introduction to project management 1 august 24 & 25, 2010 presented by: joanne cobb ginny...
TRANSCRIPT
1
Introduction to
Project Management
August 24 & 25, 2010Presented by:
Joanne CobbGinny Montgomery
Dan Druliner
2
Course Outline
Introductions What is a Project? What is Project Management? How does Project Management fit in F2? Key Information, Terms, and Roles Project Life Cycle
Initiate Plan Execute Control Close
What Skills does a Project Manager need to possess? What Tools can I use to assist me? Labs / Case Studies Resources and Certification LEAN Methodology
3
Introductions
Your nameYour departmentCurrent job roleWhat do you hope to learn in this class?
4
What is a Project?
Definitions: Project (characteristics-PMBOK*)
A project is finite —having specific start and completion dates—and is undertaken to create a unique product or service which brings about beneficial change or added value. This finite characteristic of projects stands in sharp contrast to processes, which are (semi) permanent functional work to repetitively produce the same product or service. Projects are delivered under certain constraints, traditionally listed as "scope," "time," and "cost.” Temporary Unique results Progressive elaboration
*Project Management Institute (PMI): PMBOK = Project Management Body of Knowledge
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Project Management Definition
“Project management is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives. The primary challenge of project management is to achieve all of the project goals and objectives while honoring the preconceived project constraints. Typical constraints are scope, time, and budget.”
en.wikipedia.org/wiki/Project_management
Value to Our Customers
MissionWe help people who change the world
VisionWe are a global leader able to
deliver outstanding service anywhere, anytime
Values: Integrity • Collaboration • Innovation • Diversity • Excellence • Respect • Teamwork
Strategy Map - Finance & Facilities 2008-2013Version. May 7th, 2010
Enhance Resources
Provide value for your money
Help solve complex University-wide problems
Provide clear, timely, accurate, consistent
communications from knowledgeable staff
Attract and Retain a Talented and Diverse StaffImprove Operational Excellence
Champion environmental stewardship
Create and maintain
collaborative relationships
Enhance leadership
effectiveness
Develop individuals to their full potential
Lead strategic UW-wide projects
Develop customer
value proposition
Improve, streamline
and innovate
Recognize performance excellence
Manage resources to support strategic priorities
Provide key input for informed decisions on
financial & physical assets
Grow and steward UW’s assets
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Project Management in F2
Improve Operational Excellence Lead UW-wide Strategic Projects
Typically, skilled Project Managers are selected to lead these initiatives
Project Managers provide: Leadership Scope Control Project Communication Resource Management Meeting Facilitation Schedule Control Issue and Risk Management … and more!
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What is a Project Manager?
“Project managers function as bandleaders who pull together their players each a specialist with individual score and internal rhythm. Under the leader's direction, they all respond to the same beat.” L.R. Sayles
Project managers have the responsibility of the planning, implementation, and closing of any project in a variety of industries or fields, i.e., healthcare, insurance, construction, etc.
A project manager is the person accountable for accomplishing the stated project objectives.
Key project manager responsibilities include creating clear and attainable project objectives, building the project requirements, and managing the triple constraint for projects, which is cost, time, and scope.
A project manager ensures that the key issues of cost, time, quality and above all, Executive Sponsor satisfaction, can be realized.
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What is a Process vs. a Project?
Processes are: Projects are: On-going with no clearly defined
beginning and end statesShould be customer drivenRepeatable
One way of implementing a Process Improvement or innovation
Time-bound and have a customer Have clear beginning and end dates
Longer projects are often broken down into phases or stages. Each one phase can become a project unto itself.
Follow a specific cycle of Initiation, Plan, Implement and Close
Often result in process improvement Factors that may necessitate a project
include: complexity, risk, time-sensitive, etc.
Process Improvement is the examination of a business process in order to better meet customer & quality requirements. Projects arise from this examination.
Project Management is the application of knowledge and expertise to the development and completion of a project.
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F2 Quality Improvement – How does this fit with Project Management?
F2 Quality Improvement Principles (note: QI Principles are applied to any project you are assigned)
QI Principles
Customer FocusWhat are the goals?
Continuous Improvement
Quality Definition
How is it done?
Work Process Focus
Prevention
Error-Free Attitude
Manage by Facts
Participation/Empowerment Manage by facts?Total Involvement
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As a Project Manager - What do you Manage?
Schedule The project timeline, identifying the dates (absolute or
relative to a start date) that project tasks will be started and completed, resources will be required and upon which milestones will be reached.
Scope Project scope involves identifying and describing the
work that is needed to produce the deliverables of the project in sufficient detail to ensure that: All the appropriate work is completed And ONLY the appropriate work is completed
Resources Team Members who perform project work Executive Sponsor and Guiding Team (CORE, PIT,
Oversight) expectations
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‘The Triple Constraint’
Project Phases
Initiate Plan Execut
eContro
l Close
Report
F2 Project Lifecycle
Plan ControlExecuteInitiate Close
STEAM adopted, 2009
Integrate
Project WorkDefine Work
Organizational Framework – identify project and align with strategy map, identify and provide resources, project scheduling, prioritizing, direction-setting, issue resolution, milestone reviews
Initiate – develop business case and project plan/charter, including role(s) of sponsor(s), owner(s), define problem/opportunity with supporting data, participants, success measure(s), and scope (boundaries and parameters)
Plan – develop execution steps, timeline, dependencies, milestone dates, plans for risk and risk mitigation, plans for communications and for training
Execute – do the work defined in plans
Control – hold milestone meetings with sponsors, produce reports on performance and success measure(s), identify issues, resolutions, and management (e.g. scope management)
Close – report results, determine ownership and integration into ongoing work of all affected work units, evaluate the project, summarize lessons learned, and document the process and materials developed
Integrate – implement agreements, identify ongoing roles/responsibilities, create ongoing operational measures and dashboard reporting cycles, provide training, standardize processes, and continually improve
OrganizationalFramework
Initiator/ Stakeholder Project Team
New Team/Owner
PLAN DO
CHECKACT
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Key Terms
● Project Components● Charter
● Goals and objectives● Deliverable● Scope Definition
● Requirements (business and functional)● Risks and Issues● Communication plan● Resource Identification● Work Plan (tasks, dependencies)● Change Control
● Commonly used terms● Bandwidth● Vet● Scope creep● Metrics
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Key Terms (cont.)
