project management simply explained

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PROJECT MANAGEMENTSIMPLY EXPLAINED

© 2012, SADIQ SOMJEE

These slides are based on the Spartan Project Management book and extracted from a course also based on the book. For more information visit www.GeoEdge.Net

© 2012, Sadiq Somjee

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EXAMPLES OF PROJECTS

• Upgrade inventory collection handhelds

• Design, develop and execute a marketing plan

• Replace an enterprise software application

Based on the Spartan Project Management book - www.GeoEdge.net

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WHY DO PROJECTS FAIL?

1. Cost overruns2. Unrealistic schedules3. Does not meet expectations4. Scope is not clear5. Project team is not clear on what to do6. Project is ambiguous7. PM has responsibility but not the authority8. Risks are not managed

(PM – Project Manager)

Based on the Spartan Project Management book - www.GeoEdge.net

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5 PROJECT STEPS TO SUCCEED

Based on the Spartan Project Management book - www.GeoEdge.net

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PROJECT INITIATIONSTEP 1

Based on the Spartan Project Management book - www.GeoEdge.net

STEP 3EXECUTE

STEP2PLAN

STEP 1INITIATE

STEP 4MANAGE

STEP 5CLOSE

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START WITH THE END IN MIND

• Describe what the project looks like on completion

• Get this END definition from the project sponsor

Based on the Spartan Project Management book - www.GeoEdge.net

7Based on the Spartan Project Management book - www.GeoEdge.net

Discovery PeriodCollect information first!

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DEVELOP A PROJECT CHARTER

Typical contents of a project charter• Capture and agree on the end vision• Goals and objectives• Critical success factors• Develop scope• Identify risks• Baseline cost and budget• Create project management dashboards

As Project Manager align the charter with the sponsors expectations

Based on the Spartan Project Management book - www.GeoEdge.net

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WHAT TO ASK THE SPONSOR?(SPONSOR = THE PERSON(S) PAYING FOR THE WORK)

• What are the deliverables?• How will project success be measured?• Who are the stakeholders?• What is the budget?

Now write it down so no one forgets!

And do not agree to the budget and schedule until you have completed the plan (Step 2)

Based on the Spartan Project Management book - www.GeoEdge.net

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SCOPE

What is in scope?

1. Define project boundaries2. Sites impacted3. Work to be done

Defining project scope helps you:

4. Make decisions on what work is valid 5. Manage cost6. Keep focus

Based on the Spartan Project Management book - www.GeoEdge.net

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INITIATION SUMMARY

• Develop the project charter

• Define & confirm the scope (at a high level for now)

• Get approval to proceed with the planning step

Based on the Spartan Project Management book - www.GeoEdge.net

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PROJECT PLANNINGSTEP 2

Based on the Spartan Project Management book - www.GeoEdge.net

STEP 3EXECUTE

STEP2PLAN

STEP 1INITIATE

STEP 4MANAGE

STEP 5CLOSE

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PROJECT PLAN PURPOSE

1. To meet the goals and objectives by completing the defined work

2. Working document to achieve the END result by:

• Measuring work progress• Monitoring work• Managing and controlling work

Based on the Spartan Project Management book - www.GeoEdge.net

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PROJECT PLANNING

Develop:

• A Project Plan (Tasks and schedule)

• A Risk Management Plan

• A Cost Estimate & Monitoring Tool

• A Quality Management Plan

Based on the Spartan Project Management book - www.GeoEdge.net

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DIVIDE AND CONQUER

Divide the project into phases, use the scope and project deliverables to deconstruct the work into small units creating a Work Breakdown Structure (WBS).

Based on the Spartan Project Management book - www.GeoEdge.net

16Based on the Spartan Project Management book - www.GeoEdge.net

For Example:

First decompose the major phases or milestones:

1 Discovery Phase2 Design & Develop Phase3 Pilot & Test Phase4 Implement Phase

Next deconstruct the phases into smaller work units

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CREATE A PROJECT SCHEDULE

Using the WBS• Based on task dependencies, sequence the tasks

into a schedule

Based on the Spartan Project Management book - www.GeoEdge.net

18Based on the Spartan Project Management book - www.GeoEdge.net

Use the WBS to develop a detailed project plan. Analyze and understand each work unit to estimate the task duration, effort, task dependency, schedule and resources required.

Example Project Schedule

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BASELINE COST ESTIMATE

Based on the Spartan Project Management book - www.GeoEdge.net

Estimate costs by phase, by task to get the total cost

• Develop a project cost estimate based on the available information

• Identify cost checkpoints in the project to review cost assumptions

• Contingency is based on project unknowns and risks

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TYPES OF RISKS

Based on the Spartan Project Management book - www.GeoEdge.net

Other Risks : HR, Politics, Contracts, Weather, Unexpected ….

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RISK REGISTER TOOL

Based on the Spartan Project Management book - www.GeoEdge.net

• Risks are anything that will impact the project cost, schedule, scope, quality or delivery

• Identify all risks and continuously assess them• Quantify the impact as low, medium or high• Develop risk mitigation options with the team

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PLAN - SUMMARY

• Deconstruct the work into small units (WBS).• Use the WBS to develop a detailed project plan. • Develop a set of management plans• Develop a risk register • Develop a project cost

• Get approval from the project sponsors on the plan, cost and risk documents prior to project execution.

