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© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management ToolsThe BasicsLiana Tarca | October 2015
© Copyright 2015 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Catch-up
A project is a temporary group of activities designed to produce a unique product, service or result.
It has a clear objective, start and end date.
Project management is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives.
1. Ensuring the project goals and objectives are met, while honoring the project constraints (scope, cost, and schedule)
2. Determine how to run the project & what tools to use
3. Escalate when needed and ask for management support in removing roadblocks
4. Act as coach/mentor to project team
1. Defining
2. Planning
3. Executing
4. Monitoring and Control
5. Closing
What is a project? What is Project Management?
Which are the main steps in project management?
Which are the responsibilities of the Project Manager?
Scope
ScheduleCost
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Life Cycles
Based on the project type, complexity, methodology used, the lifecycle can be different and the phases bear different titles
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
The basics delivery plan
Project Data Sheet (PDS)
Current vs Future State
Project Plan
Management of Change Plan (MOC)
Status Communication Template (4Quad)
4
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
Produce a Project Data Sheet at the start of the project (during Initiate phase).
This document will serve as the foundation of the project and guide you throughout.
It should be reviewed and approved by the Project Sponsor, to ensure your expectations are aligned.
Revisit this document during each phase to make sure you are still on track.
Update and review the document with Project Sponsor when there are major changes.
Project Data Sheet
YOU CAN USE:
Excel, Power Point
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Data Sheet
[INSERT YOUR PROJECT TITLE HERE, NO ACRONYMS]
1
2
3
BusinessCase
Objectives
Scope
Min 3 bullet points Describe what is missing now, what is not working
properly Which are the opportunities for improvements Focus on issues, no solutions in this step
Min 2 objectives (one primary, one secondary) Make them SMART, short and concise
4 Benefits
5 Risks
In scope: What are you going to address
What are the benefits for the company, customers, employees? Insert concrete benefits, end state ones
Identify min 2 major risks and have in mind mitigation plans
No risk = huge risks
6
7
8
Major Milestones
R&Rs(Roles & Responsibilities)
Key Deliverables
9 Success Criteria
Insert what exactly you are going to deliver: a new process, a new tool, a new engagement model, etc
Quality check test is: you see/touch the deliverable
Which are the results that will make your project a success How will you know you have completed the project successfully Include both the measurement method and the results (data is
highly recommended)
Out of Scope: What you are not
addressing
Milestone Completion Date
Use the project lifecycle phases if not clear yet which are the milestones
Insert at least mm/yy if day is not available
Role Name
Project Lead
Project Sponsor
Project Team
Template
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Data SheetImprove Partner Experience through Webinar Delivery
1
2
3
BusinessCase
Objectives
Scope
The webinars are not delivered consistently in the team. The attendance to the webinars is low Number of partners answering to webinar survey is low
and overall satisfaction is medium Setting-up a webinar implies several steps that add to
our day-to-day workload.
Offer structure for delivering the webinars for more months in advance
Increase survey satisfaction rate with regards to communication
Increase Partner Satisfaction with regards to webinar delivery and the number of responses received via survey
4 Benefits
5 Risks
In scope: External webinars
Improve Partner Experience through webinars Increased Partner Portal Usage and Satisfaction Decrease the workload for our team
Deployment delays on regional level No clear R&R distinction among teams involved Low attendance
6
7
8
Major Milestones
R&Rs
Key Deliverables
9 Success Criteria
Repository of training materials Communication Package (eDM’s, add banners) Framework of relevant topics for relevant partner
audience
Improved survey scores:Completely satisfied 3% up (FY13 vs. FY14)Completely dissatisfied 3% down (FY13 vs. FY14) Increase the number of responses to the survey from 5.5% to
15% Increase the overall satisfaction rate from 30% to 50%
Out of Scope: Internal webinars
Milestone Start Date
Project kick-off 1st Feb 2014
Phase I: April/May/June Webinar planning
31st March 2014
Phase II: July/Aug/Sep Webinar Plannig
15th May 2014
Monitoring and Control 1st August 2014
Role Name
Project Lead Nikolai & Milena
Project Sponsor Liana
Project Team Janneke, Flemming, consultants:Teodora, Razvan
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
The basics delivery plan
Project Data Sheet (PDS)
