Download - Executing Successful Projects
Executing Successful Projects
- Nalini R Rajan Global Indian Technology Solutions
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Agenda Introduction to terminology "Project" Defining "Success“ Define “Failure” Overview of Project management Steps to successful project execution Case Study Assignment Q&A
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
"Project" Defined work effort with start and end
dates Must be able to state the work Start date and End date must be visible
Must have a single head who is the driving force – The Manager
Example :- Making a movie Reaching study or work place everyday
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
“Success“ - Definition
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
“Success“ - Definition Desired outcomes and results listed in the project agreement are
achieved
The Client’s problem is solved
The Project is finished on time and within budget
Customer and the Client sustain a high-quality, working relationship
The Client learns to address similar problems by themselves in the future
The Customer and the Client says that they would to work together as a team again
Everyone benefits – Win-Win situation
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Define “Failure” Even one of the clause of the agreement between the client and
the supplier is not met at the end of the project
Agreement met, but client’s problem is not solved
Agreement met, client problem solved, but not on time. i.e. Schedule & Resources adjustments were not made with consultation the matrix management and the client and hence the project’s schedule overshot its committed End date
Client needs to keep going to the supplier to address similar issues
Bad feeling between client and supplier. They do not want to work together
Lose-Lose situation. Client has not got back ROI. Supplier has not made a profit.
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Project management - overview
Planning Organizing Implementing Controlling Closeout
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Project management - overview
Planning
First step. Before “action” begins Project plan is developed Time and cost estimates are arrived at, risk and quality measures
are identified Team building, communications, change and risk management
plans are created
Organizing
Again, before “action” begins Resources are selected, purchased or contract resources identified
in the project plan, including human and material resources, outside vendors and contractors with specific expertise.
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Project management - overview
Implementing
This is the “action” phase Activities to produce expected results are implemented Testing is done to ensure results meet stakeholder expectations Quality controls are used to identify variances and risk management to
identify new risk.
Controlling
This is a continuous process during the “action” phase Tracking, monitoring and progress control using project management
tools and techniques. Projected versus actual results are compared Based on the progress, project plan is updated Repeat Step 3 i.e. Implementing
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Project management - overview
Closeout Close out all contracts and finalize administrative activities and
documents. Conduct a lesson learned session with the project team.
Share results with the project team and stakeholders.
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Successful project execution Define scope
What the project is about in broad terms Who wants it and why What is not included in the project
Identify constraints & risks Identify factors constraining the success Identify risk factors that could occur during the project execution phase
Determine available resources What people, equipment, and money will you have available to you to
achieve the project objectives? As a project manager, you usually will not have direct control of these
resources, but will have to manage them through hierarchy or matrix management
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Successful project execution Check Timeline & prepare schedule
When does the project have to be completed? Fix deadlines If you decide to use overtime hours to meet the schedule, you must
weigh that against the limitations of your budget
Identify stakeholders and assemble your project team Stakeholders the entities who will directly affect the project End-users or clients, Technical experts, Purchase dept, Resource
Managers, the team who will develop, the matrix managers who will influence the success of your project are some of the stakeholders
Identify all of them. It plays a big role in the smooth functioning Call for a kick-off meeting and involve & inform them of the Project plan Stakeholders are experts in their own field. Your job is not to do their
work but to manage the team.
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Successful project execution Develop the schedule
List the big steps And then the smaller ones for each big step If you are not clear of the big steps, assemble the team, brainstorm and
list it Include Project management tasks in it
Develop a preliminary plan the fine tune it to a baseline plan Draw an initial draft of the Project plan After prototyping, fine tune it and baseline it
Request Project Adjustments There is almost never enough time, money or talent assigned to a project. Your job is to do more with the limited resources than people expect. However, there are often unrealistic limits placed on a project You need to make your case and present it to your boss and request these
unrealistic limits be changed. Ask for the changes at the beginning. Don't wait until it's in trouble to ask
for the changes you need.
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Successful project execution
Work your plan but don’t die for it Making the plan is important, but the plan can be changed. Change them as needed, but always keep the scope and resources in
mind.
Monitor your team’s progress You will make little progress at the beginning of the project, but start
then to monitor what everyone is doing anyway. That will make it easier to catch issues before they become problems.
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Successful project execution
Document Everything Keep records. Document changes from your baseline plan, write down the reason for
change. Manage requirement change and how the timeline or budget was
adjusted because of it. It will help at the end-of-project review and learn from them.
Keep everyone informed Keep all the project stakeholders informed of progress all along. Let them know of your success as you complete each milestone, but
also inform them of problems as soon as they come up. Also keep you team informed. If changes are being considered, tell the
team about them as far ahead as you can. Make sure everyone on the team is aware of what everyone else is doing.
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Case Study Scope
Define work effort Scoring well in exams in Semester IV
Project Start After completing Semester III
Project End After Writing Semester III exams
Post Mortem After obtaining results
Project Manager Candidate - You
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Case Study Identify Constraints & Risk Prepare list of and collect available
resources Check timeline & prepare schedule Identify stakeholders & form your team Develop preliminary plan & fine tune to
form baseline plan Work your plan but don’t die for it Monitor your team’s progress
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Assignment
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
References and Further Reading
Links http://www.ProjectManagements.com
http://www.pmi.org
http://www.topshareware.com/project-management-books/downloads/1.htm
http://www.spottydog.u-net.com/guides/define/definition.html
http://www.spottydog.u-net.com/guides/define/frameset.html
http://www.viney.com/DFV/intranet_portal_guide/before/influencing.html
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Q&A
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010
Contact Details
Guest Lecture on Executing Successful projects @ Sathyabama on 25th Aug 2010