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Project Management Is it Common Sense? John Scott Parsons, PMP
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Page 1: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

Project Management

Is it Common Sense?

John Scott Parsons, PMP

Page 2: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 2

Agenda

Types of Projects Definitions

Common Needs

Basics of Project Management per PMI Process Groups

Knowledge Areas (objectives & realities)

Summary… Points of reflection and question

Discussion

Page 3: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

Definitions

Project: A temporary endeavor undertaken to create a unique product,

service, or result

Program: A group of projects managed in a coordinated way to obtain

benefits and control not available from managing them

individually.

Portfolio: A collection of projects or programs and other work grouped

together to facilitate effective management of that work to meet

strategic business objectives

3/23/2013 John Scott Parsons, PMP 3

Page 4: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 4

Types of Projects

Consider…

A project creates a unique product, service, or result

New Product

Information Technology

Application development and installation

Implementation of hardware

Application conversion

New building construction

Training program

Process improvement definition / roll out

Organization change / transformation

Each Project has a Start and End

Page 5: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 5

Types of Projects

Also consider…

Deliverables outside of the normal work context

Event planning

Examples: party, wedding, seminars, sporting events, etc.

Trips / Vacation

School project, report, etc.

Landscaping or other home projects

Hobbies

Meals

More!

Page 6: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 6

Common Needs

Scope

Cost / Budget

Timeline / Schedule

Resources (people, materials, etc.)

Risks / Issues

Communication

Quality expectations

Procurement (purchasing, contracts, agreements)

Integration and fulfillment of competing objectives

Page 7: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 7

Basics of Project Management

PMI Process Groups

Initiating

Processes

Closing Processes

Planning

Processes

Executing Processes

Monitoring

&

Controlling

Processes

Project or

Project Phase

Start

End

Page 8: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 8

Basics of Project Management

Procurement

Management

Risk

Management

Communication

Management Human

Resource

Management

Quality

Management

Cost

Management

Time

Management

Scope

Management

Integration

Management

PMI Knowledge Areas

Project Management Project Schedule

Page 9: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 9

Scope Management

Objective: Ensure the project includes all the work required, and only the work

required, to complete the project successfully Define project requirements

Define scope: detailed description of project and product (end result)

Define WBS

Reality: Requirements definition in various forms

Assumed to also define or include the project scope

Requirements change; does the scope change with it?

Rarely see a WBS

How do we define and manage scope?

Page 10: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 10

Time Management

Objective: Manage timely completion of the project

Define activities

Sequence activities

Estimate activities (durations)

Estimate resources

Develop schedule

Control schedule

Reality: Develop schedule

Add tasks

Estimate durations for tasks

Track and Revise schedule

How do we define and manage a timeline?

Page 11: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 11

Cost Management

Objective: Estimate, budget, and control costs so that the project can be completed

within the approved budget Estimate costs

Determine budget

Control Costs

Reality: Estimate costs

Given a budget

Track and control costs

How do we define and measure costs?

Page 12: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 12

Quality Management

Objective: Determine quality policies, objectives, and responsibilities so that the

project will satisfy the needs for which it was undertaken

Implement quality management system through policy and procedures with continuous improvement activities conducted as appropriate Plan Quality

Perform Quality Assurance

Perform Quality Control

Reality: Quality expectations may be set at an organizational level

Continuous improvement often an afterthought or part of lessons learned

How do we define and assess quality?

Page 13: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 13

Human Resource Management

Objective: Organize, manage, and lead the project team

The project team is comprised of the people with assigned roles and responsibilities for completing the project Develop Human Resource Plan

Acquire project team

Develop project team

Manage project team

Reality: Identify resource needs and assign them to tasks

May hire or acquire team members from other sources

How do we define, acquire, assess staff needs?

Page 14: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 14

Communication Management

Objective: Ensure timely and appropriate generation, collection, distribution,

storage, retrieval, and ultimate disposition of project information Identify stakeholders

Plan communications

Distribute information

Manage stakeholder expectations

Report performance

Reality: Communication is often a problem area

Information is not complete, accurate, consistent, or easily accessed

How do we communicate project information?