Current vs Future State
Project Plan
Management of Change Plan (MOC)
Status Communication Template (4Quad)
8
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
Depending on the project objectives, you may want to show:
1. What is changing within the process
2. Metrics and post-project metrics improvements
3. Screenshots/mock-ups of new functionality (for IT projects)
4. Changes to roles & responsibilities or organizations
5. …be creative and produce a slide that gives users a good picture of what the project should achieve
Current vs Future State
Clearly show what will be different when the project is complete
Current State Future State
YOU CAN USE:
Excel Graphs, Visio, Power Point
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
SBSO Agent SBSO Coordinator
GBS Profiling
PartnerOne Adv
SBSO Current - Future
Current
FutureSBSO Agent
GBS Profiling
PartnerOne Adv
Consultancy on complex
cases
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Visibility over Business Unit
eCommunication Planner
Not available
Campaign: unique content
Event: one send out
Available on a quarterly basis following manual creation
Campaign send outs per Business Group available per country and in real time
Before After
PPS
EG
PPSEG
Software
All BGs
Campaigns per Business Group
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
• A project plan shows the project milestones and timelines, the owners, resources, budgets
• Depending on the size / complexity of your project, you need to determine how to create this documentation:
– PowerPoint for very simple projects
– If a more detailed project plan is needed, use Excel - group your items so that a summary view can be copied into PowerPoint for presentation purposes
• Optional: create an additional, more graphical version of your plan
– The best option is to use Ms Project
Phase I
23-07-14, 20:00
• Go to the store• Buy coffee
Phase II
24-07-14, 07:00
• Turn on the stove• Set the kettle on
Phase III
24-07-14, 07:30
• Pour coffee in the cup• Drink
Project Plan
YOU CAN USE:
Excel, Ms Project, Power Point, any other project planning software
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management BasicsWebinar Delivery with Ms Project
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management BasicsProcess Improvement with Excel
Activity Plan Actual July August September October
Project Data Sheet signed off 1 July 1 July
Kick-Off meeting with core team 5 July 3 July
Go-forward model chosen 15 July 15 July
1st Draft Communicated 20 July 20 July
Dummy partners set up in SQ 20 Aug
dSSP Matrix published 20 Aug
Pilot countries confirmed 20 Aug
Training documentation complete 23 Aug
Training execution complete 27 Aug
Project deliverables signed off 30 Aug
New process live 1 Sept
Monitoring of new process 30 Sept
Decision to deploy to additional countries
1 Oct
Project close 5 Oct
Kick-off meeting
Kick-off meeting & weekly meetings to follow
German model chosen, with updated communication for dSSP
Distributed in BU / Country calls
Dummies set up by PRM team, then into SQ
Created and posted on SharePoint
Proposal: EEM Countries
Internal Ops and TTT for countries
Partners trained by SQ CLs
Sign-off on 30 Aug
Go-Live for Pilot countries
We are Here
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
Other templates
Excel has a multitude of templates that you can use. Click on File > New > List > explore
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
The basics delivery plan
Project Data Sheet (PDS)
Current vs Future State
Project Plan
Management of Change Plan (MOC)
Status Communication Template (4Quad)
16
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Ensuring the change (current vs. future state) is understood,
accepted, expected, and planned for by stakeholders
• Management of Change (MOC), or Change Management, is a structured approach to transitioning individuals, teams, and organizations from a current state to a desired future state.
• From a project management perspective, the key elements are:Communication• Who needs to know about the project / deliverables• Define the communications (what to communicate) and
mechanism (how)• A schedule of when to execute the communicationsTraining• Who needs to be trained• Who will prepare the training materials• Who will execute the training• Training schedule
Enabling future state implementation
Management Of Change (MOC) Planning
YOU CAN USE:
Excel, Power Point, Ms Project
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
18
What do we communicate?
- Project Objectives
- Timelines
- Milestones
- Achievements
- Status/Issues
To whom do we communicate?
- Directly impacted people
- Indirectly impacted people
- Management line
- Stakeholders
- Customers/Partners
When do we communicate?@
- @the beginning, during and @ the end of the project
What, Who, When
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Meetings
Intranet
Newsletters
Partner Portal
Phone
PrimarilyInternal
PrimarilyExternal
…and how…Communication Mechanisms
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
• Who is directly impacted?
