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Project Management
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Learning Objectives
Defining project management
The importance of project management The role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
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Professional and conscientious projectmanagement is critical to a successfuloutcome
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Learning Objectives
Defining project management
The importance of project management
The role of the project manager
Keys to a successful project
Managing the Contractor
Managing the Project
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What is a Project?
A temporary and one-time endeavor
undertaken to create a unique product or
service, which brings about beneficial
change or added value
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PM Triple Constraints
Time
Cost
ScopeManage these or they will
manage you!
Cost
Quality/Scope
Time
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The Triple Constraint
OR INPLAINFast Cheap
Good
Cost
Quality/Scope
Time
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Defining Project
Management
The application of knowledge, skills, tools
and techniques to project activities to
meet project requirements
Organizing and managing resources so
the project is completed within definedscope, quality, time and cost constraints
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Learning Objectives
Defining project management?
The importance of project management
The role of the project manager
Keys to a successful project
Managing the Contractor
Managing the Project
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Why IT Projects Fail
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Why IT Projects Fail
Weak business case
Lack of senior managementcommitment
Inadequate project planning(budget, schedule, scope, etc.)
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Why IT Projects Fail (contd)
Absence of user involvement
New or unfamiliar technology
Lack of defined, clear,or concise requirements
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Why IT Projects Succeed
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Why IT Projects Succeed
1. Sound project managementprocesses
2. Project tied to the organizationsbusiness goals
3. Senior management commitment
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Why IT Projects Succeed
4.Good change management
5. Detailed requirements
6. Realistic schedule
7. Good stakeholder relationships
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Why IT Projects Succeed
8. Empowered project manager9. Skilled and appropriate team
members with defined roles and
responsibilities
10. Availability of funding
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What makes this all work?
A good, solid professional projectmanager
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Learning Objectives
Defining project management
The importance of project management
The role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
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EMPOWERMENT
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Project Management Skills
Program area knowledge, standards,
and regulations
Understand the project environment
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The project manager makes
things happen!
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Learning Objectives
Defining project management?
The importance of project management
The role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
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Keys to Successful
Projects
or
Duh?!?
Things you already
know but lets reviewanyway
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PLAN
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Identify all stakeholders up front!
Develop the project plan beforestarting the project
Establish communications protocols
PLAN
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Define your requirements in detail
Establish a speedy conflict resolutionprocess
Make contingency plans
Plan a reasonable roll-out schedule
PLAN
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LEAD
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Ensure strong, committed management
support
Connect the business goals to the ITproject
Assign an experienced project manager
LEAD
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Establish clearly defined directions
Be proactive
Give IT and program a seat at the table
LEAD
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Set clear performance expectations
Ask for technical assistance
Do not start roll-out until pilot is complete!
LEAD
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COMMUNICATE
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Communicate objectives frequently
Recognize different perspectives
Check assumptions frequently
Communicate
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MANAGE
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Ensure the system design reflectssound planning
Hold the reins on irrational exuberance!
(Ensure the system design reflects thesystem you need and can afford at this pointin time)
Manage
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Train all staff in a timely fashion
Make extensive testing a priority!
Make the most of pilot testing!
Manage
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A good project team can
be the key to a successfulproject!
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Think Big, Think Fast, Think Ahead
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Learning Objectives
Defining project management
The importance of project managementDefining the role of the project manager
Keys to a successful project
Managing the Contractor Managing the Project
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Manage the Contractor
Enforce the terms of the contract and meet the
requirements of the RFP
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Manage the Contractor
Dont marrythe contractor
Trust but question
Their bottom line is the bottom line
Your bottom line is a working system
Nothing is ever free
The end product is only as good asyour requirements
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Provide PerformanceFeedback
Build performance reviews into the
contract Be clear and specific
Be timely
The State is ultimately accountable for theproject
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Learning Objectives
What is project management?
Why is it important?The role of the project manager
Keys to success projects
Keys to a successful projectsManaging the Contractor
Managing the Project
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Manage the Project
Successful project
management is delivering a
quality product that meets the
customers requirementswithin time, scope, and budget.
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Project Management
Potholes
Giving away the farm
Giving the contractor or developer too
much control, responsibility, orauthority
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Project Management
Potholes
Being a Sugar Daddy
Not managing scope creep
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Beware of scope creep
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But what is it?
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Ask these questions!
Is it a must?
Can the customer/user do the job without it?
Does it contribute to the viability of the
system?
Does it add value as a feature/function to thesystem?
Is it worth the additional cost?