● People● Sponsors, Executive Sponsors● Stakeholders● Guiding Team (CORE, PIT, and
Oversight)● Work Groups
● PM Tools and activities● Risk Assessment (planning)● Flow Chart ● Process Flow● Business process re-engineering● Process map ● Work Breakdown Structure (WBS -
planning)● Timeline/Milestones (planning)● Triple Constraint/Resource
Triangle (planning)
● Other● SMART Goals (specific,
measurable, attainable, realistic and timely)
● LEAN Methodology
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Roles in the project framework
Sponsor/Executive SponsorGuiding Team (CORE, PIT, and Oversight)Project ManagerOperational Staff:
Adviser/Subject Experts/Business Analyst Operational Manager Key Resource
Work GroupsProject Team LeaderTeam/Member
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PM Skills: Key to success
Planning (I – P)Communication (I – P – E– C)Resource Management (E – C) Team Management (P – E – C)Scope Management (E – C)Schedule Management (P – E)
Initiate – Plan – Execute – Close
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Results focused
Action plan with timeline
Communication is key
Relationships are important and need to be proactively worked
Person leading the project needs to be intimately involved and
knowledgeable
The more input users/process partners, etc can provide, the better –
this about teamwork, not committee work
Clear and defined project roles such as project leader, coordinator,
Steering Committee, User Groups, etc. are needed
It helps to have a project manager!
Key Success Factors (STEAM):Project Management at UW
20
What’s Unique about Project Management in F2?
Cross-campus notification / communication Don’t forget: Bothell and Tacoma
Multi-role ResourcesProject Leader assists with Project
ManagementVerifying you have all resourcesCross-campus training
Facilities are available to all campus resources Weighted to upper and lower campus – several
sessions may be needed
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Introduction to Project Management
F2 Approach Initiate Phase
Project Phases
Initiate Plan Execut
eContro
l Close
Report
F2 Project Lifecycle
Plan ControlExecuteInitiate Close
STEAM adopted, 2009
Integrate
Project WorkDefine Work
Organizational Framework – identify project and align with strategy map, identify and provide resources, project scheduling, prioritizing, direction-setting, issue resolution, milestone reviews
Initiate – develop business case and project plan/charter, including role(s) of sponsor(s), owner(s), define problem/opportunity with supporting data, participants, success measure(s), and scope (boundaries and parameters)
Plan – develop execution steps, timeline, dependencies, milestone dates, plans for risk and risk mitigation, plans for communications and for training
Execute – do the work defined in plans
Control – hold milestone meetings with sponsors, produce reports on performance and success measure(s), identify issues, resolutions, and management (e.g. scope management)
Close – report results, determine ownership and integration into ongoing work of all affected work units, evaluate the project, summarize lessons learned, and document the process and materials developed
Integrate – implement agreements, identify ongoing roles/responsibilities, create ongoing operational measures and dashboard reporting cycles, provide training, standardize processes, and continually improve
OrganizationalFramework
Initiator/ Stakeholder Project Team
New Team/Owner
PLAN DO
CHECKACT
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PHASE: Initiate
Phase IntroductionKey PM Universal Skills for this PhaseAny tools to assist me?Case Study
Overview Tools for Success LAB
25
INITIATE Phase Definition
“The initiation processes determine the nature and scope of the project. If this stage is not performed well, it is unlikely that the project will be successful in meeting the business’ needs. The key project controls needed here are an understanding of the business environment and making sure that all necessary controls are incorporated into the project. Any deficiencies should be reported and a recommendation should be made to fix them.”
en.wikipedia.org/wiki/Project_management
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INITIATE Phase Definition (con’t)
The initiate phase should include a plan that encompasses the following areas:
Analyzing the business needs/requirements in measurable goals
Reviewing of the current operations Financial analysis of the costs and benefits including a
budget Stakeholder analysis, including users, and support
personnel for the project Project charter including costs, tasks, deliverables,
and schedule
en.wikipedia.org/wiki/Project_management
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What is Accomplished in this First Project Phase?
Executive Sponsor / Support is provided for the project initiative
Project Objectives and initial Scope are communicatedCharter is createdExecutive approval is grantedProject Manager is assignedProject Team identified
Sponsor / Project Leader/ Steering Committee Guiding Team / Work Groups All Stakeholders identified
‘High-level’ Schedule and BudgetRequirements documentationAlternatives Analysis is initiated or completedProject Kick-off Meeting
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Key Project Manager Skills - Initiate
Analytical The Project Charter accurately describes the stated goals and
objectives Exploration of any additional requirements and/or key resources
Communicator Ability to clearly communicate the goals and objectives of the
project to all stakeholders Verification with Executive Sponsor / Project Leader project
concerns, timeline, and establishment of communication cycleFacilitator
Project Kick-off Meeting Team consensus with Project Objectives and Goals
Mediator Project timing may require some key team member concerns
regarding their current workload – discussion with their management to ensure project commitment and priority
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Initiate Tools
Project CharterOrganizational or ‘Bubble’ ChartRequirements or Functional documentation‘High-level’ Schedule and BudgetIssues or initial ‘Risks’ identifiedAlternative Analysis
Decision-making tool to determine which ‘option’ is best to pursueProject Kick-off Meeting
Right Resources invited Agenda Review of Project Charter / Requirements Documentation
Project Status Report Usually weekly or monthly project status of timeline, budget, scope,
key accomplishments to-date and issues/risks to all key stakeholders
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Organizational or ‘Bubble’ Charts
(Samples)
Technical Advisory Group
Pat Bonner, Jelena Curless , Jeanne Marie Isola, Gary ProhaskaHeriberto Rodriguez, Paul Schurr,
Bill Shirey, Jan Sullivan, Erick Winger
INFRASTRUCTURE
Executive Sponsor – V’Ella WarrenSponsor – Ann Anderson
Business Steward – Karen Long
Business AdvisoryGroup
Ann Anderson, Pat Bonner, Sara Gomez, Karen Long,
Jeanne Marie Isola, Jan Sullivan, Erick Winger
SIO Coach/MentorPat Bonner
eTravel CustomerSupport Team
Technical ProjectManager
Jan Sullivan
Project ManagerErick Winger
HERITAGE
ApplicationDevelopers
Rebecca TsengHeriberto Rodriguez
eTravel Process Improvement Team
Lisa Yeager, Erick Winger, Bill Shirey, Gary Prohaska, Heriberto Rodriguez, Jan Sullivan
Technical Advisory Group
INFRASTRUCTURE
Executive Sponsor – V’Ella WarrenSponsor – Ann Anderson
Business Steward – Karen Long
Business AdvisoryGroup
Ann Anderson, Pat Bonner, Sara Gomez, Karen Long,
Jeanne Marie Isola, Jan Sullivan, Erick Winger
SIO Coach/MentorPat Bonner
eTravel CustomerSupport Team
Technical ProjectManager
Jan Sullivan
Project ManagerErick Winger
HERITAGE
ApplicationDevelopers
Rebecca TsengHeriberto Rodriguez
eTravel Process Improvement Team
Executive Sponsor – V’Ella WarrenSponsor – Ann Anderson
Business Steward – Karen Long
Business AdvisoryGroup
Ann Anderson, Lisa Yeager, Bill Shirey, Karen Long,
Heriberto Rodriguez , Jan Sullivan, Erick Winger, Cindy Gregovich
Strategic Initiative Office Leadership
eTravel CustomerSupport Team
Technical ProjectManager
Project ManagerErick Winger
ARIBA HERITAGE SYSTEMS
ApplicationDevelopers
Heriberto Rodriguez
eTravel Process Improvement Team
David Wright, Gary Prohaska
eTravel Project Example
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Core Steering Team
-Senior staff from key admin support depts.-Senior school & college administrators
-Provost’s Office
Rapid Response
Project SponsorsExecutive Vice Provost
Vice Provosts for:Research, Student Life, Global Affairs,
Undergrad Academic Affairs, Grad School
Project AdvisorsAttorney General’s Office
Environmental Health & SafetyInternal Audit
Risk Management
Executive SponsorsProvost
Senior Vice President, Finance and Facilities
Faculty Consulting TeamFaculty active in global research
& education
Single Point of Contact
Process Improvement
Teame.g., Global
Emergency Mgmt
Website/portal Development
Global Support Project Example
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UW Climate Action Plan Team Example
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Case Study
Focus on: Project Kick-off Meeting What is a Project Kick-off Meeting and why
important?
