03 Projectmanagement Basics II Methods Instruments

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International Project Management Winter Term 2011

Oktober 2011 Prof. Dr. Sebastian Herr1

Fachhochschule WormsStudiengnge IBA

Vorlesungsunterlagen

Verffentlichung, Vervielfltigung und

Weitergabe an Dritte nur nach vorherigerAbsprache mit dem Verfasser.

Zuwiderhandlungen werden

urheberrechtlich verfolgt.

Prof. Dr. Sebastian Herr

Project

Management

Basics IIMethods, Instruments

& Key Factors

and your Questions


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TheAggressor

TheAggressor

DestructiveRoles

DestructiveRoles

DominatorDominator

DevilsAdvocate

DevilsAdvocate

TopicJumperTopic

JumperRecognition

SeekerRecognition

Seeker

TheWithdrawer

TheWithdrawer

TheBlockerTheBlocker

People Roles which undermine Project Management Implementation

Source: Kerzner Slides, Chapter 4


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Destructive Roles

The AggressorThe Aggressor

Criticizes Everybody and Everything on

Project ManagementDeflates Status and Ego of Others

Always Aggressive

Criticizes Everybody and Everything on

Project ManagementDeflates Status and Ego of Others

Always Aggressive


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DominatorDominator

Always Tries to Take Over

Professes to Know Everything AboutProject Management

Tries to Manipulate People

Will Challenge Your Leadership

Always Tries to Take Over

Professes to Know Everything AboutProject Management

Tries to Manipulate People

Will Challenge Your Leadership

Destructive Roles


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Devils AdvocateDevils Advocate

Finds Fault in All Areas of ProjectManagement

Refuses to Become a Believer UnlessThreatened

More Devil Than Advocate

Finds Fault in All Areas of ProjectManagement

Refuses to Become a Believer UnlessThreatened

More Devil Than Advocate

Destructive Roles


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Topic JumperTopic JumperMust Be the First with a New

Idea/Approach for Project Management

Continuously Changes TopicsCan not Focus on Issues for a Long Time

Unless It Is His/Hers

Project Management ImplementationRemains an Action Item Forever

Must Be the First with a NewIdea/Approach for Project Management

Continuously Changes TopicsCan not Focus on Issues for a Long Time

Unless It Is His/Hers

Project Management ImplementationRemains an Action Item Forever

Destructive Roles


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Recognition SeekerRecognition SeekerAlways Argues in Favor of His/Her Own Ideas Is Very Status Conscious

Volunteers to Become the Project Manager If

Status Is Recognized

Continuous Talks (Likes to HearHimself/Herself Speak)

Often Boasts Rather Than ProvidingMeaningful Information

Always Argues in Favor of His/Her Own Ideas Is Very Status Conscious

Volunteers to Become the Project Manager If

Status Is Recognized

Continuous Talks (Likes to HearHimself/Herself Speak)

Often Boasts Rather Than ProvidingMeaningful Information

Destructive Roles


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The WithdrawerThe Withdrawer

Is Afraid of Criticism

Will Not Participate Openly

Withholds Information

May Become a Back-Stabber

May Be Shy

Is Afraid of Criticism

Will Not Participate Openly

Withholds Information

May Become a Back-Stabber

May Be Shy

Destructive Roles


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The BlockerThe Blocker

Likes to Criticize

Rejects the Views of Others

Cites Unrelated Examples and PersonalExperiences

Has Multiple Reasons Why ProjectManagement Will Not Work

Likes to Criticize

Rejects the Views of Others

Cites Unrelated Examples and PersonalExperiences

Has Multiple Reasons Why ProjectManagement Will Not Work

Destructive Roles


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InitiatorsInitiators

SupportiveRoles

SupportiveRoles

InformationSeekers

InformationSeekers

InformationGivers

InformationGivers

EncouragersEncouragers

ClarifiersClarifiersHarmonizersHarmonizers

ConsensusTakers

ConsensusTakers

GateKeepers

GateKeepers

People Roles which support Project Management Implementation

Source: Kerzner Slides, Chapter 4


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InitiatorsInitiators

Is There a Chance That This MightWork?

Lets Try This!

Is There a Chance That This MightWork?

Lets Try This!

Supportive Roles


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Information SeekersInformation Seekers

Have We Tried Anything Like ThisBefore?

Do We Know Other Companies WhereThis Has Worked?

Can We Get This Information?

Have We Tried Anything Like ThisBefore?

Do We Know Other Companies WhereThis Has Worked?

Can We Get This Information?

Supportive Roles


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Information GiversInformation Givers

Other Companies Found That ..

The Literature Says That ..Benchmarking Studies Indicate

That ...

Other Companies Found That ..

The Literature Says That ..Benchmarking Studies Indicate

That ...

Supportive Roles


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EncouragersEncouragers

Your Idea Has a Lot of Merit.

The Idea Is Great But We May Have toMake a Small Change.

What You Said Will Really Help Us.

Your Idea Has a Lot of Merit.

The Idea Is Great But We May Have toMake a Small Change.

What You Said Will Really Help Us.

Supportive Roles


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ClarifiersClarifiers

Are We Saying That ..

Let Me State in My Own Words What IThink You Said.

Lets See if We Can Put This Into

Perspective.

Are We Saying That ..

Let Me State in My Own Words What IThink You Said.

Lets See if We Can Put This Into

Perspective.

Supportive Roles


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HarmonizersHarmonizers

We Sort of Agree, Dont We?

