Teaching Project Teaching Project ManagementManagement

Kathy Schwalbe, Ph.D., PMPKathy Schwalbe, Ph.D., PMP

March 17, 2005March 17, 2005

Happy St. Patrick’s Day!My Danny boy!

My son, my sister,and me at a NDvs. Stanford gamein 1999.

GO IRISH!

Presentation OutlinePresentation Outline

What is project management?What is project management? Why should students interested in Why should students interested in

technical fields learn about it?technical fields learn about it? Suggestions for structuring a project Suggestions for structuring a project

management coursemanagement course Methods for engaging students and Methods for engaging students and

having them help you and othershaving them help you and others Using project management and other Using project management and other

softwaresoftware Lots of resourcesLots of resources

What Is Project Management?What Is Project Management?

Project management isProject management is “the “the application of knowledge, skills, application of knowledge, skills, tools and techniques to project tools and techniques to project activities to meet project activities to meet project requirements” (PMBOK requirements” (PMBOK ®® Guide Guide 2004, p. 8)2004, p. 8)

Project Management Project Management Framework*Framework*

*This figure and others are from my book, Information Technology Project Management, Fourth Edition

Benefits of Good Project Benefits of Good Project ManagementManagement Better control of financial, physical, Better control of financial, physical,

and human resourcesand human resources Improved customer relationsImproved customer relations Shorter development timesShorter development times Lower costs, higher profit marginsLower costs, higher profit margins Higher quality and increased reliabilityHigher quality and increased reliability Improved productivityImproved productivity Better internal coordinationBetter internal coordination Higher worker morale (less stress)Higher worker morale (less stress)

Results of Poor Project Results of Poor Project ManagementManagement

Getting “FIRED” on Getting “FIRED” on The The ApprenticeApprentice

Billions of dollars wasted on Billions of dollars wasted on cancelled and challenged cancelled and challenged projectsprojects

Standish Group Statistics*Standish Group Statistics*

Measure 1994 Data 2002 Data Result Successful projects 16% 34% Doubled Failed projects 31% 15% Halved Money wasted on challenged and failed projects

$140 B out of $250 B

$55 B out of $255 B

More than halved

*The Standish Group, “Latest Standish Group CHAOS Report Shows Project Success Rates Have Improved by 50%,” (March 25, 2003).

Why Should IT Students Why Should IT Students Study Project Management?Study Project Management?

Even if they have no desire to Even if they have no desire to lead teams, they’ll probably be on lead teams, they’ll probably be on themthem

Understanding project Understanding project management will help them management will help them perform on project teamsperform on project teams

Project management continues to Project management continues to be an important career fieldbe an important career field

Project management can help Project management can help anyone in daily life challengesanyone in daily life challenges

Some Interesting StatisticsSome Interesting Statistics

The U.S. spends $2.3 trillion on projects The U.S. spends $2.3 trillion on projects every year, or one-quarter its gross every year, or one-quarter its gross domestic product, and the world as a whole domestic product, and the world as a whole spends nearly $10 trillion of its $40.7 gross spends nearly $10 trillion of its $40.7 gross product on projects of all kindsproduct on projects of all kinds

Worldwide IT spending continues to grow, Worldwide IT spending continues to grow, and Forrester Research predicts that U.S. and Forrester Research predicts that U.S. IT spending will grow by another 5.7% in IT spending will grow by another 5.7% in 2005, to reach $795 billion2005, to reach $795 billion

In 2003, the average senior project In 2003, the average senior project manager in the U.S. earned almost manager in the U.S. earned almost $90,000 per year, and the average Project $90,000 per year, and the average Project Manage Office (PMO) Director earned Manage Office (PMO) Director earned moremore than the average Chief Information than the average Chief Information Officer ($118,633 vs. $103,925)Officer ($118,633 vs. $103,925)

Top Ten Most in Top Ten Most in Demand IT SkillsDemand IT Skills

Rank IT Skill/Job Average Annual Salary 1 SQL Database Analyst $80,664 2 Oracle Database Analyst $87,144 3 C/C++ Programmer $95,829 4 Visual Basic Programmer $76,903 5 E-commerce/Java Developer $89,163 6 Windows NT/2000 Expert $80,639 7 Windows/Java Developert $93,785 8 Security Architect $86,881 9 Project Manager $95,719

10 Network Engineer $82,906 Paul Ziv, “The Top 10 IT Skills in Demand,” Global Knowledge Webcast (www.globalknowledge.com) (11/20/2002).