Who should attend?
The Project Charter and Team Buy-in
Tools for Success
Lab
35
What is a Project Kick-off Meeting?
“Of all the things I've done, the most vital is coordinating the talents of those who work for us and pointing them towards a certain goal.” Walt Disney
Meeting conducted with all key team members / sponsors / stakeholders
Provides Team introductions and is the first step in ‘teambuilding’
Sets Team ‘ground rules’ and expectationsAllows for review of Project Charter and all
information and/or documentation on the project objectives, goals, scope and initial timing/budget
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What is a Project Kick-off Meeting? (Con’t)
Allows Team Members to discuss any concerns and provides:
Clarification of project requirements or goals;
Collection of initial issues/risks/parking lot items;
Determination of the team that will be involved in the planning;
Expectation of next steps and/or meeting schedule.
37
Setting Up a Project Kick-off Meeting
Getting the right people (resources) to the meeting! Review the Organizational or ‘Bubble’ Chart Think ‘outside the box’:
Will your project have Audit implications? Is Internal Audit part of the Team?
Will an application need to be built through UW IT? Have you identified all key IT resources?
Will training be provided to all campus? Have Bothell and Tacoma been taken into consideration? Who will build the Training plan?
Discuss with your Project Leader / Sponsors to ensure that the right team members are at the meeting
38
Tools for Success: Project Kick-off Team
Forming a team
•Involve the right people (depends on project/focus)
•Focus on appropriate representation as well as recruiting, leading and rewarding volunteers•“Right place
and time for people”
•Strategically select critics vs. evangelists, good team members vs. user session vs. testers
Team members should be willing to
•Ask “dumb” questions, participate actively, challenge the status quo
•Assist with data collection/analysis
•Listen actively, practice good meeting management
•Carry out “homework”
•Review efforts of team itself to improve meeting process
39
Setting Up a Project Kick-off Meeting (Con’t)
An Agenda The Agenda should contain key project information:
Meeting Location / Date and Time Name of Project Project Sponsor / Leader Project Manager Project Objectives / Goals Approach Key Stakeholders
As Project Manager, your responsibility to ensure that all key resources are present at this meeting!
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Tools for Success: Project Kick-off • Ensure the right people are present!
• Charter• Background• Goals and Objectives• Initial Timeline and Budget
• Data• Initial Requirements (if applicable)• Process Maps• Baseline data
• Team Ground Rules
Project Kick off Package:
• Charter
• Team Roster & Ground Rules
• Issue Logs
• Parking Lots
• Data
• Business Decision Log
Wiki*(*or other repository)
Remember…forming may be the work of the sponsors but the team dynamics & team behavior are the responsibility of
the Project Manager.
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Tools for Success: Project Team Management Skills
Team building
• Icebreakers• Ground rules
Managing meetings
• Be deliberate/consistent
• Meeting facilitation class
• Share the responsibility for observing ground rules, self-management
Encouraging teamwork and collaboration
• Sub teams and ”homework”
• Effective use of the wiki
• Parking lot ideas
Problem solving, creative thinking
& decision making• Accomplishing
meeting goals while encouraging open discussion
Team management Tools and Skills
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Tools for Success: Sample Agenda
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Tools for Success: Sample Checklist
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LAB
45
Introduction to Project Management
F2 Approach Plan Phase
Project Phases
Initiate Plan Execut
eContro
l Close
Report
F2 Project Lifecycle
Plan ControlExecuteInitiate Close
STEAM adopted, 2009
Integrate
Project WorkDefine Work
Organizational Framework – identify project and align with strategy map, identify and provide resources, project scheduling, prioritizing, direction-setting, issue resolution, milestone reviews
Initiate – develop business case and project plan/charter, including role(s) of sponsor(s), owner(s), define problem/opportunity with supporting data, participants, success measure(s), and scope (boundaries and parameters)
Plan – develop execution steps, timeline, dependencies, milestone dates, plans for risk and risk mitigation, plans for communications and for training
Execute – do the work defined in plans
Control – hold milestone meetings with sponsors, produce reports on performance and success measure(s), identify issues, resolutions, and management (e.g. scope management)
Close – report results, determine ownership and integration into ongoing work of all affected work units, evaluate the project, summarize lessons learned, and document the process and materials developed
Integrate – implement agreements, identify ongoing roles/responsibilities, create ongoing operational measures and dashboard reporting cycles, provide training, standardize processes, and continually improve
OrganizationalFramework
Initiator/ Stakeholder Project Team
New Team/Owner
PLAN DO
CHECKACT
48
PHASE: Planning
Phase IntroductionKey PM Universal Skills for this PhaseAny tools to assist me?Case Study
Overview Tools for Success LAB
49
PLAN Phase Definition
“After the initiation stage, the project is planned to an appropriate level of detail. The main purpose is to plan time, cost and resources adequately to estimate the work needed and to effectively manage risk during project execution. As with the Initiation process group, a failure to adequately plan greatly reduces the project's chances of successfully accomplishing its goals.”
en.wikipedia.org/wiki/Project_management
50
What is Accomplished in this Second Project Phase?
Determining how to plan (i.e., what level of detail); Refining the scope statement and identified requirements; Selecting the planning team; Identifying deliverables and creating the work breakdown
structure; Identifying the activities needed to complete those
deliverables and networking the activities in their logical sequence;
Estimating the resource requirements for the activities; Estimating time and cost for activities; Developing the schedule; Developing the budget; Developing and implementing the communication plan; Risk planning; Gaining formal approval to begin work.
