Project Project Management Management

Facilitated by Joanne FraserFacilitated by Joanne Fraser

RiverRiverSystemsSystems

Hope to LearnHope to Learn (10 Responses)(10 Responses)

How to manage a project – the basics (4)How to manage a project – the basics (4)

(planning, scheduling and monitoring)(planning, scheduling and monitoring) Practical tips for scheduling (2)Practical tips for scheduling (2) Strategies for getting buy-in Strategies for getting buy-in Communication and leadership Communication and leadership Methods for assessing progressMethods for assessing progress Ways to communicate progressWays to communicate progress AnythingAnything

Project ChallengesProject Challenges

Communication (3)Communication (3) Planning (3)Planning (3) Determining timelines (2)Determining timelines (2) Unrealistic expectations in terms of roles and time Unrealistic expectations in terms of roles and time

estimates (2)estimates (2) Time commitment to project while continuing day Time commitment to project while continuing day

to day to day Getting others to buy-inGetting others to buy-in Keeping track of the detailsKeeping track of the details Keeping others on trackKeeping others on track Maintaining momentumMaintaining momentum Hand off from implementation to maintenance Hand off from implementation to maintenance Voicing concerns viewed as negativeVoicing concerns viewed as negative

Topic InterestTopic Interest

#1#1 Project PlanningProject Planning(Breaking down into manageable (Breaking down into manageable

tasks)tasks)

#2#2 Project SchedulingProject Scheduling(Assigning accurate timelines)(Assigning accurate timelines)

#3#3 Effective CommunicationEffective Communication(Among project stakeholders)(Among project stakeholders)

Learning Objectives

• Define projects and project management

• Recognize what is involved in the five components of the project cycle

• Apply a team approach to project planning

• Develop a project plan (WBS, Gantt Chart, Communication

Plan)• Examine people issues in project

implementation

AgendaAgenda

• Defining Projects and PMDefining Projects and PM• Project CycleProject Cycle• Initiating: Project CharterInitiating: Project Charter• Planning: WBSPlanning: WBS

LunchLunch• Gantt Chart, Communication Gantt Chart, Communication

PlanPlan• MonitoringMonitoring• StrategiesStrategies for Typical People Issues for Typical People Issues

Project DefinitionProject Definition

A project is a one-A project is a one-time endeavour, time endeavour, that has definite that has definite starting and ending starting and ending points, that is points, that is undertaken to undertaken to create a unique create a unique product or service.product or service.

People

ProcessesTools

Ideas &Vision

Project vs. Ordinary Work

• Projects differ from ordinary work• A project is a sequence of tasks, with a

beginning and an end, with specific resources and time allocated to it

• Projects are temporary and unique• Ordinary work is day-to-day, ongoing,

repetitive• Project management is the process of

combining systems, techniques and people to complete a project within established goals of time, budget and quality

The Project CycleThe Project Cycle

Initiating Planning

Managing(Controlling)

Implementing

(Executing)

Closing

Process GroupsProcess Groups

InitiatingInitiating recognize the project should begin recognize the project should begin and commit to do soand commit to do so

PlanningPlanning develop a workable plan to develop a workable plan to address address business needbusiness need

Implementing Implementing coordinate people and coordinate people and resources to resources to (Executing)(Executing) carry out the plancarry out the plan

ManagingManaging ensure objectives are met by ensure objectives are met by (Controlling)(Controlling) monitoring, measuring and monitoring, measuring and taking taking corrective actioncorrective action

ClosingClosing formalize acceptance and formalize acceptance and bring to bring to an orderly endan orderly end

Table Discussion

Which part (s) of the project cycle do you find are the hardest to do?

What are the challenges?

InitiatingInitiating

““If you don’t know where you are If you don’t know where you are going, going,

how will you know when you get how will you know when you get there?”there?”

Getting Projects Initiated

What is the process for defining the project? Who is involved? Who decides?