Top Information Technology SkillsTop Information Technology Skills

60% 58%

42% 41%

0%

10%

20%

30%

40%

50%

60%

70%

Applicationdevelopment

Project management Databasemanagement

Networking

Cosgrove, Lorraine. “January 2004 IT Staffing Update,” CIO Research Reports, (February 3, 2004).

Information Technology (IT) Skill

Percentage ofRespondents

Growth in PMP Certification, Growth in PMP Certification, 1993-20041993-2004

1,000 1,900 2,800 4,400 6,41510,086

18,184

27,052

40,343

52,443

76,550

102,047

-

20,000

40,000

60,000

80,000

100,000

1993 1994 1995 1996 1997 1998 1999 2000 2001 2002 2003 2004

Year

# P

MP

s

Suggestions for Structuring a Suggestions for Structuring a Course in Project ManagementCourse in Project Management

Know your audience and their Know your audience and their needs and abilitiesneeds and abilities

Know your time constraintsKnow your time constraints Plan your course well and follow Plan your course well and follow

your plan, yet…your plan, yet… Be flexible to meet student Be flexible to meet student

needsneeds

Sample SyllabiSample Syllabi

Examples available in the IM and on Examples available in the IM and on my site and other instructor sitesmy site and other instructor sites

Can cover entire text in one Can cover entire text in one semester course (about 36 contact semester course (about 36 contact hours), but decide which areas to hours), but decide which areas to emphasizeemphasize

Use a structured approach to team Use a structured approach to team projects projects

Can use case studies for team Can use case studies for team projects or HW, can be difficult for projects or HW, can be difficult for some studentssome students

Strategies for Team Projects – Strategies for Team Projects – Help Engage Students and Help Engage Students and “Practice What You Teach”“Practice What You Teach” Make sure projects fit with the Make sure projects fit with the

nature of your coursenature of your course Let students be involved in Let students be involved in

finding and selecting projectsfinding and selecting projects Give students guidance in the Give students guidance in the

processprocess for doing team projects for doing team projects Provide samples and templatesProvide samples and templates Let students help grade projects Let students help grade projects

and each otherand each other

Tailor Projects to Help You Tailor Projects to Help You and Othersand Others Experiment with team projects and Experiment with team projects and

homework assignments, and don’t homework assignments, and don’t be afraid to have the students help be afraid to have the students help youyou in teaching your course in teaching your course

Have students evaluate Have students evaluate software/tools, interview PMs, set up software/tools, interview PMs, set up events, help neighborhood events, help neighborhood organizations, etc.organizations, etc.

Personal examples: Blackboard eval, Personal examples: Blackboard eval, new case studies, creating review new case studies, creating review games, new SW eval, conference games, new SW eval, conference planning, etc.planning, etc.

Follow the Project Management Follow the Project Management Process for Team ProjectsProcess for Team Projects

Project selectionProject selection InitiatingInitiating PlanningPlanning ExecutingExecuting Monitoring and ControllingMonitoring and Controlling ClosingClosing

Project Selection for My Project Selection for My Project Management ClassesProject Management Classes Each students gets to propose a real Each students gets to propose a real

project ( using a template for HW1)project ( using a template for HW1) Each student must give a “sales pitch” Each student must give a “sales pitch”

for his/her project and think through for his/her project and think through what’s required to do the projectwhat’s required to do the project

The class as a whole selects projects, The class as a whole selects projects, teams, and project managersteams, and project managers

Specific tools for project and team Specific tools for project and team selection: student survey form, HW selection: student survey form, HW template, weighted scoring model or template, weighted scoring model or simple Excel file to help select projectssimple Excel file to help select projects

Student Survey FormStudent Survey FormName: _________________________ E-mail: __________________ Major: _________________________ Minor: __________________ Daytime Phone: _________________ Employer: _______________ Brief job description, if currently working full- or part-time: 1. In this class, all students are resources. What are some of your

abilities/strengths as they might relate to this class? 2. What are some of your weaknesses or areas you would like to improve? 3. What are you most interested in learning from this class? 4. Are you currently working on a project or have you recently completed

one? Please describe the project below. 5. For the group project, team members will need skills in several areas.

Please rank yourself on a scale of 1 to 10 (10 being best) on each of the skills listed below.

