Managing Projects

for Success!

Managing Projects

for Success!

Kirk SchanzenbachKirk Schanzenbach

NY State Comptroller’s NY State Comptroller’s OfficeOffice

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

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

Source: KPMG Survey of 256 companies.

32% poor project management skills

20% lack of effective communication

17% unfamiliar project scope

17% failure to properly define objectives

14% inability to cope with technology

The financial loss is large and often unrecoverable!The financial loss is large and often unrecoverable!

Why Do Projects Fail? Why Do Projects Fail?

What is Project Management? What is Project

Management?

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

order to meet the project requirements.

(PMBOK 2000)

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

order to meet the project requirements.

(PMBOK 2000)

What is PM, Really?What is PM, Really?

Agreeing on Expectations Agreeing on Expectations Planning the Work Planning the Work

Learning Learning

Working the Plan Working the Plan Helping People Deliver Results Helping People Deliver Results

PM Start-Up Kit For Improved Success

PM Start-Up Kit For Improved Success

Project Management Methodology

Project Management Office

Project Portfolio Management

Lots and Lots of Patience

Project Management Methodology

Project Management Office

Project Portfolio Management

Lots and Lots of Patience

Project Management Project Management MethodologyMethodology

Project Management Project Management MethodologyMethodology

SMART Projects! SMART Projects! Common OSC PM Language Common OSC PM Language

Roadmap of Best Practices Roadmap of Best Practices

Templates Save Time Templates Save Time

Consistent, Repeatable Process Consistent, Repeatable Process

Organizational Lessons Learned Organizational Lessons Learned

BOTTOM LINE…IT’S ALL ABOUT COMMUNICATION BOTTOM LINE…IT’S ALL ABOUT COMMUNICATION

Choose Your Pain! Choose Your Pain!

Plan & Control Plan & Control Now…Now…

……Or Pay Later!Or Pay Later!

Sche

dule

Sche

dule

ScopeScope

Budget

Budget

TRIPLE CONSTRAINTS

TRIPLE CONSTRAINTS

A Common Characteristic…

A Common Characteristic…

Top 10 Lessons LearnedTop 10 Lessons Learned

1. PROJECTS ARE MOSTLY ABOUT PEOPLE!

- Ron Schubin, Unclaimed Funds System Project

1. PROJECTS ARE MOSTLY ABOUT PEOPLE!

- Ron Schubin, Unclaimed Funds System Project

TIMETIME

EFF

OR

TEFF

OR

T

PLANNING EXECUTION &

CONTROL

CLOSEOUTINITIATION

Project Management Life Cycle

Project Management Life Cycle

TIMETIME

EFF

OR

TEFF

OR

T

PLANNING EXECUTION &CONTROL

CLOSEOUTINITIATION

Gate 1 - Business Case Gate 1 - Business Case Gate 2 – Concept Proposal Gate 2 – Concept Proposal Gate 3 - Project Charter Gate 3 - Project Charter

Initiation Phase Initiation Phase

TIMETIME

EFF

OR

TEFF

OR

T

PLANNING EXECUTION &CONTROL

CLOSEOUTINITIATION

Most Project Management Most Project Management Define Deliverables (SCOPE) Define Deliverables (SCOPE) Build Schedule (TIME) Build Schedule (TIME)

Planning Phase Planning Phase

Determine Cost (BUDGET) Determine Cost (BUDGET)

Schedule PlanningSchedule Planning

Baseline PlanningBaseline Planning

Defining Activities Sequencing Activities Listing Resources Duration Estimation Dependency Planning

Defining Activities Sequencing Activities Listing Resources Duration Estimation Dependency Planning

…and some Management Plans!

…and some Management Plans!

Communication Plan Organization Plan Risk Management Plan Project Change Plan Organizational Change Plan Vendor Management Plan

Communication Plan Organization Plan Risk Management Plan Project Change Plan Organizational Change Plan Vendor Management Plan

USE THEM ALL OR JUST A FEW…USE THEM ALL OR JUST A FEW…

TIMETIME

EFF

OR

TEFF

OR

T

PLANNING EXECUTION &

CONTROL

CLOSEOUTINITIATION

Apply Resources and Budget Apply Resources and Budget Accomplish Objectives Accomplish Objectives

Take Corrective Actions Take Corrective Actions

Execution & Control Phase

Execution & Control Phase

Keep Stakeholders Informed Keep Stakeholders Informed

TIMETIME

EFF

OR

TEFF

OR

T

PLANNING EXECUTION &CONTROL

CLOSEOUTINITIATION

Customer Acceptance Customer Acceptance

Transition to Operations Transition to Operations

Lessons Learned Lessons Learned

Closeout Phase Closeout Phase

Celebrate!! Celebrate!!

Project Success FactorsProject Success Factors

Demonstrate Need and Benefits Continuously Rigorous, Step-by-Step Review Keep it Small, Break it Up!! Clear, Objective & Agreed-to Scope Customer/Stakeholder Involvement Conduct Thorough Business Analysis & Planning Experienced Project Manager & Engaged Sponsor Clear Change & Decision-Making Processes

Demonstrate Need and Benefits Continuously Rigorous, Step-by-Step Review Keep it Small, Break it Up!! Clear, Objective & Agreed-to Scope Customer/Stakeholder Involvement Conduct Thorough Business Analysis & Planning Experienced Project Manager & Engaged Sponsor Clear Change & Decision-Making Processes

Not Just For TechnologyNot Just For Technology

Audits New Programs Other Short-Term Work Other Long-Term Work

Audits New Programs Other Short-Term Work Other Long-Term Work