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Why is Planning so Important?
Six most common reasons for project failure:1. Lack of user involvement (planning,
communications, team management)2. Long or unrealistic time scales (planning)3. No or poor requirements (IT projects)4. Scope creep (scope management)5. No or weak change control system (scope
management)6. Poor Testing (IT projects)
-Coley Consulting
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Key Project Manager Skills - Planning
Analytical All planning meets the necessary outlined project objectives and
requirements All key resources have been identified and are part of the Team All key issues and risks are captured with a mitigation plan in place
to respond proactively to known ‘issues’Communicator
Most important quality during this phase as you are building the team to take through closure
Expectations must be clearly communicated to team members and Executive staff
The Communication Plan needs to be communicated, in place and ‘working’
Motivator / Facilitator Must display a ‘can-do’ attitude at all times to install confidence in
team and Executive stakeholders Ability to overcome or stop any ‘negativity’ that may develop
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Planning Responsibility
Whose job is it? Project Manager (PM) has primary responsibility PM may choose to delegate planning responsibilities
of lower level tasks/groups of tasks, particularly with larger projects
The PM should manage the project plan at the highest level even if lower level planning is delegated.
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Planning Tools
Project Charter (reference) Organizational or ‘Bubble’ Chart (reference) Roles and Responsibilities Matrix (RACI) Detail level Project Plan (Schedule, ‘WBS’) Detail level Project Budget (Budget Worksheet) Resource Plan Change Request Risk Management / Issue Log and Plan Key Decision Log Alternative Analysis documentation Miscellaneous Planning Tools:
Change Control Plan Support Plan Rollout Plan Test Plan Training Plan Detailed Design (IT – Infrastructure Design, Application Design, etc.)
Meeting Schedule Multiple ‘work groups’, Guiding Team (CORE, PIT, or Oversight), Sponsor and Guiding Team
meetings set-up in advance / on a schedule
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Let’s go back to ‘The Triple Constraint’
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The ‘Triple Constraint’ Triangle
Understand the ‘Triple Constraint’ Resources (people, Budget) are available for the project, Time allotted to complete the project, Quality expectations involved for the success of the project
Identify what outside influence could change the scope of the project Understand what is meant by scope creep – is this always
bad?
Tim
e
Res
ourc
es
Scope/Quality
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Identify resources, goals and timeline
Tim
e
Res
ourc
es
(cos
t)
Scope/Quality
•Deadlines•Milestones
•Degree of user involvement•Deliverables•Scope•Approach
•Operational Staff•Volunteer effort•Funds
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Example: Direct Deposit for travel system
Tim
e
Res
ourc
es
Scope/Quality
•July 08 – June 09•User focus groups – done by Sept 08 •User Testing Jan 09
•User task group of 12 campus representatives•Direct deposit capability for travel reimbursement payments•Users to validate all user interfaces and training programs
•½ time PM, in addition to current duties•Existing subject matter experts of 5•No new funds
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Example: Direct Deposit for travel system
Tim
e
Res
ourc
es
Scope/Quality
•July 08 – August 09•User focus groups – done by October 08 •User Testing Feb 09
•User task group of 12 campus representatives•Direct deposit capability for travel reimbursement payments•Email confirmation for direct deposit•Users to validate all user interfaces and training programs
•½ time PM, in addition to current duties•Existing subject matter experts of 6•No new funds
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Let’s talk Project Schedule!(Info and Samples)
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Schedule Management
Project Scheduling is the process of organizing the tasks and resources of a project into a sequence of events that optimizes (best facilitates) the effective completion of the venture.
Project Scheduling enables the project manager to: Understand the proper linkage of events Identify risk points Assists in resource planning
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Schedule Management Universal Skills
Time managementOrganization skillsCommunication skillsEstimation skillsTactical expertiseAssertiveness – task master
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Schedule Management Outcomes
Create clear action plans WBS: Start with major activities. Determine steps
required to complete major activities. Estimation techniques vary: (consider type of work, past
experience, SME input, etc.)Create measurable & identifiable milestones
Measurable: Be able to determine reasonably how much progress has been made, WBS major activities as base.
Consider phasing of projectsIdentify & communicate with stakeholders and
affected user groups Supports communications plan, team management
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Scheduling Management Key Concepts
Lead timeLag timeSlack/Float/BufferDurationDependencyConstraintSuccessor taskPredecessor task
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Schedule Management Key Concepts
Master Schedule Dates for project phases Dates for deliverables and/or milestones Start/Finish dates for major tasks
Component Schedule More detailed schedule for individual components
Team Schedule Schedule for sub-teams if necessary
Monitor progress of project tasks against timelines and milestones
66
Estimating Techniques for Schedule Management
Estimating for time/cost of tasks Bottom up Top down
Expert OpinionDelphi TechniqueComparative estimating (personal
experience)Weighted average (or PERT method)
67
Schedule Management Tools
Calendars Base calendar Project calendar Resource calendar Task calendar
Basic Table WBS Template (PM Portal)Gantt ChartCritical PathPERT
68
Schedule Management – Work Breakdown Structure
A Work Breakdown Structure (WBS) is a detailed list of all of the things that need to be delivered and the activities that need to be carried out to complete the project.
The WBS is a hierarchical chart view of deliverables in a project in which each level down represents an increasingly detailed description of the project deliverables.
Levels in the hierarchy represent summary tasks, subtasks, work packages, and deliverables. You can define a project’s scope and develop its task lists with the WBS. AKA – Project Breakdown Structure (PBS)
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Schedule Management – Work Breakdown Structure
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Schedule Management Tools (Gantt Charts)
Gantt Charts A type of bar chart that illustrates a project schedule Illustrate the start and finish dates of the terminal
elements and summary elements of a project. Terminal elements and summary elements comprise the
work breakdown structure of the project. Shows dependency relationships between activities. Recommended for highly repetitive production
operations, where work performance of various departments can be combined on a single chart
71
Schedule Management – Gantt chart
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Schedule Management Tools (Cont’d)
Program Evaluation and Review Technique (PERT) A network model that allows for randomness in activity
completion times. Analyze and represent the tasks involved in completing a given
project. Critical Path Method is an example of the network model
PERT Planning Steps:1. Identify the specific activities and milestones2. Determine the proper sequence of the activities3. Construct a network diagram4. Estimate time required for each activity5. Determine the critical path6. Update the PERT chart as the project progresses.