Real project experience PM software skills Customer interaction Web site creation Research skills Leadership Writing skills Teamwork facilitation Presentation skills

6. List any questions or concerns on the back of this page. Thanks!

HW1 Template to Propose a HW1 Template to Propose a Team ProjectTeam Project

Student Name: Date:

Potential Project Name:

Project Sponsor’s Name and Organization:

Need for the Project:

Main Project Deliverables:

Required Team Skills:

Main Team Tasks/Roles:

My Desired Role and Why:

Project Sales Pitch:

Weighted Scoring Model for Weighted Scoring Model for Project SelectionProject Selection

Created by: Date:Criteria Weight Project 1 Project 2 Project 3 Project 4A 25% 90 90 50 20B 15% 70 90 50 20C 15% 50 90 50 20D 10% 25 90 50 70E 5% 20 20 50 90F 20% 50 70 50 50G 10% 20 50 50 90 Weighted Project Scores 100% 56 78.5 50 41.5

Weighted Scoring Model for Project Name

Weighted Score by Project

0 20 40 60 80 100

Project 1

Project 2

Project 3

Project 4

Initiating ProjectsInitiating Projects

Form teams based on projects Form teams based on projects selectedselected

Have each team select a project Have each team select a project managermanager

Specify what each team must Specify what each team must produce for the project and whenproduce for the project and when

Focus on clarifying roles and Focus on clarifying roles and responsibilities for each team responsibilities for each team member (require students to show member (require students to show who will do what)who will do what)

Tools to Enhance Team Tools to Enhance Team Building Early in the ProjectBuilding Early in the Project MBTI assignment – have each MBTI assignment – have each

student take an online MBTI test and student take an online MBTI test and write a paper about it for HW, also write a paper about it for HW, also send MBTI to their project managersend MBTI to their project manager

Each Each teamteam must prepare must prepare a team contracta team contract a project Web sitea project Web site a project chartera project charter

Each team Each team membermember must give at least one presentationmust give at least one presentation gets to assess project and each team gets to assess project and each team

member’s performancemember’s performance

Myers-Briggs Temperament Myers-Briggs Temperament Indicator (MBTI)Indicator (MBTI) Many organizations use MBTI as Many organizations use MBTI as

part of team buildingpart of team building Few students know their profile or Few students know their profile or

how it affects communications and how it affects communications and teamsteams

Several good sites to take the test Several good sites to take the test for free for free

List sites and assignment in course List sites and assignment in course syllabus syllabus

Have a team give a presentation on Have a team give a presentation on MBTIMBTI

Project Planning ToolsProject Planning Tools Require students to prepare several Require students to prepare several

planning documentsplanning documents Scope statement (includes descriptions Scope statement (includes descriptions

of all project deliverables and criteria for of all project deliverables and criteria for project success)project success)

Work Breakdown Structure (WBS) and Work Breakdown Structure (WBS) and Gantt chartGantt chart

Communications Plan (can be in team Communications Plan (can be in team contract)contract)

Responsibility Assignment MatrixResponsibility Assignment Matrix Decide what Decide what youryour students need to students need to

do to plan their projectsdo to plan their projects

Project Execution and ControlProject Execution and Control Using progress review presentations Using progress review presentations

and checking the team Web sites and checking the team Web sites really helps the students focus on really helps the students focus on getting work done throughout the getting work done throughout the termterm

Have the first progress review focus Have the first progress review focus on teams showing their detailed on teams showing their detailed project plan – have a signed charterproject plan – have a signed charter

Have the second/third reviews focus Have the second/third reviews focus on showing what work has been on showing what work has been accomplished (“show me” review)accomplished (“show me” review)

Rotate who presents review infoRotate who presents review info

Closing ProjectsClosing Projects

Have each team prepareHave each team prepare a final team presentation, focusing on a final team presentation, focusing on

what they prepared for their customer, what they prepared for their customer, what went right and wrong on the what went right and wrong on the project, and what they learnedproject, and what they learned

a project notebook that includes all a project notebook that includes all project materialsproject materials

Have each individual prepareHave each individual prepare a personal lessons learneda personal lessons learned a project and team grade assessmenta project and team grade assessment

Advice for Instructors: Have a Advice for Instructors: Have a Detailed Syllabus and Class Detailed Syllabus and Class Web SiteWeb Site

Most students are “S” or Most students are “S” or sensing types, so they like sensing types, so they like detailed, step-by-step detailed, step-by-step instructions on what to do for instructions on what to do for assignments, presentations, and assignments, presentations, and team projectsteam projects

Students love it when you have Students love it when you have the syllabus, templates, and the syllabus, templates, and other info on a class Web siteother info on a class Web site

Sample of My SiteSample of My Site

Project Team Web SitesProject Team Web Sites

Require each project team to post all Require each project team to post all of their information on a team Web of their information on a team Web site – let them create it any way they site – let them create it any way they pleaseplease

Use that Web site for progress Use that Web site for progress review presentations and make it review presentations and make it part of the project gradepart of the project grade

Link to all sites from your class Web Link to all sites from your class Web page - peer pressure works!page - peer pressure works!

