mseca quarterly conference indianapolis, in may 7, 2014fundamentals of successful project manager...

FUNDAMENTALS OF SUCCESSFUL PROJECT MANAGER

Richard Christensen, LPG, PhD

MSECA Quarterly Conference

Indianapolis, IN

May 7, 2014

What Is Project Management?

“Project management is the application

of knowledge, skills, tools, and

techniques to project activities in order

to meet or exceed stakeholder needs

and expectations.”

Source: Project Management Institute

Project Management is Super Serious!

…And complicated

What Is a Project?

“A project is a

temporary endeavor

undertaken to create a

unique product or

service.” (Source: PMI)

• So….A project:

– Has a unique purpose.

– Is temporary.

– Is developed using progressive elaboration.

– Requires resources, often from various areas.

– Should have a primary customer.

• The project customer usually provides the direction

and funding for the project.

– Involves uncertainty. (Source: Information Technology Project Management, Fourth Edition)

But, what actually is a

Project Manager?

Project Manager

“The person who is

responsible for the

project and will be held

accountable for its

success or failure.”

(Source: PMI)

Here’s the Problem…

• Chemistry Majors

• Geology Majors

• Biology Majors

• Environmental Management Majors

• Physics Majors

• Math Majors

HOW MANY BUSINESS MAJORS?

ALL OUR PM CREDENTIALS & ACRONYMS?

• Certified Associate in PM (CAPM)

• Project Management Professional (PMP)

• CAPM- Project +

• Master Project Management (MPM)

• Certified Project Manager (CPM)

Or most likely…

CONGRATULATIONS, YOU’RE A PROJECT MGR

Hmmm….

15 Roles of a Project Manager…

1. Defines scope of project.

2. Identifies stakeholders & decision-makers.

3. Develops detailed task list (work breakdown

structures--WBS).

4. Estimates time requirements.

5. Develops initial project management flow chart.

6. Identifies required resources and budget.

Source: Northwest Center for Emerging Technologies, “Building a Foundation for

Tomorrow: Skills Standards for Information Technology,” Belleview, WA, 1999.

15 Roles of a Project Manager…

7. Evaluates project requirements.

8. Identifies and evaluate risks.

9. Prepares contingency plan(s).

10.Identifies interdependencies.

11.Identifies and tracks critical milestones.

12.Participates in project reviews.

13.Secures needed resources.

14.Manages the change order processes.

15.Reports project status.

Source: Northwest Center for Emerging Technologies, “Building a Foundation for

Tomorrow: Skills Standards for Information Technology,” Belleview, WA, 1999.

Difference

Project Success?

The Project

Manager

YOUR TYPICAL

ENVIRONMENTAL PROJECTS

• Phase I or II Investigations

• Further Site Investigations

• Emergency Response

• Remediation or Corrective Actions

• Environmental Compliance

All have commonality --

1. Management of SCOPE: What work will

be done?

2. Management of TIME: How long should it

take to complete?

3. Management of COST: What should it

cost?

It is the project manager’s duty to balance

these three often-competing goals.

AKA THE “IRON TRIANGLE”

SACRIFICE ONE WHEN YOU

PICK ANY TWO….

THE PROJECT LIFE CYCLE

• Identify project goal (RFP ≠ Project Goal)

• Determine the scope of work - Defining

• Establish scope, time and cost

• Procure the client

• Identify the Project Manager

• Communicate with client

Project Initiation Phase

• Evaluate and organize staffing

• Cement (rubber) project schedule

• Coordinate subcontractors

• Review project objectives

• Communicate with Client

• Communicate with Agency

Project Planning Phase

• Execute the Project Plan

• Manage the Project Plan

• Communicate with Staff

• WATCH that budget!

• Evaluate the project’s results

• Compare to objectives

• Communicate with Client

Project Execution

Project Close Out

• After-implementation internal review

• Document the lessons learned

• Provide feedback to staff… subs?

• Complete admin close-out

• Communicate with Client

PMI Survey Results of US

Projects…

• Close to half of the projects started

were never finished.