73
Schedule Management Tool – Milestone Scheduling
Milestone Scheduling System Milestones are established in the planning phase Mark significant events, deliverables or
interdependencies that need to be monitored to keep the project on track
Useful approach in large or complex projects (with many interdependencies) because it helps present information in a meaningful yet concise way, showing what has actually been achieved
74
Critical Path
Critical Path defined: Optimal sequence of project activities: a sequence
of activities that results in the completion of a project in the shortest period of time
Critical Path Analysis formally identifies tasks which must be completed on time for the whole project to be completed on time (these are the tasks on the critical path), and also identifies tasks which can be delayed for a while, if resources need to be redeployed to catch up elsewhere
75
Critical Path
Critical Path Analysis is an effective and powerful method of assessing: What tasks must be carried out Where parallel activity can be performed The shortest time in which you can complete a project Resources needed to execute a project The sequence of activities, scheduling and timings
involved Task priorities The most efficient way of shortening time on urgent
projects
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Schedule Management –Critical Path
77
Case Study
Focus on: Communication Plan What is a Communication Plan and how to
develop one?
What skills do I need as a Project Manager?
Tools for Success
What other tools can I use for ‘Communication’ with my Team / Stakeholders?
Lab
78
What is a Communication Plan?
Communication Plan A communication plan identifies:
People with an interest in the project (stakeholders) Communication needs Methods of communication
Communication planning helps to ensure that everyone who needs to be informed about project activities and results gets the needed information
Communication is an integral part of any projectDepending on the size and scope of a project,
communication may be formal or informalGenerally, projects of a longer duration will benefit
from a more formal plan
79
Developing a Communication Plan
Identify Key Stakeholders Who is affected/impacted by your project? What is the level of importance of the stakeholder to your
project’s success? What is their current level of support?
Use of Project Organizational or ‘Bubble’ Chart Who else needs to be included? Cross-campus projects – did you remember to include
Bothell and Tacoma? Talk to your Project Leader and/or Sponsors to confirm if
everyone has been identified
80
Developing a Communication Plan (Con’t)
Identify & communicate with stakeholders and affected user groups (customers) Set expectations of your users and stakeholders Set the stage for your communications plan This is where organizational savvy is key (subject
experts, operational staff) Keys to operating in our decentralized organization
Understanding the UW and your users
81
Developing a Communication Plan (Con’t)
Determine appropriate timing and type of communication for each stakeholder or work group Weekly, monthly, quarterly updates Email, in-person, etc. High or low level details
What should be included in a formal communication plan? List of stakeholders Information needs Communication methods Frequency
82
Tools for Success: Identifying Stakeholders
Current Level of Support
Level of Importance to Success
Low
High
Low
High
City Legal Department
City Tax Payers
City ParksManagement
Local Neighborhood Association
Local Environmental Group
Users ofExisting Park
83
Project Manager Communication Universal Skills
Understanding & managing nuances of the project team, sponsors, and stakeholders is key Misperceptions Fear Perceived threat
Whose job is it? The Project Manager has primary responsibility for
identifying communication needs and determining if a formal communication plan is necessary.
84
Tools for Success: Simple Communication Plan
Stakeholder/Group
Responsibility/Informational Needs
Communication Method(s)
Frequency
* Modified from the communication plan template found on the Project Management Portal wiki at:
https://wiki.cac.washington.edu/display/pmportal/Communication+Plan+Template
85
Tools for Success: Expanded Communication Plan
86
How else can the Project Team ‘Communicate’?
Issues Log Document major issues that may affect the project
Informs the Team of:Major IssueWho was responsible for providing the response?The Date of the responseOpen or Closed
Feeds the Key Decision Log PM Portal SharePoint
87
How else can the Project Team ‘Communicate’? (Con’t)
Key Business Decision Log Documents key decisions as they are made Provides historical record
“Does anyone remember what we decided..” Mechanism for validating decisions
PM Portal: https://wiki.cac.washington.edu/display/pmportal/Issue+Action+Decision+Log
SharePoint
88
LAB
89
Introduction to Project Management
F2 Approach Execute Phase
Project Phases
Initiate Plan Execut
eContro
l Close
Report
F2 Project Lifecycle
Plan ControlExecuteInitiate Close
STEAM adopted, 2009
Integrate
Project WorkDefine Work
Organizational Framework – identify project and align with strategy map, identify and provide resources, project scheduling, prioritizing, direction-setting, issue resolution, milestone reviews
Initiate – develop business case and project plan/charter, including role(s) of sponsor(s), owner(s), define problem/opportunity with supporting data, participants, success measure(s), and scope (boundaries and parameters)
Plan – develop execution steps, timeline, dependencies, milestone dates, plans for risk and risk mitigation, plans for communications and for training
Execute – do the work defined in plans
Control – hold milestone meetings with sponsors, produce reports on performance and success measure(s), identify issues, resolutions, and management (e.g. scope management)
Close – report results, determine ownership and integration into ongoing work of all affected work units, evaluate the project, summarize lessons learned, and document the process and materials developed
Integrate – implement agreements, identify ongoing roles/responsibilities, create ongoing operational measures and dashboard reporting cycles, provide training, standardize processes, and continually improve
OrganizationalFramework
Initiator/ Stakeholder Project Team
New Team/Owner
PLAN DO
CHECKACT
92
PHASE: Execute
Phase IntroductionKey PM Universal Skills for this PhaseAny tools to assist me?Case Study
Overview Tools for Success LAB
93
Execute Phase Definition
“Execution consists of the processes used to complete the work defined in the project management plan to accomplish the project's requirements. Execution process involves coordinating people and resources, as well as integrating and performing the activities of the project in accordance with the project management plan. The deliverables are produced as outputs from the processes performed as defined in the project management plan.”
en.wikipedia.org/wiki/Project_management
“Plans are only good intentions unless they immediately degenerate into hard work.” Peter Drucker
94
What is Accomplished in this Third Project Phase?
Execute the planned work!Fulfillment of all planning documentsThis is where your hard work pays off!
Execute Schedule Execute Budget Spend Control Motivate Team to concentrate on deliverables
Execute Test Plan and/or Test ScriptsExecute Training PlanExecute Plan for formal Release
Release Planning Support Planning
Out to ‘Production’ (or submission of Deliverables)
95
Key Project Manager Skills - Execute
Analytical ‘Control and Monitor’ all previously created Plans
Communicator Ability to quickly communicate to Team / Stakeholders progress against plan
and any variances / changes immediately!Facilitator
Meetings may need to be provided at ‘last minute’ notice due to critical nature of testing issues discovered
Facilitation of discussions with Project Leader / Sponsor with any changes to plan (i.e., these may be Subject Matter Expert (SME) discussions where the PM does not have the ability to provide answers, etc.)
Vigilance Constant Project Leader / Sponsor ‘check’ to verify that deliverables meet
expectation – Remember: If the Project Leader or Sponsor isn’t happy, the project is NOT a success!