Your Ideas and Mine Are CloseTogether.

Arent We Saying the Same Thing?

We Sort of Agree, Dont We?

Your Ideas and Mine Are CloseTogether.

Arent We Saying the Same Thing?

Supportive Roles


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Consensus TakersConsensus Takers

Lets See if We Are in Agreement.

Lets Take a Vote on This.Lets See How the Rest of the Group

Feels About This.

Lets See if We Are in Agreement.

Lets Take a Vote on This.Lets See How the Rest of the Group

Feels About This.

Supportive Roles


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Gate KeepersGate Keepers

Who Hasnt Given Us Their Opinionson This yet?

Should We Keep Our Options Open?Are We Prepared to Make a Decision or

Recommendation, or Is There Additional

Information to Be Reviewed?

Who Hasnt Given Us Their Opinionson This yet?

Should We Keep Our Options Open?Are We Prepared to Make a Decision or

Recommendation, or Is There Additional

Information to Be Reviewed?

Supportive Roles


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1. Wild enthusiasm

2. Disillusionment

3. Chaos

4. Search for the guilty

5. Punishment of the innocent

6. Promotion of the non-participants

7. Define the requirements

The 7 Phases of a Project


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(1) Define the Project

Brainstorming

Is / Is not Analysis

Mind Mapping

6-3-5-Method

6 Thinking Hats

Control Questions, p. 293

Additionallyhttp://businessballs.com/


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(2) Prepare of the Kickoff-Meeting

Presentation project & project phases

Project organization (project manager, sub project manager)

Responsibilities

Risk assessment

Schedule/ milestones/ measurables

Scope of the project

Rules for cooperation and documentation/ report standards

Everybody knows each other

Objectives are clear

Roles are accepted


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Sub Project 1

Project Report

WP 1

Sub Project 2

Sub Project 3

Packages 1 2 3 4 5

4

Months after go ahead

3

2

1

5

(3) Visualise the Schedule, milestones and project organization


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(3) Example: Gantt Diagram

Source: Sterrer/ Winkler: Setting Milestones, 2010, S. 103


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(4) Complete the Project Proposal & Prepare the Presentation

Project Proposal

Cost: just calculate your

individual man power cost +

estimate investment cost

roughly

Time: just calculate the time you

will need to fulfill your

project tasks

Performance: Define yourTargets and control them

Work Package: Estimate investment cost to build up a merchandising shop

Cost/ Time: I will need for this estimation 3 days 100 Euro per day 300 Euro Project cost for this task

Performance: I finished the estimation within 3 Days. The estimation is done

accurately Performance 100 %


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(5) Organize/ manage your Sub-Project

Define the work packages?

Define the tasks?

Which resources are needed?

Any Risks?

Work Package: Estimate investment cost to build up a merchandising shop

Step 1: Desktop Research (sqm, construction cost, duration, etc.)

Step 2: Special Conditions/ Requirements

Step 3: EstimationStep 4: Validation & Plausibilty

Step 5: Documentation

Internal Discussion


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(6) Prepare the Reviews of the current Status

Traffic Lights

Booz-Ball-Assessment

Done / Not Done


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Sub Project Target/ To Dos Status

1 Sub Project- Target

- Next Stepsin progress

2a Sub Project- Target

- Next Stepsin progress

2b Sub Project- Target

- Next Steps in clearence


- Next Stepsin progess


- Next Stepson hold

(7a) Reflect/ Monitor the current Status regularly

I t ti l P j t M t Wi t T 2011


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(7b) Reflect/ Monitor the current Status regularly


I t ti l P j t M t Wi t T 2011


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(7c) Reflect/ Monitor the current Status regularly




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Reflect Project Progress Grade

Project Progress

- In Time?

- In Budget?

- Performance / Quality?

- Communication?



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Project Review

Project Review

Document the Project

Reflect the Measurables

Visualize the Status

of the Sub Project

Reflect Lessons Learned

Please send a pdf via Email

incl. your names!



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Draft Project (Review) Report

Title Responsibility Scope

Chapter 1: Introduction Project Manager appr. 1-2 Pages

incl. main Idea, overall target

organization,

schedule

Chapter 2-5: Sub Project 1-4 Sub Project Managers appr. 2-3 Pages

incl. main activities,

comparison plan vs. as-is

project progress, results

Chapter 6: Summary Project Manager appr. 1-2 Pages

incl. comparison plan vs as-is,

overall project progress, results

Lessons Learned

Outlook

General: technical style, like an instruction manual, no I- and We-Form EXECUTIVE SUMMARY of the project

(short, concise, focused, mainly present simple,

consistent and homogeneous structure)

Please write your names/ Matr. No

beside the chapter!



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Example Project: Relocation of Production Project Chart

Objective

In Scope

Out of Scope

Transfer production capacity from a plant in

western Europe (delivering plant) to a low cost

plant in eastern europe (receiving plant)

Technology Transfer

Machinery Transfer

Know Transfer

Staff Recruitment

Location decision (is already made)

New suppliers in the region



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te at o a oject a age e t te e 0


Example Project: Relocation of Production Gateway Structure



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j g


Example Project: Relocation of Production Project Organization



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Example Project: Relocation of Production Checklists



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Harold Kerzner:

Understanding Project Management Benefits [11 min]



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Success Factors of Project Management (by. H. Kerzner)



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Nowit`s your turn.

Any Questions ???

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03 Projectmanagement Basics II Methods Instruments

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