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Keeping Control of the Budget
B d t/C t M t
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Budget/Cost Management
Monitor project spending
When a variance occurs,
determine the cause
Change the execution of theproject, reduce scope, or
submit an APDU
Prevent unapproved
changes to the project
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Project Management
Potholes
Buying a car withoutchecking under the hood
Focusing on the system front-end
processes
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Focus on the entire project
Report?
What report?
What is a report?
Documentation.duh
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Project Management
Reporting
Establish reporting requirements upfront
Include the good, the bad, and the ugly
Be brief but accurate
Management really does want to know!
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Project Management
Potholes
You snooze, you lose
Not obtaining prior approval
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HINHIN
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Project Management Tips
Project Manager does no work other
than manage the project!
Project Manager spends 90% of time
communicating
HINT:
HINT:ItItsin
sinthe901!
the901!
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Project Management Tips
Establish the right relationships
Establish a speedy conflict resolution
process
Operations perspective is key to
production
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Project Management Tips
Be flexible
Be firm
Check egos at the door!
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Summary
Defined project management
Importance of project management
Role of the project manager
Keys to successful projects
Managing the Contractor
Managing the Project
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PMBOK
The 9 Things in the PMBOK
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The PMBOK Project Management Body of Knowledge
sum of knowledge within the profession of project
management
used to document and standardize generally
accepted project management information and
practices
produced by the Project Management Institute
revised and reprinted every 4 years fourth
edition is available now.
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The 9 Things an area of project management defined by its
knowledge requirements and described in terms of itsassociated process, practices, inputs, outputs, toolsand techniques
identified knowledge areas (the things)1. Project Integration Management
2. Project Scope Management
3. Project Time Management
4. Project Cost Management
5. Project Quality Management6. Project Human Resource Management
7. Project Communications Management
8. Project Risk Management
9. Project Procurement Management
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1. Project Integration Management
effective integration of the processes required to
accomplish project objectives processes include
1. project charter development
2. preliminary project scope statement
development3. project management plan development
4. project execution
5. monitoring and control of project work
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2. Project Scope Management
defines and controls what is and is not included in
the project processes include
1. scope planning
2. scope definition
3. creation of a Work Breakdown Schedule4. scope verification
5. scope control
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3. Project Time Management
includes processes required for the timely
completion of a project processes include
1. defining activities
2. sequencing activities
3. estimating resource activities4. estimating duration of activities
5. developing the project schedule
6. controlling the project schedule
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4. Project Cost Management
planning, estimating, budgeting and controllingcosts to ensure the project can be completed
within the approved budget
processes include
1. cost estimating2. cost budgeting
3. cost control
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5. Project Quality Management
all activities that determine quality policies,objectives and responsibilities for the project to
satisfy the needs for which it was undertaken
processes include
1. quality planning2. performing quality assurance
3. performing quality control
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6. Project Human ResourceManagement
processes that organize and manage the projectteam
processes include:
1. human resource planning
2. acquiring the project team3. developing the project team
4. managing the project team
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7. Project CommunicationsManagement
activities to ensure project information is timelyand appropriately generated, collected,
distributed, stored, retrieved and disposed of
processes include
1. communications planning2. information distribution
3. performance reporting
4. managing stakeholders
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8. Project Risk Management processes to increase the probability and impact
of positive events and decrease the probabilityand impact of negative events
updated throughout the project processes include
1. risk management planning
2. risk identification
3. qualitative risk analysis4. quantitative risk analysis
5. risk response planning
6. risk monitoring and control
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9. Project ProcurementManagement processes to purchase/acquire the products,
services or results needed to perform the projectwork
includes contract management and change controlprocesses to administer contracts or purchaseorders
processes include:1. planning purchases and acquisitions
2. contract planning
3. requesting seller responses
4. selecting sellers
5. contract administration
6. contract closure
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In conclusion . . .
. . . follow process and progress will follow.
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Project Management Resources
Project Management Institute home of the ProjectManagement Body of Knowledge (PMBOK)
http://www.pmi.org/Pages/default.aspx
NYS Project Management Guidebook Release 2http://www.oft.state.ny.us/pmmp/guidebook2/index.htm
FNS Handbook 901, Chapter 5http://www.fns.usda.gov/apd/Handbook_901/V_1-2/Chapter_5.pdf
http://www.pmi.org/Pages/default.aspxhttp://www.oft.state.ny.us/pmmp/guidebook2/index.htmhttp://www.oft.state.ny.us/pmmp/guidebook2/index.htmhttp://www.pmi.org/Pages/default.aspx