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3/23/2013 John Scott Parsons, PMP 15

Risk Management

Objective: Increase the probability and impact positive events and decrease the

probability and impact of negative events in the project Plan risk management

Identify risks

Perform qualitative risk analysis

Perform quantitative risk analysis

Plan risk responses

Monitor and control risks

Reality: Identify risks

Review risk status for phase or milestone review meeting

How do we identify and address risks?

Page 16: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 16

Procurement Management

Objective: Define and use process necessary to purchase or acquire products,

services, or results needed from outside the project team

Includes contract management and change control processes required to develop and administer contracts or purchase orders issued by authorized project team members Plan procurements

Conduct procurements

Administer procurements

Close procurements

Reality: Purchasing of material needs is generally straightforward

Procurement contracts rarely aligned to needs of the specific project General contract for services written to apply to multiple projects or purposes

Purchasing and procurement activities do not include project managers in negotiations for terms and conditions, risks, etc.

How do we acquire and manage resources outside the team?

Page 17: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 17

Integration Management

Objective: Making choices about resource allocation, making trade-offs among

competing objectives and alternatives, and managing the interdependencies among the project management knowledge areas

Reality: Impact analysis rarely performed for changes

Impact to schedule, cost, quality, scope, staff, risks, communication, procurement, customer satisfaction, etc. needed for full impact

Decision making not based on impact analysis

Plan revisions not always made… keep same plan in some cases

How do we address competing objectives?

Page 18: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

Project Management

Ensures systematic approach to completing project objectives

Creates common focus on all project deliverables

Defines relationship between product & project scope

Ensures coordinated project plan execution

Aligns resources with project priorities

Connects project work with ongoing operations and the strategic

direction of the organization

3/23/2013 John Scott Parsons, PMP 18

Page 19: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

Project Management Fit

3/23/2013 John Scott Parsons, PMP 19

Informal

Formal

Needs

Complexity Cost

Duration

Scope Risk

Resources

Interactions

Other Considerations

More

Less

Comfort Level

Regulations

Page 20: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

Project Management Benefits

Better Efficiency in delivering services…

Potential for reduced costs

Improved Customer Satisfaction… generate customer loyalty

Enhanced effectiveness – repeatability in execution

Improved team growth… continuous improvement

Greater competitive edge – superior performance

Some companies promote their use of PM as a competitive advantage

Opportunities to expand services

Flexibility

Increased risk assessment

Increased quality

Increased quantity… more accomplished

3/23/2013 John Scott Parsons, PMP 20

Partial list of benefits included here…

Page 21: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

Responsibility

Project Managers deliver entire package…

On time

Within budget

According to scope

With high quality

Meeting expectations

With desired deliverables

Managing change

3/23/2013 John Scott Parsons, PMP 21

Page 22: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 22

Summary

Project Management practices apply to almost

everything we do…

However, we may not use many PM practices

What are the expectations for project management

PMI, other frameworks, company/organization, self

Project Management practices must be tailored or fit

to the desired project need or risk some negative

impact to results or objectives

What process or framework is used?

How is it tailored or customized?

Page 23: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 23

Points of Reflection or Question

Is Project Management Common Sense?

OR

Is Project Management Overhead?

What are the expectations?

Project Management Project Schedule

Page 24: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 24

Discussion…

…or debate

Page 25: John Scott Parsons - jsparsons.files.wordpress.com · Communication Management Human Resource Management Quality Management Cost Management Time Management Scope Management Integration

3/23/2013 John Scott Parsons, PMP 25

More Information…

John Scott Parsons, PMP

See LinkedIn profile:

http://www.linkedin.com/in/jsparsons

Contact: [email protected] or johnscott.parsons@gmail

585-787-0215 (home) or 585-507-8196 (mobile)


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