How does everyone that should be involved get “on board”?

The Project CharterThe Project Charter

Project nameProject name

Start and end datesStart and end dates

Project Purpose – define in terms of Project Purpose – define in terms of customer/client expectations customer/client expectations

Key DeliverablesKey Deliverables

Project team and key stakeholdersProject team and key stakeholders

Critical success factorsCritical success factors

Risk AssessmentRisk Assessment

FactorsFactors– Resource Resource

adequacyadequacy– ScheduleSchedule– Past ExperiencePast Experience– TechnologyTechnology– Size of projectSize of project– GeographyGeography– Potential LiabilityPotential Liability

AnalysisAnalysisLikelihood & severityLikelihood & severity

– LowLow– MediumMedium– HighHigh

Based on analysis, Based on analysis, develop back-up develop back-up strategiesstrategies

Building the Project Building the Project TeamTeam

Use effective meetingsUse effective meetings Establish directionEstablish direction

– Develop a visionDevelop a vision– Strategies for achieving the Strategies for achieving the

visionvision Develop team standardsDevelop team standards

– Decision-making, Decision-making, communication, roles and communication, roles and responsibilitiesresponsibilities

Planning: Planning: Is it a Workable Is it a Workable Plan?Plan?

– Work Breakdown StructureWork Breakdown Structure

– ScheduleSchedule

– BudgetBudget

– Roles/responsibilities clearly definedRoles/responsibilities clearly defined

– Communications planCommunications plan

Work Breakdown Work Breakdown StructureStructure

Step 1: Brainstorm all of the tasks that need to be done i.e. WHAT will be done, not how.

Step 2: While tasks are still independent, not in any order, estimate the time each task will take.

Step 3: Put the tasks in order (imagine that one person is doing ALL) to get the sequence.

Step 4: Identify tasks that can be done simultaneously. Group them in columns.

Step 5: Identify the tasks in each of the columns that take the longest and line them up in a row to give the critical path.

Team Member Reports Team Member Reports OnOn

What challenges did your What challenges did your teamteam

face in completing this face in completing this activity?activity?

What helped?What helped?

Successful ProjectsSuccessful Projects

Client is satisfied with end deliverableClient is satisfied with end deliverable(product, service, process or plan)(product, service, process or plan)

Deliverable is given on timeDeliverable is given on time Project stayed within budget and Project stayed within budget and

human resource allocationshuman resource allocations Team members increased their skills Team members increased their skills

and knowledgeand knowledge Organization has benefitedOrganization has benefited

Gantt ChartsGantt Charts

December January March April May

Task Name

1. ListTasks

2. RecordDates

3. Showdurationof tasks

4. Showdependent

tasks

5. Showprogress

Team MeetingsTeam Meetings

Review progress of the projectReview progress of the project

Team members provide updates on Team members provide updates on their task assignmentstheir task assignments

Team members report their concerns Team members report their concerns or issues with the progress of the or issues with the progress of the projectproject

Once issues or problems are identified, Once issues or problems are identified, schedule a separate resolution meetingschedule a separate resolution meeting

Managing: Managing: Monitoring the Monitoring the planplan

What to monitorWhat to monitor– Monitor timeMonitor time– Monitor qualityMonitor quality– Monitor budgetMonitor budget

Falling behind?Falling behind?– Add timeAdd time– Add resourcesAdd resources– Change the qualityChange the quality

Closing: Closing: Is the Project Is the Project Finished?Finished?

– Administrative work: are all Administrative work: are all reports complete?reports complete?

– Project work: is it complete?Project work: is it complete?

– Reflection work: what did we Reflection work: what did we learn?learn?

Closing ChecklistClosing Checklist

Project goals met?Project goals met? Tasks left to do?Tasks left to do? Trained others?Trained others? Told everyone about the Told everyone about the

changes?changes? Reviewed what worked?Reviewed what worked? Celebrated accomplishments?Celebrated accomplishments?