Projects and Project Management Demystified Getting It Done

Projects and Project Management Demystified: Getting It Done Right, Time after Time EDUCAUSE Connect Chicago 2014 Michelle Sorensen, PMP, CSM March, 17 2014

Common Terminology § Project – A temporary endeavor undertaken to create a unique product, service or result - (PMBOK Version 4, Project Management Institute) § Project Manager – Responsible for planning and execution of the project and managing the risks § Project Lifecycle Initiate Plan Do/Deliver Close 2

Table Team Project § Tree house § Building materials at table § START 3

Project Planning Why • • 1. Business Objective(s) WHY the project exists, NOT the solution From the customer’s point of view Orients the team’s purpose with customer’s “Begin with the end in mind” perspective (7 Habits of Highly Effective People, Franklin Covey) • Business and/or technical drivers Examples include, “Improve customer service”, “lower the cost of maintenance”, “improve network security around…”. 4

Tree house Business Objective - Provide my children an inviting, exciting, no tech and safe play area outside. End User - boy(7) and a girl(10) Requirements 1. Accommodates up to 6 children and 1 adult 2. Does not encroach on neighboring trees 3. Partially roofed, providing an open area 4. 1 story 5. Enter via a trapdoor 6. Budget - $850 7. … 5

Project Planning Why What 1. Business Objective 2. Scope • WHAT the project will undertake to meet customer’s needs • Broad, conceptual terms • Bridge between the business needs tangible outputs Examples include, “implement new system A”, “e. Discovery on fac/staff email”, “decommission Solaris servers” 6

Tree house Business Objective - Provide my children an inviting, exciting, no tech and safe play area outside. End User - boy(7) and a girl(10) Requirements 1. Accommodates up to 6 children and 1 adult 2. Does not encroach on neighboring trees 3. Partially roofed, providing an open area 4. 1 story 5. Enter via a trapdoor 6. Budget - $850 7. … OUT of SCOPE § Technology/power SCOPE § § § Square, wooden structure Reinforced platform on oak tree in backyard 6 ft off ground Obj/Req Scope 7

Tree house Business Objective - Provide my children an inviting, exciting, no tech and safe play area outside. End User - boy(7) and a girl(10) Requirements 1. Accommodates up to 6 children and 1 adult 2. Does not encroach on neighboring trees 3. Partially roofed, providing an open area 4. 1 story 5. Enter via a trapdoor 6. Budget - $850 7. … OUT of SCOPE § Technology/power SCOPE § § § § § Square, wooden structure Reinforced platform on oak tree in backyard 6 ft off ground Railings Angled roof Main door off open area Trapdoor in open area Rope ladder Building approvals 8

Project Planning Why What How 1. Business Objective 2. Scope 3. Deliverables • HOW the scope will be met • Tangible outputs delivered to the customer • From team’s point of view Examples include, “feasibility summary on tool X”, “Reports Y & Z”, “User guides” 9

Tree house Business Objective - Provide my children an inviting, exciting, no tech and safe play area outside. SCOPE § § § § § DELIVERABLES § 12 x 12 base platform, made of Square, wooden structure treated lumber Reinforced platform on § 9 x 12 x 6 house, 3 x 12 open area oak tree in backyard 6 ft off ground Railings Dlv Scope Angled roof Obj/Req Dlv Main door off open area Scope Trapdoor in open area Obj/Req Scope Rope ladder Building approvals 10

Tree house Business Objective - Provide my children an inviting, exciting, no tech and safe play area outside. SCOPE DELIVERABLES § § § § § Square, wooden structure Reinforced platform on oak tree in backyard 6 ft off ground Railings Angled roof Main door off open area Trapdoor in open area Rope ladder Building approvals § § § 12 x 12 base platform, made of treated lumber 9 x 12 x 6 house, 3 x 12 open area Supporting X-frame underneath house platform 3 ft wooden railings around open area Building permit Approval from HOA architectural committee Etc. 11

Project Planning • Who’s doing what, when • Actions to create the deliverable(s) • Resource’s point of view • $ and time Why What 1. Business Objective 2. Scope How When/Who/Where 3. Deliverables 4. Detailed plan/Tasks 12

Project Planning Why What 1. Business Objective 2. Scope How When/Who/Where 3. Deliverables 4. Detailed plan/Tasks 13

Project Lifecycle l a v ro p p A Initiate Plan Do/Deliver Close 14

Project Lifecycle Initiate Plan Do/Deliver Close 15

Project Lifecycle Initiate Plan Do/Deliver Close 16

“If you fail to plan, you plan to fail” -Anonymous Key Takeaways 1. Planning is essential HOW WHY WHAT WHEN WHO WHERE 2. Team is crucial 3. Communication is vital 4. Pick what works § For you, your sponsor and your team 17

Thank you Michelle Sorensen, PMP, CSM Lead Project Manager Office of Information Technologies, PMO University of Notre Dame msorense@nd. edu