Mediator Project timing may require some key team member concerns regarding their
current workload – discussion with their management to ensure project commitment and priority
96
Execute Tools
All Previously Created Documentation Project Charter Requirements Documentation All Planning Documentation:
Communication Plan Risk Plan, etc.
Project ScheduleProject BudgetTest Plan and/or Test ScriptsRelease Plan
Back-out Plan (for IT projects)Support PlanProject Success Notification
97
Case Study Focus on: Change Request
What is a Project Change Request?
What is my role as a Project Manager?
Tools for Success
98
What is a Project Change Request?
“It is always easier to talk about change than to make it.” Alvin Toffler
A Project Change Request typically happens in the Implement Phase of the project
A Project Change Request documents project change or impact to:
Schedule (Timeline)
Budget (Cost, Resources)
Scope (Requirements)
99
What is a Project Change Request?
A Project Change Request is a means to formally: Document changes to the project along with the
reason(s) for the change;
Provides notification and sets expectation with Team / Stakeholders of the nature and impact of the project change;
Garners approval for the project variance from the Project Leader or Sponsor.
100
Project Manager Role – Change Request
Project Change Requests should always be anticipated in planning phase
Have clear expectations about change control management Use a Change Request form for all changes to the project Verification of whether or not the changes requested are in scope or out of the
scope? Ensure approval is granted by Project Leader or Sponsor
Review communication plan to stakeholders When is it appropriate to communicate changes to the Schedule, Budget or
Scope of the project?
For large projects, have a predetermined process Include a change request template Communicate changes immediately Update all calendars
101
Project Manager Role – Change Request (Con’t)
Clearly Document Changes to Schedule, Budget and Scope Changes should be documented Remember to update all other affected documentation:
Project Schedule Project Budget Other Planning Documentation
102
Tools for Success: Change Request Checklist
103
Tools for Success: Change Plan
104
Tools for Success: Change Request Form
105
Introduction to Project Management
F2 ApproachControl
Project Phases
Initiate Plan Execut
eContro
l Close
Report
F2 Project Lifecycle
Plan ControlExecuteInitiate Close
STEAM adopted, 2009
Integrate
Project WorkDefine Work
Organizational Framework – identify project and align with strategy map, identify and provide resources, project scheduling, prioritizing, direction-setting, issue resolution, milestone reviews
Initiate – develop business case and project plan/charter, including role(s) of sponsor(s), owner(s), define problem/opportunity with supporting data, participants, success measure(s), and scope (boundaries and parameters)
Plan – develop execution steps, timeline, dependencies, milestone dates, plans for risk and risk mitigation, plans for communications and for training
Execute – do the work defined in plans
Control – hold milestone meetings with sponsors, produce reports on performance and success measure(s), identify issues, resolutions, and management (e.g. scope management)
Close – report results, determine ownership and integration into ongoing work of all affected work units, evaluate the project, summarize lessons learned, and document the process and materials developed
Integrate – implement agreements, identify ongoing roles/responsibilities, create ongoing operational measures and dashboard reporting cycles, provide training, standardize processes, and continually improve
OrganizationalFramework
Initiator/ Stakeholder Project Team
New Team/Owner
PLAN DO
CHECKACT
108
Control
What is Project ‘Control’?Key PM Universal Skills for this Project
OversightAny tools to assist me?Case Study - Benchmarking
o Guest Speaker:LuAnn Stokke, Director of Metrics and Reporting for F2
109
Control Definition
“Monitoring and controlling consists of those processes performed to observe project execution so that potential problems can be identified in a timely manner and corrective action can be taken, when necessary, to control the execution of the project. The key benefit is that project performance is observed and measured regularly to identify variances from the project management plan.”
en.wikipedia.org/wiki/Project_management
110
Control Definition (Con’t)
Control includes: Measuring the ongoing project activities ('where we are'); Monitoring the project variables (cost, effort, scope, etc.) against the
project management plan and the project performance baseline (where we should be);
Identifying corrective actions to address issues and risks properly (How can we get on track again);
Guaranteeing that only approved changes are implemented; In multi-phase projects, the monitoring and controlling process also
provides feedback between project phases, to implement corrective or preventive actions to bring into compliance with the project plan.
en.wikipedia.org/wiki/Project_management
Additionally, during this Phase , it is recommended that you hold milestone meetings with sponsors, produce reports on performance and success measure(s), identify issues, resolutions, and management (e.g. scope management)
As part of your overall project, benchmarking and collection of performance metrics will validate current performance data versus expected results
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Key Project Manager Skills – Control
Analytical Ability to analyze the current project measurements in light of
proposed scope (‘where are we at’) Identification of key risks and corrective actions Plan and alterative(s) to get project back on track
Facilitator / Communicator Can have ‘hard discussions’ regarding the current status of the
project Ability to explain to all stakeholders the business or technical
impact or bring ‘SMEs’ into the discussion(s) to provide answers Consensus-driven outcomes for all alternative(s) and/or
corrective action(s) explored with the project teamNegotiator
Ability to negotiate any necessary changes with Resource Managers to project scope, timeline or budget
112
Control Tools
Project Schedule Schedule ‘slips’ against Baseline that affect implementation
date Critical Path Analysis Project Team or SME availability
Project Budget Budget Analysis
Original Baseline vs. Current Baseline - % variable
Project Risks and Issues Impact to Scope, Schedule and Budget
Change Management Change Request Volume and Volatility (Scope and
Requirements)
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Control Tools (con’t)
Overall Project Health Project Leader/Sponsor priority level (high-medium-
low) Is this effort a priority? Will you get the needed support ?
Project Leader/Sponsor confidence level (high-medium-low) Is the Project Leader/Sponsor confident that the Team
will meet its objectives? Project Team enthusiasm level
Is the Project Team energetic and committed to meet the required goals?
114
Control Cycle
115
Case Study Focus on: Benchmarking
Guest Speaker:LuAnn Stokke, Director of Metrics and Reporting for F2
Value to Our Customers
MissionWe help people who change the world
VisionWe are a global leader able to
deliver outstanding service anywhere, anytime
Values: Integrity • Collaboration • Innovation • Diversity • Excellence • Respect • Teamwork
Strategy Map - Finance & Facilities 2008-2013Version. May 7th, 2010
Enhance Resources
Provide value for your money
Help solve complex University-wide problems
Provide clear, timely, accurate, consistent
communications from knowledgeable staff
Attract and Retain a Talented and Diverse StaffImprove Operational Excellence
Champion environmental stewardship
Create and maintain
collaborative relationships
Enhance leadership
effectiveness
Develop individuals to their full potential
Lead strategic UW-wide projects
Develop customer
value proposition
Improve, streamline
and innovate
Recognize performance excellence
Manage resources to support strategic priorities
Provide key input for informed decisions on
financial & physical assets
Grow and steward UW’s assets
Sample Scorecard
Draft and launch initiatives when target can’t be reached through current core processes or incremental process improvement. Initiatives, once achieved, introduce new capability or innovation that changes the operation or context
of the strategy.
