Executing Successful Projects

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PPT on successful project managment development

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<ul><li> 1. Executing Successful Projects - Nalini R RajanGlobal Indian Technology Solutions</li></ul> <p> 2. Agenda </p> <ul><li>Introduction to terminology "Project" </li></ul> <ul><li>Defining "Success </li></ul> <ul><li>Define Failure </li></ul> <ul><li>Overview of Project management </li></ul> <ul><li>Steps to successful project execution </li></ul> <ul><li>Case Study </li></ul> <ul><li>Assignment </li></ul> <ul><li>Q&amp;A </li></ul> <p> 3. "Project" </p> <ul><li>Defined work effort with start and end dates</li></ul> <ul><li><ul><li>Must be able to state the work </li></ul></li></ul> <ul><li><ul><li>Start date and End date must be visible </li></ul></li></ul> <ul><li>Must have a single head who is the driving force The Manager </li></ul> <ul><li>Example :- </li></ul> <ul><li><ul><li>Making a movie </li></ul></li></ul> <ul><li><ul><li>Reaching study or work place everyday </li></ul></li></ul> <p> 4. Success - Definition 5. Success - Definition </p> <ul><li>Desired outcomes and results listed in the project agreement are achieved </li></ul> <ul><li>The Clients problem is solved </li></ul> <ul><li>The Project is finished on time and within budget </li></ul> <ul><li>Customer and the Client sustain a high-quality, working relationship </li></ul> <ul><li>The Client learns to address similar problems by themselves in the future </li></ul> <ul><li>The Customer and the Client says that they would to work together as a team again </li></ul> <ul><li>Everyone benefits Win-Win situation </li></ul> <p> 6. Define Failure </p> <ul><li>Even one of the clause of the agreement between the client and the supplier is not met at the end of the project </li></ul> <ul><li>Agreement met, but clients problem is not solved </li></ul> <ul><li>Agreement met, client problem solved, but not on time. i.e. Schedule &amp; Resources adjustments were not made with consultation the matrix management and the client and hence the projects schedule overshot its committed End date </li></ul> <ul><li>Client needs to keep going to the supplier to address similar issues </li></ul> <ul><li>Bad feeling between client and supplier. They do not want to work together </li></ul> <ul><li>Lose-Lose situation. Client has not got back ROI. Supplier has not made a profit. </li></ul> <p> 7. Project management - overview </p> <ul><li>Planning </li></ul> <ul><li>Organizing </li></ul> <ul><li>Implementing </li></ul> <ul><li>Controlling </li></ul> <ul><li>Closeout </li></ul> <p> 8. Project management - overview </p> <ul><li>Planning </li></ul> <ul><li><ul><li>First step. Before action begins </li></ul></li></ul> <ul><li><ul><li>Project plan is developed </li></ul></li></ul> <ul><li><ul><li>Time and cost estimates are arrived at, risk and quality measures are identified </li></ul></li></ul> <ul><li><ul><li>Team building, communications, change and risk management plans are created </li></ul></li></ul> <ul><li>Organizing </li></ul> <ul><li><ul><li>Again, before action begins </li></ul></li></ul> <ul><li><ul><li>Resources are selected, purchased or contract resources identified in the project plan, including human and material resources, outside vendors and contractors with specific expertise. </li></ul></li></ul> <p> 9. Project management - overview </p> <ul><li>Implementing </li></ul> <ul><li><ul><li>This is the action phase </li></ul></li></ul> <ul><li><ul><li>Activities to produce expected results are implemented </li></ul></li></ul> <ul><li><ul><li>Testing is done to ensure results meet stakeholder expectations </li></ul></li></ul> <ul><li><ul><li>Quality controls are used to identify variances and risk management to identify new risk.</li></ul></li></ul> <ul><li>Controlling </li></ul> <ul><li><ul><li>This is a continuous process during the action phase </li></ul></li></ul> <ul><li><ul><li>Tracking, monitoring and progress control using project management tools and techniques.</li></ul></li></ul> <ul><li><ul><li>Projected versus actual results are compared </li></ul></li></ul> <ul><li><ul><li>Based on the progress, project plan is updated </li></ul></li></ul> <ul><li><ul><li>Repeat Step 3 i.e. Implementing</li></ul></li></ul> <p> 10. Project management - overview </p> <ul><li>Closeout </li></ul> <ul><li><ul><li>Close out all contracts and finalize administrative activities and documents.</li></ul></li></ul> <ul><li><ul><li>Conduct a lesson learned session with the project team. </li></ul></li></ul> <ul><li><ul><li>Share results with the project team and stakeholders. </li></ul></li></ul> <p> 11. Successful project execution </p> <ul><li>Define scope </li></ul> <ul><li><ul><li>What the project is about in broad terms </li></ul></li></ul> <ul><li><ul><li>Who wants it and why</li></ul></li></ul> <ul><li><ul><li>What is not included in the project </li></ul></li></ul> <ul><li>Identify constraints &amp; risks </li></ul> <ul><li><ul><li>Identify factors constraining the success </li></ul></li></ul> <ul><li><ul><li>Identify risk factors that could occur during the project execution phase </li></ul></li></ul> <ul><li>Determine available resources </li></ul> <ul><li><ul><li>What people, equipment, and money will you have available to you to achieve the project objectives? </li></ul></li></ul> <ul><li><ul><li>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</li></ul></li></ul> <p> 12. Successful project execution </p> <ul><li>Check Timeline &amp; prepare