Project Management

Skills

Project Management

SkillsFor Life

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What isProject

Management?

What isProject

Management?

Project Management

Skills

Project Management

Skills

For Life

What is Project

Management? Why is project management

important? How do unidentified risks impact

the outcome of the project? Identify who should be

responsible for tasks Determine if projects can be

divided into phases

Triple Constraint Diagram

Class Exercise

What is a Project?What is a Project?

Project Management

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Project Management

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What is a project?

Temporary with a specific start and end date

Have an end result – deliverable or something that must be completed or created

WHAT ARE THE KEY COMPONENTS OF A SUCCESSFUL PROJECT?

What is a project?

DISCUSSION

Class Exercise

IDENTIFY PROJECTS

What is a Project

Manager?

What is a Project

Manager?

Project Management

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Project Management

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Project Manager Responsibilities

DISCUSSION:WHAT ARE SOME

RESPONSIBILITIES OF A PROJECT MANAGER?

Project Manager DiscussionHOW IS A PROJECT

MANAGER SELECTED OR APPOINTED?

What is a Stakeholder?

What is a Stakeholder?

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Who are the stakeholders?

Someone who has a negative or positive impact on your project and can influence the expectations and deliverables.

Discuss who will be the stakeholders on your next project?

Examples of stakeholders – customers, suppliers, vendors, end-users, team members and sponsor

Who is the Sponsor?

Who is the Sponsor?

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Who is the Sponsor?

Individual who will provide support or obtain financial funding for the project

Someone who has a vested interest in the project

Example of sponsors Minister or elder of a church Board of Director or member Silent partner

Who are the Team Members?

Who are the Team Members?

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Who are the Team Members?

IMPORTANT CHARACTERISTICS OF

A PROJECT TEAMS ARE: Individuals who are appointed, selected or

volunteer to work together on the project Individuals who have diverse skills and

talents to complete tasks and will provide expertise to make project decisions

Encourage mentoring with team members during the project

Team Organization Chart

SponsorSponsor

Project ManagerProject

Manager

Stakeholders/

Customers

Stakeholders/

Customers

Team Members

Team Members

Work with the team to develop a schedule and discuss potential risks. Responsible for ensuring project is completed on time, within budget, and on schedule.Individuals appointed, selected or volunteer to work together on the project completing tasks or deliverables.

Individual who will provide support or obtain financial funding for the project. Someone who has a vested interest in the project.

Individuals appointed, selected or volunteer to work together on the project completing tasks or deliverables.

Class Exercise

DISCUSSION: TEAM DIRECTORY

TEMPLATE

Class ExerciseTEAM CONFLICT &

CUSTOMER CONFLICT Divide into teams or discuss as a group

possible solutions

TEAM CONFLICTWhy are team members not completing tasksWhy are team members turning their tasks in lateTeam members are unmotivated to complete tasks

CUSTOMER CONFLICTThe requirements are not clear from the customerThe customer delays making important decisions on critical issuesDecide who will deliver the news to the customer if is not favorable

Project Team Discussion

DISCUSSION ABOUT THE TEAM RULES When will the team meet (weekly, bi-weekly, monthly) Who will set the agenda and organize the meeting time How will the team decide issues Who will write the meeting minutes and distribute? How will the team handle changes? How does the team resolve conflicts and ensure tasks

are completed? Who will talk to the customer? Who will report project status to all stakeholders? Decide when to celebrate the project’s completion

date?

Class ExerciseDISCUSSION:SOLUTIONS

TEAM CONFLICTS

Class Exercise

SOLUTIONSCUSTOMER CONFLICTS

Project Manageme

nt Processes

Project Manageme

nt Processes

Project Management

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Project Management

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1.Initiating

Process

1.Initiating

Process

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INITIATING

Initiating Process Determine and decide what product or

service is being developed Collaborate and clarify the need Assign or appoint a project manager and

sponsor Gather any information to help

understand the requirements of the project by answering the what, when, who, why, where and how questions

Development of the project charter or scope

Class Exercise

PRELIMINARY DISCUSSION ABOUT THE NEED FOR THE PRODUCT OR

SERVICE

What When Who Why Where How

2. Planning Process

2. Planning Process

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PLANNING

Planning ProcessThe planning process is to organize and

identify the components of a project to develop the product or service.