An initiative may impact several Strategic Objectives/Measures Not all Strategic Objectives have an initiative Initiatives are akin to projects and are not operational (e.g., project milestones, completion dates—not routine
services or performance levels) Examples of initiatives: Internal Lending Program, Global Support Project
Role of Initiatives
Target Types Description Usage Example
CUSTOMER Target based on Customer expectations of your process. Target set via customer input (survey, feedback, focus-groups).
• Demonstrating client satisfaction or customer expectations.
• Number of days UW officially closed on regular school days (Target=0)
• One day response time for customer-inquiry
BENCHMARK Target based on peer performance. How does your process rank relative to the industry? How does it rank relative to the industry’s best practices?
• Demonstrating cost-effectiveness / value
• Demonstrating rank among peers
• Our performance compared to industry average
• Gap between our performance and industry best-practices
STRETCH Target based on projections from improving the process, rather than from incremental change over time.
• Process Improvements• Target setting when other
methods are not appropriate/available
• Reduce process turnover time to 3 days within 1 year
• Rate of return up 10% from previous year
COMPLIANCE / LAW Target based on compliance or law requirements. These targets are prescribed, and are non-negotiable “red-rules.”
• Complying with regulations• Common in industries
dealing with regulatory issues (e.g. Grants/ Contracts, Construction, Payroll, Safety, etc.)
• Meet emission standards for automobiles
• Eliminate violation of civil rights in the workplace
Target Setting
Benchmarking Defined
“Benchmarking is the process of comparing one’s business processes
and performance metrics to industry bests and/or best practices
from other industries. Dimensions typically measured are quality,
time, and cost. Improvements from learning mean doing things better,
faster, and cheaper.”en.wikipedia.org/wiki/Benchmarking
How Benchmarking Works
Remote Research/AnalysisLEAN, CPI, BSC
“STEP 3”
BSC—either dashboard or scorecard
“STEP 1” “STEP 2”
Project lifecycle
RequirementsPlanningExecutionAcceptancemeasurement
122
Introduction to Project Management
F2 Approach Close Phase
Project Phases
Initiate Plan Execute Control Close
Report
F2 Project Lifecycle
Plan ControlExecuteInitiate Close
STEAM adopted, 2009
Integrate
Project WorkDefine Work
Organizational Framework – identify project and align with strategy map, identify and provide resources, project scheduling, prioritizing, direction-setting, issue resolution, milestone reviews
Initiate – develop business case and project plan/charter, including role(s) of sponsor(s), owner(s), define problem/opportunity with supporting data, participants, success measure(s), and scope (boundaries and parameters)
Plan – develop execution steps, timeline, dependencies, milestone dates, plans for risk and risk mitigation, plans for communications and for training
Execute – do the work defined in plans
Control – hold milestone meetings with sponsors, produce reports on performance and success measure(s), identify issues, resolutions, and management (e.g. scope management)
Close – report results, determine ownership and integration into ongoing work of all affected work units, evaluate the project, summarize lessons learned, and document the process and materials developed
Integrate – implement agreements, identify ongoing roles/responsibilities, create ongoing operational measures and dashboard reporting cycles, provide training, standardize processes, and continually improve
OrganizationalFramework
Initiator/ Stakeholder Project Team
New Team/Owner
PLAN DO
CHECKACT
125
PHASE: Close
Phase IntroductionKey Project Manager Universal skills for this
PhaseAny tools to assist me?Case Study
Overview Tools for Success LAB
126
CLOSE Phase Definition
“Closing includes the formal acceptance of the project and the ending thereof. Administrative activities include the archiving of the files and documenting lessons learned.”This phase consists of:
Project close: Finalize all activities across all of the process groups to formally close the project or a project phase
Contract closure: Complete and settle each contract (including the resolution of any open items) and close each contract applicable to the project or project phase
en.wikipedia.org/wiki/Project_management
127
What is Accomplished in this Last Project Phase?
Report ResultsTransition to Sustaining Operations
Determine ownership and integration into ongoing work of all affected work units
Evaluate the Project success with Key Stakeholders
Conduct and Summarize Lessons LearnedDocument the Process and Materials
DevelopedProject Archival
File all Project Documentation Close out Wiki, SharePoint Sites
128
Key Project Manager Skills - Closure
Communicator Lessons Learned Activities Large scale team recognition and thank you messages Sponsor /Key Stakeholder meetings
Facilitator Lessons Learned Activities Effective Presentation Skills Ensuring Project turned over to Sustaining Operations Celebrate – Parties!!
Mediator Lessons Learned may evoke emotional response and
may require intra/inter-Team mediation skills
129
Close Tools
Final Report Out Presentation to Stakeholders on the Project Accomplishments
Formal Hand-off to Sustaining Operations Training Manuals, Systems Documentation, Support Plan,
Service Level Agreements, etc.Project Success Notification
Email, announcement, press release, etc.Lessons Learned Session
Agenda, surveys, repository, etc.File ArchivalReporting and Metrics
o Original Baseline vs. Current Baseline - % variable
130
Case Study
Focus on: Lessons Learned Common Reasons for Project Failure or Success
What is a Lessons Learned Session?
Setting up a Lessons Learned Session
Tools for Success
Lab
131
Common Reasons for Project Failure
Project lacks Project Leader / Sponsor supportPoor communication by Management or
Project ManagerSetting unrealistic expectationsHaving ill-defined, too large or too small a
scopePoorly formulated project planningResource constraintsFailing to manage change effectively
132
Common Reasons for Project Success
Fully Supported by Project Leader / SponsorHaving the commitment and cooperation of all
participantsKeeping the scope well-definedClear mission/goals and objectivesDeveloping a meaningful planHaving good communication infrastructure in
placeRisk mitigation plan
133
What is a Lessons Learned Session?
George Santayana in The Life of Reason: “Those who do not remember the past are condemned to repeat it.”
Session performed with all Team Members, typically at the end of a project, and led by the Project Manager.
Allows Team Members to discuss their experiences candidly and objectively, by reviewing:
What went wrong and suggest improvements;
What went right and celebrate this success;
Risks that were not detected and became problems.
134
What is a Lessons Learned Session? (Con’t)
Chance for Project Managers to gain additional knowledge of their Project and PM skills from the Team perspective.
Opportunity to develop a repository for Lessons Learned feedback to share on future projects and/or with other Project Managers.
135
Setting Up a Lessons Learned Session
Survey sent to Attendees 1 week prior Use of Internal Site (WIKI, SharePoint) Catalyst Survey
Sample Survey Questions: Rating System of Low to High
• I understood the Project Scope• There was sufficient project communication
Provide Comments and Feedback on the following Statements:• Top 3 or so areas that went well. Include suggestions for
items that should be repeated on future projects.• Top 3 or so areas that did not go well. Include suggestions
for process improvement.
