Project and Portfolio Management

PM101: The Essentials

HOSI KARZAI : PROJECT MANAGER, IT SERVICES, TTU

TOM WALLACE: ASSOCIATE VP FOR INFORMATION TECHNOLOGY, MTSU

SHANE COLTER, PROJECT MANAGER, OFFICE OF INFORMATION TECHNOLOGY, UTK

April 20, 2015

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Agenda – Project Management 1. What is Project Management

2. The Role of the Project Manager

3. Project Management Processes

4. Project Management Phases

5. Project Management Framework

6. Project Management Plan

7. Project Governance

8. Wrap up, Q&A

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Who We are HOSI KARZAI

• Project Manager, IT Services, TTU

• 24 years in higher ed. and Industry IT

• Purdue University, West Lafayette, IN

• Marriott International Headquarters, Bethesda, MD

• ICI Systems, Washington, DC

• FannieMae, Washington, DC

• Educause, Eli, Grace Hopper, Anita Borg Institute, NCWIT, PMI

TOM WALLACE

• Associate VP for Information Technology, MTSU

• 25 years at Volunteer State Comm Coll

• 9 years MTSU

• EDUCAUSE, EDUCAUSE Leadership Institute, PMI

SHANE COLTER, PMP

• Project Manager, Office of Information Technology (OIT)

• 18 years at University of Tennessee, Knoxville• 4 years OIT PMO• 1 year interim Associate CIO• 10 years instructional tech

• UT Employee & Organizational Development Trainer – Project Management

• East TN PMI Chapter PMP® certification trainer

• EDUCAUSE Institute Management, PMI, UT Leadership Program

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TTU, MTSU and UTK IT Departments Project Management Offices

TTU◦ Established Project Management office in 2014

◦ Established Collaboration teamsite◦ Established guidelines and document templates◦ Established PM processes – work in progress as the teams grow in this environment◦ Continuously educating ITS members on PM processes

◦ Established Portfolio Management Office in 2014 – (Work in Progress)◦ Strategic projects portfolio and budget allocation completed

◦ Collaborating with UTK, MTSU, UTC and other universities nationally◦ Joined Nashville PMI Chapter

MTSU◦ In the planning and implementation phases of a Project Management and Portfolio

Management Offices

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TTU, MTSU, UTK IT Departments Project Management Office (Cont.)

UTK◦ Established Project Management Office in 2009

◦ developed PM Fundamentals training◦ provided PM for large OIT projects

◦ Implemented “PM Lite” methodology in 2012◦ MS Office templates◦ standard methodology◦ quarterly project reviews

◦ Implemented PPM tool (Unanet) in 2014

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What is a project?

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What does a Project Manager do?

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Definitions•A project is a temporary endeavor undertaken to create a unique product, service, or result. A project has a defined start and end date.

•Every project is constrained by Project scope, resources, budget and time

•Project Management is the application of knowledge, skills, tools, and techniques to project activities to meet the project requirements.

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Who is a Project Manager?•PMI defines a Project Manager as:

• The Person assigned by the performing organization to achieve the project objectives

•Objectives• Organizing the Project Team• Planning and facilitating the project work• Keeping the Project Team on Task• Communicating with the Project Sponsor

•Down and Dirty:• The person responsible for seeing the project through to completion

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What the Project Manager IS NOT

•The Project Manager is not the person accomplishing the goals• Can be the same person, but the roles need to be separated

•The Project Manager is not the person getting the blame or credit for the finished output• Should be held accountable for keeping the project on task• Should be able to escalate issues to the project sponsor

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What does a Project Manager do?• Adhere to Project scope, resources, budget and time

• Establishing accountability and results

• Holding teams accountable to deliverables

• IT and Business units reach consensus on deliverables before work starts• Signed copy of scope document by both business and IT units• Define guidelines if requirements change what the implications are

• Get projects completed within the parameters of project deadlines

• Communicate and Collaborate including all requirements, processes, and document deliverables up to project closure

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PM Process Basics• Collaboration site establishment (teamsite or website)• Document templates and guidelines• End user training – Everyone • Leadership sponsorship – KEY• Across organization PM Implementation enforcement

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Project Sponsor(s)The person(s) that provides the financial and/or implementation resources for the project

• Can be inside or outside of the organization• Heavily invested in project success • Needs to be able to make the decisions about the project• Needs to be the project champion and own it

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Why Project Management? •The Standish Group Chaos Report

• Project Failures – 15%• Challenged projects – 51%• Project Success – 34%

•Level of Success depends on:• Executive Support• User Involvement• Clear Business Objectives

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Project Management Standards The Project Management Institute (PMI)•More than 265,000 members in over 170 countries •PMI is the leading membership association for the project management profession.

•Founded in 1969 by Project Managers•Headquarters in Newton Square, PA•Publishes the Project Management Body of Knowledge (PMBOK)

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PM Process Phases

PM Framework

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Flow Diagram

LT

Sp

onso

rL

TG

ove

rna

nce

*Note: The ITS Leadership Team (LT) has defined a project as work related to a new service or service enhancement that will require effort estimated at: 40 or more hours if multiple ITS teams are involved, or 80 or more hours if a single ITS team is involved.Anything else should be tracked via a FootPrints ticket.

Hold

Prepares Brief (and budget)

Research & Develop Plan

Expands Brief and Prepares Tracking

Sheet

Updates project data every 2 weeks &

participates in quarterly project

reviews

Executes plan

Prepares close-out info in

Brief & submits to LT Sponsor

Close project

For Governance consideration or

resource availability

Initiate Plan Execute Monitor & Control

Close

Te

am

PM

Brief approved?

YES

NO

Status = In Planning

Yes

Complete?NO YES

Edit Brief or perform additional

project work

Brief approved to close?

Brief approved to close?

YES

NO

NO

Decline

YESMore

Planning?NO

Initial work

request rec’d

Brief approved?

Decline

NO

Project Governance

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The PM Plan •Scope •Schedule•Cost•Subsidiary plans

• Scope management • Requirements management • Schedule management • Cost management • Quality management

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Subsidiary Plans (cont.) • Process improvement • Human resource management • Schedule management • Quality management • Communication management • Risk management - Security• Procurement management • Stakeholder management • Change Management

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Summarize skills of PM•Leading

•Organizing

•Communicating

•Planning

•Technical oversight

•Budgeting

•Team building

•Praising

•Documenting

•Negotiating

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Last Thing to DO! Write down the name of a project manager in your organization

Write down a question, issue, or area of interest that you want to go back and talk to that person about

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Q&A

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Thank You!