Project Management Basics

Project Definition

A defined starting point A single defined ending point Clearly distinct from regular operational

activities

Project Management Elements

Objectives Timelines Resources

Controlled via Project Plan

Project Management Elements

Planning out of the project Monitoring the actual situation against the

plan Taking corrective action if the situation does

not correspond with the plan

Organizational Characteristics for Successful Projects

Good communication Quality Ownership and accountability Task planning and allocation Accountability for achieving results Performance monitoring Efficient use of resources Access to the knowledge and skills of specialists Decision making Motivation and development of people Routine operations as well as the specific project Ownership and management of meetings

Roles and Responsibilities

Owner – often a senior manager who allocates resources, steers, and provides the link to the business.

Project Manager – responsible for achieving project objectives and tasks using resources effectively.

Team – individuals who work separately and together to further the objectives of the project.

Project Management Triangle

If a project is to succeed, it must satisfy the demands of time, cost, and scope.

Scope

Time Cost

Planning a Project

The more planning up front, the less time spent reworking project later.

10-20% of project is planning.

Project Management Process

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Project Initiation

Objectives are formed Relationship to greater

organization established

Risks assessed Costs (financial and

other) examined

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Information Gathering

Asking questions Understanding required

effort Answers the “why”

questions about the project

Continues for the life of the project

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Information Gathering

Interviews Surveys Brainstorming Reviewing past projects

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Activate

The Planning Process

Document of Understanding (DOU)

Project objectives Work Breakdown

Structure Time and cost

estimates Proposed schedule

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Work Breakdown Structure (WBS)

Show project divided into components and work packages

Common framework for communication

Allocates responsibility

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Estimate

Predicts time and cost Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Schedule

Predicts time it will take to complete tasks

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Baseline

The Agreement Event

Present to Stakeholders

Written Document of Understanding

Done in person

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Negotiate

Details about the project are settled between the Owner, Project Manager, Team Members, and Stakeholders as appropriate.

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Sign-Off

Formal acceptance of the negotiation

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Control

The Tracking Process

Update DOU

Plan updated Performance reviewed Future actions

projected

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Change Control

Changes will occur Plan for change Document the events

leading to the change Make a plan for

managing change once it occurs

Plan to re-plan

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Project Closure

Measuring Success

Questions to Ask

What did we do right? What did we do wrong? What did we learn?

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control

Post Project Evaluation

Were project objectives met?

Was project completed within budget?

Was project completed according to schedule?

Did project impact other projects or normal business operation?

Project Initiation

Work Breakdown Structure (WBS)

Information Gathering

Document of Understanding

(DOU)Schedule

Estimate

Present to Stakeholders

Negotiate Sign-Off

Update DOU Change Control

Project Closure

Activate

Baseline

Control