schedule </li></ul> <ul><li><ul><li>When does the project have to be completed? </li></ul></li></ul> <ul><li><ul><li>Fix deadlines </li></ul></li></ul> <ul><li><ul><li>If you decide to use overtime hours to meet the schedule, you must weigh that against the limitations of your budget </li></ul></li></ul> <ul><li>Identify stakeholders and assemble your project team </li></ul> <ul><li><ul><li>Stakeholders the entities who will directly affect the project </li></ul></li></ul> <ul><li><ul><li>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 </li></ul></li></ul> <ul><li><ul><li>Identify all of them. It plays a big role in the smooth functioning </li></ul></li></ul> <ul><li><ul><li>Call for a kick-off meeting and involve &amp; inform them of the Project plan </li></ul></li></ul> <ul><li><ul><li>Stakeholders are experts in their own field. Your job is not to do their work but to manage the team. </li></ul></li></ul> <p> 13. Successful project execution </p> <ul><li>Develop the schedule </li></ul> <ul><li><ul><li>List the big steps </li></ul></li></ul> <ul><li><ul><li>And then the smaller ones for each big step </li></ul></li></ul> <ul><li><ul><li>If you are not clear of the big steps, assemble the team, brainstorm and list it </li></ul></li></ul> <ul><li><ul><li>Include Project management tasks in it </li></ul></li></ul> <ul><li>Develop a preliminary plan the fine tune it to a baseline plan </li></ul> <ul><li><ul><li>Draw an initial draft of the Project plan </li></ul></li></ul> <ul><li><ul><li>After prototyping, fine tune it and baseline it </li></ul></li></ul> <ul><li>Request Project Adjustments </li></ul> <ul><li><ul><li>There is almost never enough time, money or talent assigned to a project.</li></ul></li></ul> <ul><li><ul><li>Your job is to do more with the limited resources than people expect.</li></ul></li></ul> <ul><li><ul><li>However, there are often unrealistic limits placed on a project</li></ul></li></ul> <ul><li><ul><li>You need to make your case and present it to your boss and request these unrealistic limits be changed.</li></ul></li></ul> <ul><li><ul><li>Ask for the changes at the beginning. Don't wait until it's in trouble to ask for the changes you need. </li></ul></li></ul> <p> 14. Successful project execution </p> <ul><li>Work your plan but dont die for it </li></ul> <ul><li><ul><li>Making the plan is important, but the plan can be changed.</li></ul></li></ul> <ul><li><ul><li>Change them as needed, but always keep the scope and resources in mind. </li></ul></li></ul> <ul><li>Monitor your teams progress </li></ul> <ul><li><ul><li>You will make little progress at the beginning of the project, but start then to monitor what everyone is doing anyway.</li></ul></li></ul> <ul><li><ul><li>That will make it easier to catch issues before they become problems.</li></ul></li></ul> <p> 15. Successful project execution </p> <ul><li>Document Everything </li></ul> <ul><li><ul><li>Keep records. </li></ul></li></ul> <ul><li><ul><li>Document changes from your baseline plan, write down the reason for change. </li></ul></li></ul> <ul><li><ul><li>Manage requirement change and how the timeline or budget was adjusted because of it.</li></ul></li></ul> <ul><li><ul><li>It will help at the end-of-project review and learn from them. </li></ul></li></ul> <ul><li>Keep everyone informed </li></ul> <ul><li><ul><li>Keep all the project stakeholders informed of progress all along.</li></ul></li></ul> <ul><li><ul><li>Let them know of your success as you complete each milestone, but also inform them of problems as soon as they come up. </li></ul></li></ul> <ul><li><ul><li>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.</li></ul></li></ul> <p> 16. Case Study </p> <ul><li>Scope </li></ul> <ul><li><ul><li>Define work effort</li></ul></li></ul> <ul><li><ul><li><ul><li>Scoring well in exams in Semester IV </li></ul></li></ul></li></ul> <ul><li><ul><li>Project Start </li></ul></li></ul> <ul><li><ul><li><ul><li>After completing Semester III </li></ul></li></ul></li></ul> <ul><li><ul><li>Project End </li></ul></li></ul> <ul><li><ul><li><ul><li>After Writing Semester III exams </li></ul></li></ul></li></ul> <ul><li><ul><li>Post Mortem </li></ul></li></ul> <ul><li><ul><li><ul><li>After obtaining results </li></ul></li></ul></li></ul> <ul><li><ul><li>Project Manager</li></ul></li></ul> <ul><li><ul><li><ul><li>Candidate - You </li></ul></li></ul></li></ul> <p> 17. Case Study </p> <ul><li>Identify Constraints &amp; Risk </li></ul> <ul><li>Prepare list of and collect available resources </li></ul> <ul><li>Check timeline &amp; prepare schedule</li></ul> <ul><li>Identify stakeholders &amp; form your team </li></ul> <ul><li>Develop preliminary plan &amp; fine tune to form baseline plan </li></ul> <ul><li>Work your plan but dont die for it </li></ul> <ul><li>Monitor your teams progress </li></ul> <p> 18. Assignment 19. References and Further Reading </p> <ul><li>Links </li></ul> <ul><li><ul><li>http://www.ProjectManagements.com </li></ul></li></ul> <ul><li><ul><li>http://www.pmi.org </li></ul></li></ul> <ul><li><ul><li>http://www.topshareware.com/project-management-books/downloads/1.htm </li></ul></li></ul> <ul><li><ul><li>http://www.spottydog.u-net.com/guides/define/definition.html </li></ul></li></ul> <ul><li><ul><li>http://www.spottydog.u-net.com/guides/define/frameset.html </li></ul></li></ul> <ul><li><ul><li>http://www.viney.com/DFV/intranet_portal_guide/before/influencing.html </li></ul></li></ul> <p> 20. Q&amp;A 21. Contact Details </p> <ul><li>[email_address] </li></ul> <p> 22. Thank you </p>