• Whose job / work is going to change as a result of this project?
R
• Who are the decision makers / give sign-off?
A
• Who has input into the project (project team and others)?
C
• Who is not directly impacted, but should know about the project?
I
Required Communications
Direct Impact• Person/Group #1• Person/Group #2• Person/Group #3
Decision Maker• Person/Group #1• Person/Group #2• Person/Group #3
Contributor• Person/Group #1• Person/Group #2• Person/Group #3
Information Only• Person/Group #1• Person/Group #2• Person/Group #3
Internal
Project Essentials
Current Project Status
Timelines
Preparation Tasks
Training Plan
External
Project Essentials
Before / After Process
As Project Manager, you decide these
things!
Who needs to know, and what…Identifying Your Target Audience
Template
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
ID CommunicationDirect
ImpactDecision
MakerContrib
InfoOnly
Go-Live-10+
Weeks
Go-Live-8 Weeks
Go-Live -4 Weeks
Go-Live–2
WeeksGo-Live
Post Go-Live
INT1 Project announcement EMail
INT2 What you need to do to prepare for the change
INT3 Project Status, Timelines
MtgIntrane
t
INT4 Training Plan
EMailIntrane
t
INT5 Announcement thatproject is live
EMailIntrane
t
…putting it all together
The Communication Plan
• A communication plan lists your project’s critical communications, and enables you to plan them in advance, by linking to a target audience, communication mechanism, and timeframe.
• Keeping an up to date communication plan will help keep your project on schedule, by ensuring you do not miss an important communication
Optional: Give your communications an ID to help track and
reference
List your audience groupsFor IT projects, you may put IT contacts into their own group
Define the timing for the communicationsIndicate when completed by changing format
Template
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
PartnerOne Advisor Tool MOC
PartnerOne Advisor Tool Adoption Plan
ISO WEEK NUM
MONTH
WEEK
DESCRIPTION STATUS START END INTERNAL/EXTERNAL OWNER COMMENTS
Launch email 19-Jun-14 19-Jun-14 Reseller AOMs, All HP Advisors, PTO Mgmt, Specialization Leads (no PBMs)Philippe
Forums
PartnerOne Forum 17-Jun-14 17-Jun-14 Reseller AOMs, PartnerOne OpsPhilippe
PartnerOne Ops Team Meeting 20-Jun-14 20-Jun-14 PartnerOne OpsSevgul
PartnerOne Ops Feedback for Improvements 3-Jul-14 3-Jul-14 PartnerOne OpsAll
PEC Coffee Talk 16-Jul-14 16-Jul-14 all PEC DomainSevgul & Philippe
F2F Bucharest Advisor Forum (10 mins Demo) 15-Jul-14 TBD All Advisors Sevgul & Flavia Liana to get us on the agenda
KPIs calls - Intro 1 slider on the Tool benefits,a ccess etc 22-Jul-14 29-Aug-14 Sevgul Sevgul to coordinate with the team;
Mailing
Communication to PBMs 15-Jul-14 22-Jul-14 PBMs Sevgul & Liana Liana to check with Celina if ther eis any internal comms due in the next days
PPS Internal Newsletter 1-Aug-14 1-Aug-14 Liana & Sarah & Sevgul
Webpublishing
Banners on Internal Sharepoints TBD
PartnerOne Ops 15-Jul-14 18-Jul-14 Sevgul & Nuno
ExpertOne 15-Jul-14 18-Jul-14 Sevgul
PBM Dedicated Sharepoint 16-Jul-14 TBD TBD
EMEA SO Team - Chatter Group post 15-Jul-14 22-Jul-14 Sevgul
Publish banner on the Smart Portal for Internal Users 18-Jul-14 22-Jul-14 Sevgul & Liana to ask Teo to publish on the PartnerOne Page on Smart Portal
Download the template:
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Partner Communications Calendar MOC
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Project Management Basics
The basics delivery plan
Project Data Sheet (PDS)
Current vs Future State
Project Plan
Management of Change Plan (MOC)
Status Communication Template (4Quad)
24
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
• Maintain 1-page summary of the project and project status – eg., the famous “4 quad” to keep Stakeholders informed between reviews, and to be used as part of reviews.