• 30% were completed but took at least

twice as long as expected, some took 5

times as long.

• Only 10% of the projects were finished

on time.

Source: “Teamwork and Project Management”, Karl Smith, University of MN, 2008

1. Failure to properly define the project at the onset.

2. The project is based upon insufficient data.

3. There is no one leading the project.

4. Time and resource estimates are guess-timates.

5. Resource planning was inadequate

10 DEADLY PROJECT SINS!

10 DEADLY PROJECT SINS!

6. The project team doesn’t see itself as a team.

7. People are routinely pulled from the project team.

8. People lose sight of the original goal of the project.

9. Risks or bottlenecks are not considered at onset.

10.The project lead is a techie and not a leader.

Don’t let your project be a bad

DIRECTV Commercial Parody

10 Things Effective Project

Managers Do

#1 – CLEARLY DEFINES THE PROJECT

• Knows the objective

• Considers the ultimate outcome

• Understands the client’s needs

AN EFFECTIVE PROJECT MANAGER…

#2 – PLANS THE ENTIRE PROJECT

Develops a project plan that includes: • Objectives

• Scope

• Schedule

• Labor

• Costs

• Key deliverables

AN EFFECTIVE PROJECT MANAGER…

#3 – HAS A PROJECT KICKOFF MEETING

Communicates with (not to) team: • Objectives, Milestones, Resources

• Tasks, Costs & Key deliverables

AN EFFECTIVE PROJECT MANAGER…

#4 – COMMUNICATES

Provides structure for communication with

project team • Project Status Meetings

• Keeps pulse on staff’s comments

Provides structure for communication with

client • Project Status Updates

• Nurtures trust and confidence

AN EFFECTIVE PROJECT MANAGER…

Importance of Communication and PM

Communication skills (84% of the

75,000 respondents listed it)

• Listening

• Persuading

Organizational skills (75%)

• Planning

• Goal-setting

• Analyzing

Team Building Skills (72%)

• Empathy

• Motivation

Leadership Skills (68%)

• Sets Example, Energetic

• Vision (big picture)

• Delegates and is positive

Coping Skills (59%)

• Flexibility and creativity

• Patience

• Persistence

• Technological Skills (46%)

• Experience

• Project Knowledge

Source: “The Leadership Challenge”. Barry Posner and James Kouzes, 1987

#5 – KEEPS A FIRM GRIP ON BUDGET

Should review weekly:

– Expenses Charged

– Time spent vs Time budgeted

– Subcontractor status

Greatly assists in develop of Invoice Docs.

AN EFFECTIVE PROJECT MANAGER…

#6 –ADJUSTS PROJECT AS NEEDED

A project is dynamic and evolves

– Re-evaluate scope as new data comes in

– Alter scope to keep objective a priority

– Update Client of key discoveries

OBJECTIVE ONLY CHANGED BY CLIENT

AN EFFECTIVE PROJECT MANAGER…

#7 – HAS A QA PROSESS ASTABLISHED

– Do you trust you’re data tables?

– Our all the appropriate items on figures?

– Have you ignored those “squiggly” lines?

– Is Appendix A…. Actually Appendices A?

– Was the dater collected properly?

AN EFFECTIVE PROJECT MANAGER…

#8 – ACTS LIKE A LEADER AND MANAGER

By Example you are:

– A motivator

– A coach

– A cheerleader

– A peacemaker

– A conflict resolver

AN EFFECTIVE PROJECT MANAGER…

#9 – ASKS THE “WHAT-IF” QUESTIONS

– Think outside the box

– Do not get comfortable in project

– Listen to what is communicated by staff

– Critically think and problem solve

AN EFFECTIVE PROJECT MANAGER…

#10 – WILL ABOVE ALL…..

– Plans

– Plans

– Plans

– Plans

– Plans

– Plans… then listen to staff &

AN EFFECTIVE PROJECT MANAGER…

Setting an example is not the main means of

influencing others, it is the only means.

Albert Einstein

QUESTIONS?