Getting Control of Your Projects!

Getting Control of Your Projects!

Kirk SchanzenbachKirk Schanzenbach

NY State Comptroller’s NY State Comptroller’s OfficeOffice

Successful Projects ProvideSuccessful Projects Provide

Increased Organizational BenefitsIncreased Organizational Benefits

Happy Executives!!Happy Executives!!

Happy Customers/UsersHappy Customers/Users

Happy Project ParticipantsHappy Project Participants

Measuring SuccessMeasuring Success

On TimeOn Time

Within BudgetWithin Budget

Within ScopeWithin Scope

Provides Functionality PromisedProvides Functionality Promised

Provides Organizational BenefitsProvides Organizational Benefits

Meets Customer/User NeedsMeets Customer/User Needs

What We GetWhat We Get

Out of Control Costs/Staff TimeOut of Control Costs/Staff Time

Everyone SurvivedEveryone Survived

Some of the Promised Features WorkSome of the Promised Features Work

Delays Measured in YearsDelays Measured in Years

Products Not Always UsedProducts Not Always Used

What is Project Management?

What is Project Management?

Project management is the Project management is the application of knowledge, skills, tools, application of knowledge, skills, tools, and techniques to project activities in and techniques to project activities in

order to meet the project order to meet the project requirements.requirements.

(PMBOK 2000)(PMBOK 2000)

““Project management is both an art Project management is both an art and a science.”and a science.”

Dr. Harold Kerzner Dr. Harold Kerzner

What Is Project Management,Really?

What Is Project Management,Really?

Agreeing on ExpectationsAgreeing on Expectations

Planning the WorkPlanning the Work

Working the PlanWorking the Plan

Delivering the ResultsDelivering the Results

LearningLearning

Project Life Cycle Project Life Cycle

Project InitiationProject Initiation Wild EnthusiasmWild Enthusiasm

DisillusionmentDisillusionment ChaosChaos

Search for the GuiltySearch for the Guilty Punishment of the InnocentPunishment of the Innocent

Promotion of the Non-ParticipantsPromotion of the Non-Participants Definition of the Requirements Definition of the Requirements

Murder Mystery: Who Killed My Project

Murder Mystery: Who Killed My Project Read the HandoutRead the Handout

Identify Project Risk FactorsIdentify Project Risk Factors

Collect Risk Factors & Who Done ItCollect Risk Factors & Who Done It

DiscussionDiscussion

Identify Who Done ItIdentify Who Done It

Successful Projects :Successful Projects :

Demonstrate Need Demonstrate Need andand Benefits Continuously Benefits Continuously Go Through a Rigorous, Step-by-Step ReviewGo Through a Rigorous, Step-by-Step Review Keep It Small, Break It Up!!Keep It Small, Break It Up!! Have Clear, Objective, & Agreed To Scope Have Clear, Objective, & Agreed To Scope Focus on the Customer/Stakeholder Focus on the Customer/Stakeholder Conduct Thorough Business Analysis & PlanningConduct Thorough Business Analysis & Planning Have Experienced Project Manager and SponsorHave Experienced Project Manager and Sponsor Establish a Clear Decision Making ProcessEstablish a Clear Decision Making Process

PM Start Up Kit For Improved Success

PM Start Up Kit For Improved Success

Project Management MethodologyProject Management Methodology

Project Management OfficeProject Management Office

Project Portfolio ManagementProject Portfolio Management

Lots of PatienceLots of Patience

Project Management Project Management MethodologyMethodology

Project Management Project Management MethodologyMethodology

TIMETIME

EFF

OR

TEFF

OR

T

PLANNING EXECUTION &

CONTROL

CLOSEOUTINITIATION

Project Management Life CycleProject Management Life Cycle

Project Management Project Management OfficeOffice

Project Management Project Management OfficeOffice

PMO Mission PMO Mission

To assist and support project sponsors, To assist and support project sponsors, managers and teams in their efforts to deliver managers and teams in their efforts to deliver the desired products on budget and on the desired products on budget and on schedule in furtherance of the Agency mission schedule in furtherance of the Agency mission and objectives. and objectives.

PMO GoalsPMO Goals

Improve Customer Service and ValueImprove Customer Service and Value Advance Portfolio ManagementAdvance Portfolio Management Increase PM and BA MaturityIncrease PM and BA Maturity Continually Improve PM Method & ToolsContinually Improve PM Method & Tools Provide Flexible and Scalable ServicesProvide Flexible and Scalable Services Improve Quality AssuranceImprove Quality Assurance

PMO ServicesPMO Services Project Consulting and Technical AssistanceProject Consulting and Technical Assistance Planning Facilitation and DocumentationPlanning Facilitation and Documentation Project ToolsProject Tools Project Manager Training Project Manager Training Business Process Consulting Business Process Consulting Project Team and Sponsor TrainingProject Team and Sponsor Training Information Services Information Services

Project Portfolio Project Portfolio ManagementManagement

Project Portfolio Project Portfolio ManagementManagement

Portfolio Management Committee

Portfolio Management Committee

Supports Project ManagementSupports Project Management Looks at “Big Picture” Looks at “Big Picture” Ranks Projects ObjectivelyRanks Projects Objectively Makes Sure We’re Doing the RIGHT ThingsMakes Sure We’re Doing the RIGHT Things Insures the Project is Still WORTH Doing!Insures the Project is Still WORTH Doing! Approves Project Through “Gates” Approves Project Through “Gates”

What’s Up With All Those Gates?

What’s Up With All Those Gates?

Gate 1 – Business CaseGate 1 – Business Case Gate 2 – Concept ProposalGate 2 – Concept Proposal Gate 3 – Project Charter Gate 3 – Project Charter Gate 4 – Project PlanGate 4 – Project Plan Gate 5 – Project StatusGate 5 – Project Status Gate 6 – Post Implementation Review Gate 6 – Post Implementation Review

Getting StartedGetting Started

Broadly Recognized Organizational Broadly Recognized Organizational

NeedNeed Understanding of Your PM MaturityUnderstanding of Your PM Maturity Organizational Focus…Oh, and Organizational Focus…Oh, and

ResourcesResources Clear Strategic Clear Strategic

Focus/Objectives/BenefitsFocus/Objectives/Benefits Project Review and Approval Project Review and Approval

ProcessProcess Common Language and Approach Common Language and Approach

Other Uses of Project Management

Other Uses of Project Management

AuditsAudits Certain Operational Type Certain Operational Type

ActivitiesActivities

Sche

dule

Sche

dule

ScopeScope

Budget

Budget

TRIPLE CONSTRAINTS

TRIPLE CONSTRAINTS

A Common Characteristic…

A Common Characteristic…

Controlling the Project Controlling the Project Define the ProjectDefine the Project Develop PlansDevelop Plans Execute Plans and Resolve IssuesExecute Plans and Resolve Issues Measure Progress Against BaselinesMeasure Progress Against Baselines Report Status to StakeholdersReport Status to Stakeholders Identify and Approve ChangesIdentify and Approve Changes Manage with Management Plans Manage with Management Plans

WATCH OUT FOR THE SCOPE CREEP! WATCH OUT FOR THE SCOPE CREEP!

Choose Your Pain! Choose Your Pain!

Plan Now…Plan Now… ……Or Pay Later!Or Pay Later!