• This document should be kept updated regularly – at an interval agreed with your project sponsor (normally weekly or monthly, and whenever there is a major change)
• Make it available on the team SharePoint, Drive, etcfor reference
Keeping your stakeholders up to date!
Project Status Report “4-quad”
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
[INSERT YOUR PROJECT TITLE HERE, NO ACRONYMS]
1
2
Milestones
Accomplishments
Insert the main activities together with their status. You can use the main phases of the project
Which are tasks and results that have been obtained already.
Include measurable data, numbers, specific deliverable completed, name of main contributors
3
4
Issues
Next Steps
Insert the possible issues that our project had encountered.
They are meant to ask for help form the steering/project sponsor
Which are the actions that you are going to take from the date of the presentation to the next committee
Include mitigation plan for the issues in the section above Include completion date and name of the owner of the
action
Project Lead Insert Name Report Date Date when you present it
Project Summary:Insert clear, concise explanation of why this project exists. Which are the expected results.Project Sponsor Insert Name Project Start Insert Date
Overall Project Status Use the legend Planned Delivery Insert Date
Not Started
On track
At risk, re-planning neededComplete
Issue, but achievable
Legend:
Template
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Partner Communications Planner
1
2
Milestones
Accomplishments
Voice of the customer - completed Define requirements - completed Design – in progress Testing – in progress Implementation – not started Adoption – not started
New HTML templates / campaigns integrated into the preview button
Collected valuable feedback from stakeholders Detailed mockups created Platform selected Most functionalities already created and aligned
with the manager and the team
3
4
Issues
Next Steps
Access to external users is not yet guaranteed but very probable, as per latest update from Manu (developer)
Complete design and testing by end of October Finalize MOC plan Create user manual Create technical guide from developer’s points of
view
Project Lead Alex Report Date 09.10.2014 Project Summary:
Develop new Channel communications planner platform, to increase
scope, performance, flexibility and reporting capabilities.Project Sponsor Liana Project Start 30.05.2014
Overall Project Status Planned Delivery November 2014
Not Started
On track
At risk, re-planning neededComplete
Issue, but achievable
Legend:
Example
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
HPI/HPE EMEA Partner Communications Planner
1
2
Milestones
Accomplishments
Calendar cloning : DONE Pre-cloning updates: DONE Testing Scenarios: DONE Scenarios split: DONE Testing: DONE (in progress for AMS)
3
4
Issues
Next Steps
Project Manager Cristina / Alex Report Date 12.10.2015 Project Summary:
Clone, Separate and Improve HPI/HPE Partner Communication Planner for a better experience for all stakeholders involved in the communication process (requestor, specialist, partner).
Project Sponsor Adela / Liana Project Start 08.09.2015
Overall Project Status
Planned Delivery
Nov 2015
Not Started
On track
At risk, re-planning neededComplete
Issue, but achievable
Legend:
Some updates are not possible due to IT limitations Very limited IT bandwidth: only urgent bugs
currently being fixed, no feature updates done. HPI Clone not ready for testing Major planner updates are required for smooth
EMEA and AMS integration
IT to fix bugs (both) and deliver valid clone for testing (HPI)
Post-cloning Updates by Admin Post cloning Updates by IT Testing MOC Launch clone versions Monitor and maintain
First phase - CLONING : DONE Second phase – feature UPDATES : NOT POSSIBLE Testing DONE with major bugs present MOC: WIP Launch HPI/HPQ version & Retire HPQ: Not Started Monitoring and Control: PENDING Implementation of HPE planner for AMS: WIP
Example
Q&APractice makes it best!
© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
Select one of the two optionsWork in teams of 5-8
Organize the launch of the next One Republic album. Expected results: 5,000 people present, aged 18-45. Album release is announced for December 1st, 2015.
What you need to do: Fill in all the PDS fields, get the sponsor sign off
Organize the launch of a new haute couture shop in Bucharest. Launch date: 28th, December 2015, budget $50,000.
What you need to do: Fill in all the PDS fields, get the sponsor sign off