieve their goals (scope, cost and/or time) About half of those fail because we could not agree on the objectives up front About 25% of all projects should never have begun in the first place

Outcomes not always achieved LET’S GO AROUND THE TABLE AND GIVE AN UPDATE ON EACH OF OUR PROJECTS. MY PROJECT IS A PATHETIC SERIES OF POORLY PLANNED, NEAR-RANDOM ACTS. MY LIFE IS A TRAGEDY OF EMOTIONAL DESPERATION. IT’S MORE OR LESS CUSTOMARY TO SAY THINGS ARE GOING FINE. I THINK I NEED A HUG.

Three key words in real estate o o o Location And, location

Three key words in project management o o Communication And, communication Our focus will be on the phases of project management and the communication tools we use in each phase

Movie Analogy Movie Studio What does the audience want? MOHLTC What does the public really want and need? LHINs What programs should we do this year? Executive Producer What kinds of movies should we make this year? Producer How do we get this movie off the ground? Service Provider How do we get this project off the ground? Director How do we deliver the movie on time and within budget? Project Manager How do we deliver the project on time and within budget? Project Team What tasks do I do and when? Cast and Crew What tasks do I do and when?

Now, the good news… Victor Vroom The two key factors for the successful implementation of any decision are: • The best possible answer • Commitment to implement

The Basic Thinking Process (Underlying Project Management) Gather the required information Develop a shared understanding Decide what to do next Question: Where do most project teams first run into difficulty with this basic thinking process?

Potential Pitfall 5 5 We make assumptions We jump to conclusions

Team make projects happen! o Three conditions for a team: n n n Common purpose Interdependence Common language and process

Project Management Phases What Who Communication Template Initiation Phase Project Sponsor Business Case Initiation Phase Questions Planning Phase Project Manager and Team Project Charter Planning Worksheet Execution Phase Project Manager & Team Project Status Report Issues Log Change Request Closure Phase Project Manager & Team Project Evaluation Report

Business Case o o o o Decision Statement Purpose/Background Objectives n Results or deliverables n Resource constraints n Other constraints Alternatives Considered Comparison of Alternatives (against Objectives) n Costs n Benefits n Risks Recommendation Request for Approval

Initiation Phase Questions o o o What problem or opportunity are we addressing? What is the impact of doing or not doing this project? Who is the customer or end user? How will the customer or end user define success? Who has approved this project? Who will support this project if it gets into trouble? o What are the key deliverables? o What, if any, are the intangible deliverables? o What alternatives have we considered? o Are there better, faster, or cheaper ways to do it? o What assumptions have been made? o What risks have been considered? o Based on the answers, what should you do next? Module 1 Introduction

Planning Phase o o o o o Project goal statement Project objectives Roles and responsibilities Work breakdown structure: tasks Resource requirements: resources and budget Responsibility assignment: who involved Scheduling: when completed Project review: what could change Resource management: how confirmed

Project Objectives Clear?

Project Objectives Define project success in terms of: o o o Results/deliverables required Resources to be used or saved Constraints or limitations to be considered

Need for a Project Charter Sponsor Terms of Reference, Project Charter Statement of Requirements Project Manager

Project Charter o o o o o Problem/Opportunity Impact (of doing or not doing) Client/end user Project goal (scope, cost, time) Scope (what’s in & what’s not in) Project objectives Key project roles Milestones and dates Assumptions and risks Decisions to be made

What will it cost?

Who will be responsible?

Project Planning Worksheet Work Breakdown Task No. Task description Resource Requirements Type Quantity Cost Responsibility Assignment Input Do Work Approve Scheduling Duration Precedent

When will it be done?

Are we ready to implement?

Project Management Thinking Responsibility Assignment WHO Resource Requirements HOW MUCH C Scheduling WHEN T Goal Project Review WHAT IF S Work Breakdown Structure HOW Project Objectives WHAT

Execution Phase o o o Project Monitoring : How is the project going? (Project Status Reort) Project Modification: How do we get the project back on track? (Issues Log) Project Change: How do we accommodate change? (Change Request)

Project Status Report Component: Cost Schedule Scope Quality Status:

Project Issues o o Three flavours Problem: Something has gone wrong Opportunity: Something could go better, faster, or cheaper Change: Someone has requested a change in time, scope, or cost

Issues Log Issue Who Raised When Raised Impact Who Acts Target Date Actual Date Drawings late Larry March 20 Delay of one day Larry March 22 Permit denied; must change Larry April 1 Two days; $125 Larry April 2 Materials increase Larry April 4 Extra $400 for floor Larry April 4 Post hole locations Bill April 14 Extra week; rental Bill April 23 April 22 Add seats Larry April 23 3 weeks; $1200 Larry April 26 April 28

Managing Change Request Description: Add seats to two more sides of the deck, approx. 44 lineal feet. Impact on: Project Deliverables: Two more sides, requiring an additional 308 feet of 2 x 6 cedar planking Project Cost: $1200 for materials plus 5 person-days at $0 Project Schedule: 3 more weekends required to complete Submitted by: Larry Approved by: Sponsor Date: April 28 Date: April 29

Project Closure o o o Has anyone been on a project and you are not sure how well it went? Has anyone been on a project and you are not even sure if it is over? Do we need closure?

Project Evaluation Original Goal: Build a deck at the Modified Goal: Built a deck at the cottage by May 31 at a cost of $6, 000 cottage by June 20 at a cost of $7, 200 Results Actual Results 20’ x 24’ Attractive Safe No maintenance 20” x 24’ Very attractive Reviewed by Structural Engineer Supplier guarantee for 20 years Resources Actual Resources Buildable by two people Simple hand tools only Built by two people plus helpers Simple hand tools only used Constraints Permit required Weekends only (6 required) Permit obtained Completed over 8 weekends

Our goal o o o To demonstrate that communication on a project is critical to success Have we demonstrated that? We have created a package of templates for you to take with you If you want the templates in soft copy, email me at larry@processdesignconsultants. com If anyone needs further skill development, we can arrange a project management course at a future date