136
Tools for Success: Sample Survey Form
Low 1 2
Avg 3
4
High 5
I understood the project scope
I understood what was expected of me
Overall Risks were identified and managed effectively
Project XXXX – Lessons Learned Survey Please indicate your rating or agreement level on the following statements:
Your comments and/or feedback are appreciated on the following statements:• Top 3 or so areas that went well. Include suggestions for items that should be
repeated on future projects.
• Top 3 or so areas that went well. Include suggestions for items that should be repeated on future projects.
137
Setting Up a Lessons Learned Session
Feedback Form (for Rating Project Categories – Optional) Determine on a project by project basis Given out at the Lessons Learned Session or prior to
the meeting Ask participants to complete prior to leaving the
meeting Compile and provide results after the meeting, or; Schedule another session to discuss results and get
feedback Good for getting an overall general feedback on
targeted key areas for improvement
138
Tools for Success: Sample Feedback Form
Scored By
OBJECTIVES QUALITY TEAMWORK TOTAL AVG
Ove
rall
Succ
ess
Func
tions
to S
pec
Hit M
ilest
ones
Min
imal
Bur
nout
Inte
grat
ion
Impl
emen
ted
with
in
Budg
et
Proj
ect D
efin
ition
Prod
uct Q
ualit
y
Estim
atio
n
Deliv
erab
le T
imel
ines
s
Arch
& Q
ualit
y of
Cod
e
Hard
war
e En
viro
nmen
t
Posi
tive
Attit
ude
Ove
rcam
e O
bsta
cles
Inte
grat
ion
of T
eam
Team
Com
mun
icat
ion
Tim
e M
anag
emen
t
Reco
gniti
on fo
r Erff
ort
Suzy Smith 8 5 5 7 8 4 3 4 4 3 6 7 6 6 6 6 3 6 97 5.3 John Doe 5 6 5 5 6 5 4 4 4 8 6 5 6 6 6 5 6 6 98 5.4 Mary Doe 6 6 4 5 7 4 3 3 4 4 6 6 6 8 6 6 6 6 96 5.3 Sam Spike 6 6 8 5 7 3 7 4 4 4 6 6 6 6 6 6 6 6 102 5.7
TTL 25 24 22 22 27 16 17 15 16 19 24 24 24 26 24 23 21 24 393 21.8 AVG 6 6 6 5 7 4 4 4 4 5 6 6 6 7 6 6 6 6 99 5.5
139
Setting Up a Lessons Learned Session
When do you conduct it? Right after the Project has been completed Good Rule of Thumb: From One to Three Weeks after
the Project has been CompletedWho should be present?
All Team Members should be present Don’t forget Team Members or SMEs who assisted
with your project, even if not permanent members Make it mandatory attendance and say so!
140
Setting Up a Lessons Learned Session
How long should it run? Large Projects:
No longer than 2 hours, if possible, 90 minutes Consider 2 sessions or mini-lessons learned at key
milestones Small Projects:
60-90 minutes may be all it takes!
Remember the Goal! Positive and constructive – don’t look for scapegoats! You are looking to learn from your experiences – To
repeat what worked and correct failures.
141
Tools for Success: Lessons Learned
An Agenda: Sent to Participants prior to the meeting
Note: Schedule the meeting with plenty of advance notice (5-7 days prior)
A typical Agenda: Indicates the meeting is MANDATORY Lists the project Goals and Team dynamics informing the
participants that we will discuss if these were met or not (Give a refresh on what you wanted to achieve)
Indicates that you will be discussing project: successes, failures and suggestions for change, and risks not planned
Gives time estimates on what will be discussed
142
Tools for Success: Lessons Learned
Encouragement of Audience Participation – Set the Rules! At the beginning of the meeting:
Thank everyone for attending! Set the Rules:
Respectful of each other’s feedback – we will not be passing judgment on comments
Not looking for Scapegoats! Inform that you will be providing each person with an
opportunity to speak and will be going around the meeting table to capture feedback
One person talking at a time Need to be mindful of time based on Agenda – there
will be a ‘Process’ or Time Check
143
Tools for Success: Lessons Learned
Encouragement of Audience Participation – Set the Rules! Conducting the meeting:
Discuss the Goals and/or Objectives of the meeting first, ask participants:
• Was the project goal achieved? Go around the meeting table and get feedback
Discuss what went wrong with the project Obtain suggestions for improvement / Rank these in order of
importance with the group Discuss what went right with the project Discuss what unplanned risks were encountered and how
these were handled.
144
Tools for Success: Lessons Learned
Use a White Board Helps everyone to know that their comment was
‘acknowledged’ Disseminate Meeting Notes Quickly!
Participant Feedback if Valuable – treat it that way! Good Rule of Thumb: Publish within 2 Business Days
145
LAB
146
Introduction to Project Management
F2 ApproachTools and
Templates
147
Review of: Tools and Templates
148
Introduction to Project Management
Other Project Management Resources / Certification
149
Project Management Institute (PMI)
PMBOK areas of knowledge Application area knowledge,
standards and regulations Understanding the PM
environment General management
knowledge/skills and interpersonal skills
PMBOK core skills
Integration
Scope
Time
Cost
Quality
HR
Communications
Risk management
Procurement management
PMI Project Management Framework:
150
Project Management Professional (PMP)
Project Management Professional (PMP) is a credential offered by the Project Management Institute (PMI). As of 31 March 2010 (2010 -03-31), there were 375,959 active PMP certified individuals worldwide.
The credential is obtained by documenting 3 or 5 years work experience in project management, completing 35 hours of project management related training, and scoring a certain percentage of questions on a written, multiple choice examination.
Government, commercial and other organizations employ PMP certified project managers in an attempt to improve the success rate of projects in all areas of knowledge, by applying a standardized and evolving set of project management principles as contained in PMI's PMBOK Guide.
In December 2005, the PMP credential was tied for fourth place in CertCities.com’s 10 Hottest Certifications for 2006, and in December 2008, it was number 7 of ZDNet’s 10 best IT certifications.
PMP Certification – What is this?
151
Project Management Websites
Project Management Institute (PMI) http://www.pmi.org/Pages/default.aspx
Gantthead – Online community for Project Managers http://www.gantthead.com/
Project Management.com (Powered by Gantthead.com) http://www.projectmanagement.com/
ProjectConnections - ‘Save time and solve problems with hundreds of templates and ideas’ http://www.projectconnections.com/
152
Introduction to Project Management
LEAN Methodology
Guest Speaker:Ruth Johnston, Associate Vice President for F2