The project manager and the team work

together to write the scope of work,

create a checklist, identify resources, estimate time to develop tasks and recommend major deliverables.

Project Scope

DISCUSS AND WRITE A SCOPE STATEMENT

INCLUDING:WHAT – WHEN – WHO – WHY – HOW

Scope Statement

The project charter is a document supported and approved by the sponsor. This document provides the project manager authorization to start the project.

The scope statement should be included in the project charter.

The Project CharterDISCUSSION: THE ELEMENTS

OF THE PROJECT CHARTER

Class Exercise DEVELOP A SCOPE STATEMENT AND CHARTER

Project Checklist

The checklist is a document to record these tasks and the team will prioritize them in order of completion.

STEPS TO DEVELOP THE PROJECT CHECKLIST:

Identify milestones

Put tasks in order of completion

Identify tasks or activities

Class Exercise

DEVELOP A PROJECT CHECKLIST

Project Schedule

Good planning allows for the project manager to manage and control the project tasks and resources

To complete the project schedule, determine the time for each task and assign

a resource who will be responsible for the task The team and project manager should divide up the teams and provide an estimate of time to complete that task

Project Schedule

DISCUSSION : HOW TO ESTIMATE TASKS

Critical Path Method (CPM)

The critical path are the tasks that have the longest path.

Tasks are performed in parallel or one task is completed before the next one can begin.

This graph shows why if one task is not completed on time can impact or cause delays to the schedule. Could cause a major problem to the outcome of the project.

Critical Path Method (CPM)

Start Finish

A

B

D

C

F

E

wk1 wk2 wk3 wk4 wk5 wk6 wk7

A

B

C

D

E

F

This diagram shows six tasks in the project schedule. Tasks A, C, and F are on the critical path, which means if one of these tasks takes longer than expected, the project will not meet the deadline.

Critical Path Method

(CPM)This diagram shows how Task A took longer than expected, which affected when Tasks C & F could start and added 1.5 weeks to the original schedule.

Start Finish

A

B

D

C

F

E

wk1 wk2 wk3 wk4 wk5 wk6 wk7

A

B

C

D

E

F

Class Exercise

DEVELOP A PROJECT SCHEDULE

Project Quality

Ensure stakeholder expectations are being met by defining processes to verify and validate successful product completion.

Understanding the desired outcome the team can work together to build quality into the product.

Monitor quality throughout the project.

Project Communicatio

nsDevelop a plan that answers the followingquestions: what, when, who, where and how. What needs to be communicated? When does the information need to be

distributed? Who should receive the information (all

stakeholders)? Where should the information be

distributed? How and what format should the

information be presented?

Class Discussions

PROJECT STATUSPROJECT RISKS AND ISSUES

CommunicationTHE SENDER-RECEIVER MODEL

The sender sends a message without interruptions or distractions. The receiver selects the approach that is acceptable by the team and is available to all

members.PROCESS STEPS:Sender has an idea to communicateSender selects the approach (voice, gesture, symbols, email, phone or meetingsIs there any noises that affects or impedes the messageReceiver processes the information sent by senderReceiver responds to message with appropriate approach

Successful Meetings

TIPS FOR CONDUCTING SUCCESSFUL MEETINGS:

Determine meeting place and time Conduct the meeting with an agenda Ask all members to report their status on

tasks Identify any new risks or issues Discuss solutions to issues Ask members if they will meet their task

deadline End meeting on time and announce the

next meeting Send out meeting minutes

Project Status Report

The project status report is completed by the project manager on a regular basis.