Based on the Spartan Project Management book - www.GeoEdge.net

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PROJECT EXECUTIONSTEP 3

Based on the Spartan Project Management book - www.GeoEdge.net

STEP 3EXECUTE

STEP2PLAN

STEP 1INITIATE

STEP 4MANAGE

STEP 5CLOSE

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PROJECT EXECUTION

• The PLAN has been approved by the project sponsors

• You have been given authority to proceed

• Work begins!

Based on the Spartan Project Management book - www.GeoEdge.net

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KICKOFF MEETINGCOMMUNICATE & CLARIFY

Invite the project sponsor to say a few words to the team

The Project Sponsor sets the tone of the project by:• Outlining the business value of the project• Communicating the organizational priority of the project• Formally introducing the project manager • Validating the project team

The Project Manager communicates the project to the team• Communicate the project to the organization• Manage expectations by clearly describing the purpose, the team and

the outcomes• Communicate the project charter (goals, objectives, scope)

Based on the Spartan Project Management book - www.GeoEdge.net

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GET THE PEOPLE WITH THE REQUIRED SKILLS

Based on the Spartan Project Management book - www.GeoEdge.net

• Required skills

• Sponsor reporting

• PM accountability

• Team accountability

• Define roles

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PROJECT EXECUTIONSUMMARY

• Acquire the final project team

• Project kickoff and communication

• Communicate the goals, objectives & scope

• Manage expectations

• Assign tasks

• Communicate team accountability

• Validate the team and the project

Now begin the work by following the project plan schedule

Based on the Spartan Project Management book - www.GeoEdge.net

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MANAGE THE PROJECTSTEP 4

Based on the Spartan Project Management book - www.GeoEdge.net

STEP 3EXECUTE

STEP2PLAN

STEP 1INITIATE

STEP 4MANAGE

STEP 5CLOSE

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MANAGE

1. Keep within scope• Approve new work requests• Reject requests that are out of scope

2. Keep true to the Charter• Keep focused on the END vision• Remind the team of the END vision

3. Manage Integration• Make sure that all the project parts fit into the whole • Coordinate work across teams

Based on the Spartan Project Management book - www.GeoEdge.net

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MANAGE SUMMARY

• Manage using the Plan and Scope• Coordinate tasks • Follow the project schedule• Plan future work plan & actions• Monitor and manage costs against plan• Address issues and foster communication• Encourage self-accountability• Manage risks

• Keep the project sponsor updated on the plan, the progress, major issues and solutions.

• Brainstorm issues and solutions with your teamBased on the Spartan Project Management book - www.GeoEdge.net

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TRANSITION & CLOSE THE PROJECT

STEP 5

Based on the Spartan Project Management book - www.GeoEdge.net

STEP 3EXECUTE

STEP2PLAN

STEP 1INITIATE

STEP 4MANAGE

STEP 5CLOSE

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PROJECT CLOSURE & HANDOFF

• Has the End been achieved?

• Have the goals and objectives met?• Has the business case been reviewed?• Do the sponsors agree?

• Close the project

• Transition the project to operations or next phase• Iterative process until project acceptance is achieved• Have a meeting to formally close the project• Recognize people, celebrate success and learn from the past

Based on the Spartan Project Management book - www.GeoEdge.net

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CLOSE & REVIEWCONTINUOUS IMPROVEMENT

• Document • Lessons learned • What worked• What needs improvement• What things can we do better in the future

Based on the Spartan Project Management book - www.GeoEdge.net

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SUMMARYSPARTAN PROJECT MANAGEMENT

Based on the Spartan Project Management book - www.GeoEdge.net

STEP 3EXECUTE

STEP2PLAN

STEP 1INITIATE

STEP 4MANAGE

STEP 5CLOSE

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5 PROJECT STEPS - SUMMARY

EXECUTE

PLAN

INITIATE

MANAGE

CLOSE

• Establish requirements, goals & objectives• Establish Critical Success Factors & business case• Get approval

• Break down project into phases• Break down work (WBS)• Develop a schedule & management plans

• On approval of the plan, begin work• Acquire project team• Distribute work

• Monitor your progress against the plan• Use the project dashboards to monitor work, costs & risks

• Transition to operations and close• Have you completed the plan?• Business case of the project met?

Based on the Spartan Project Management

book - www.GeoEdge.net

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BENEFITS SPARTAN PROJECT MANAGEMENT

1. Avoid cost overruns by managing risks and tasks

2. Develop realistic schedules

3. Meet expectations by using the Charter

4. Clarify work using the project plan

5. Actively monitor and manage risks

Based on the Spartan Project Management book - www.GeoEdge.net

37© 2012, S. Somjee Based on the Spartan Project Management book - www.GeoEdge.net

About the Author:

Sadiq Somjee is the author of The 7 Step eBook and Spartan Project Management. He has worked for small companies and large corporations where he has successfully delivered projects of all shapes and sizes.

For more information on the books visit www.GeoEdge.Net