Include final exam questions related Include final exam questions related to all the team projects so they learn to all the team projects so they learn from each otherfrom each other

Sample Team Web Site (I was Sample Team Web Site (I was the sponsor)the sponsor)

The student project manager for this project gave a conferencepresentation with me on the results of this project.

Another Sample Team Web Site Another Sample Team Web Site (a student org. sponsored it)(a student org. sponsored it)

This project helped a student organization plan an important function.

And Another Sample (done for And Another Sample (done for a non-profit group)a non-profit group)

Let the students be creative. Most of the webmastersare very proud of their work and keep the sites upfor a while. Some refer to them for job interviews.

Sample Templates Students Sample Templates Students Could Use for their ProjectsCould Use for their Projects My text and Web site include My text and Web site include

many templates and examples many templates and examples students can use for their students can use for their projectsprojects

Create your own templates to Create your own templates to meet your class and project meet your class and project needs (feel free to download needs (feel free to download and modify any of mine)and modify any of mine)

Make sure students use Make sure students use templates wisely/properlytemplates wisely/properly

Team Contract Project Name:

Project Team Members Names and Sign-off:

Name Sign-off on Team Contract

Code of Conduct: As a project team, we will:

Participation: We will:

Communication: We will:

Problem Solving: We will:

Meeting Guidelines: We will:

Project Charter Project Title: Project Start Date: Projected Finish Date: Budget Information: Project Manager: Name, phone, e-mail Project Objectives: Approach:

Roles and Responsibilities

Role Name Organization/

Position

Contact Information

Sign-off: (Signatures of all above stakeholders. Can sign by their names in table above.) Comments: (Handwritten or typed comments from above stakeholders, if applicable)

Gantt Chart TemplateGantt Chart TemplateWork Breakdown Structure Schedule

You can also enter resource information on the Gantt chart.

Sample Responsibility Assignment Sample Responsibility Assignment Matrix – A Product of This ProjectMatrix – A Product of This Project

Progress Report InformationProgress Report Information

Have periodic reviews with team Have periodic reviews with team member “showing” project progressmember “showing” project progress Work completed this periodWork completed this period Work to complete next periodWork to complete next period What’s going well and whyWhat’s going well and why What’s not going well and whyWhat’s not going well and why Suggestions/IssuesSuggestions/Issues Project changes Project changes 

Amazing how well reviews keep Amazing how well reviews keep teams on track and help them “get it”teams on track and help them “get it”

Using Project Management Using Project Management and Other Softwareand Other Software Microsoft Project most popular toolMicrosoft Project most popular tool I have students go through Appendix I have students go through Appendix

A (~100 pages) as a HW assignment A (~100 pages) as a HW assignment and use software for planning team and use software for planning team projectsprojects

44thth edition also includes access to edition also includes access to VPMi, online PM toolVPMi, online PM tool

Need to understand PM basics to Need to understand PM basics to use software well!use software well!

Using Project Management Using Project Management and Other Software (cont’d)and Other Software (cont’d) 44thth edition comes with Fissure edition comes with Fissure

simulation software (quick demo)simulation software (quick demo) Can assign for HW, do in teams, or Can assign for HW, do in teams, or

use in classuse in class Students should use other software Students should use other software

(Internet, applications SW, etc.) to do (Internet, applications SW, etc.) to do assignments and projectsassignments and projects

Templates provided in various Templates provided in various software applications (Word, Excel, software applications (Word, Excel, PowerPoint, Project)PowerPoint, Project)

Lots of ResourcesLots of Resources Information Technology Project Information Technology Project

Management, Fourth Edition Management, Fourth Edition includes hundreds of referencesincludes hundreds of references

Companion Web site (Companion Web site (www.course.com/schalbe4ewww.course.com/schalbe4e) ) includes lecture notes, links to includes lecture notes, links to references, templates, review references, templates, review questions, etc.questions, etc.

Evaluation versions of Project 2003 Evaluation versions of Project 2003 and VPMi provided with textand VPMi provided with text

Lots of info on my Web site (Lots of info on my Web site (www.kathyschwalbe.comwww.kathyschwalbe.com), including ), including many sample documents, articles, many sample documents, articles, information from my classes, etc.information from my classes, etc.

Questions?Questions?

Feel free to use templates, syllabus ideas, etc.from my Web site at www.kathyschwalbe.com.Contact me at schwalbe@augsburg.edu.