Project Status Report

COMPONENTS OF THE PROJECT STATUS REPORT:

Project Title Project Manager Report Date Current Status Activities completed during this period Activities planned until the next

meeting Issues and Resolutions Changes to project scope Problems, Risks or Concerns

Project RisksDISCUSSION:

IDENTIFY, DOCUMENT & EXAMINEPROJECT RISKS

Project Procurement

Create a plan to monitor any changes to contracts that occur during the project

The project manager will need to understand the contract requirements

At project completion all contracts are closed

3. Executing Process

3. Executing Process

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EXECUTING

Executing Process The planning is now complete and the team

can begin working on their assigned tasks. Project Status reporting will be conducted on

a regular basis. Any issues that arise will be discussed with

the team, sponsor and possibly the customer. Some tasks may be re-assigned if the person

cannot complete on time or may require extra assistance.

The project manager will need to control the tasks to ensure timely completion.

Communications are ongoing during this phase.

Executing Process

RECOMMENDATIONS Understand the requirements of the

product or services Follow a process for soliciting bids Negotiate terms with vendors or suppliers

and have legal expertise review the contractual agreement

Implement a billing and payment plan Project manager and team ensure the

quality and requirements are being met with customer approval

4. Monitoring and

Controlling Process

4. Monitoring and

Controlling Process

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CONTROLLING

Monitoring and Controlling

Process To monitor and manage changes

against the project’s objectives, review the scope statement at periodic times during the project

If you make many changes to the scope, this is when you need to revisit the objectives

Use the Change Request/Issue Log Template in Appendix A to record these changes

Change Request Log

WHAT IS THE CHANGE REQUEST LOG?

On-Going Activities

The following activities, already covered, are on-going activities that are completed throughout the project.

Time Management Communications Managing risks Controlling the schedule Monitoring the budget

5. Closing Process

5. Closing Process

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CLOSING

Closing Process

This is the end of the project and these activities are conducted:

Lessons Learned Final work Contract closeout

Lessons LearnedDISCUSSION:

WHAT WERE THE SUCCESSES AND FAILURES OF THE PROJECT?

WHAT COULD BE IMPROVED?

Final WorkComplete any paperwork and all documentation for the project

Assign a person who will who will keep the records for similar future project work

The sponsor or senior person in the organization should maintain the files

Contract Closeout

Complete all paperwork and contracts associated with the project

Obtain an approval from the customer

Celebrate! Celebrate! Celebrate!

DISCUSSION:CELEBRATING THE

CONCLUSIONOF THE PROJECT

Summary & Review

Summary & Review

Project Management

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Project Management

Skills

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Summary & Review Definition of project management Identify the components of a project Know what the roles and responsibilities of a

project manager, sponsor, stakeholders and team members interact in developing a project

Understand why a project scope and charter help in planning the project

Learn how to develop a checklist, schedule and critical path method

Show awareness in your project by building quality into the project

Identify risks that may be associated with the work effort and develop a plan for mitigation

Determine any procurement and or budget requirements

Train and mentor team members Communicate with all stakeholders

throughout all phases of the project

Summary & Review

1. It must be temporary (have a specific start and a specific end).

You are now aware of the five processes commonly used to manage projects:

InitiatingPlanningExecutingMonitoring and ControllingClosing

2. It must have an end result (a deliverable) - something must have been completed or created.

A PROJECT MUST MEET TWO REQUIREMENTS

Summary & Review

THE FOLLOWING BASIC QUESTIONS NEED TO BE ANSWERED WHEN

STARTING ANY PROJECT:

What are you going to deliver or accomplish?

When will you produce deliverables? Who are your stakeholders (customers,

sponsors, end users, team members)? Why is the work necessary? Where will the product be used and/or

delivered or built when appropriate? How will you accomplish and manage the

objectives?

Summary & Review

It is important to train and mentor the individuals involved with the project.

Throughout the project it is extremely important to communicate with all stakeholders and to document and share information regarding the status of the project.

Without communication you cannot be successful.

Ensure that any contractual agreements used during the project are closed and that all of the appropriate invoices are being processed for final payments to be successful.

Summary & Review

Customers and Project Sponsors typically take responsibility for signing off on the completion of all the agreed upon work.

Others stakeholders may also wish to be involved in the signoff process.

Questions?Questions?

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Project Management

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Project Management

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