Welcome to

Managing Training Projects

Timothy Barry, PMP, SPHR

The ISD Process (ADDIE)

Analysis Design Development Implementation Evaluation

(A Trainer’s Best Friend)

Steps: Obtain and review relevant resources Gather performance data Investigate technology infrastructure and

delivery system capability Gather and analyze data

Milestone: Performance Finding documented and reviewed

Analysis

Steps: Plan and conduct group meeting/s Develop design document/s and

prototype/s (including implementation and evaluation plans

Develop Learning Objectives

Milestone: Designs Approved

Design

Steps: Draft materials and applications Produce media Develop pilot materials/plan Implement Pilot Produce final deliverables

Milestone: Final deliverable approved

Development

Steps: Prepare trainers and/or implementers Launch program Provide implementation/maintenance

support

Milestone: Programs implemented

Implementation

Steps: Validate evaluation plans Implement evaluation plan

Milestone: Program evaluated

Evaluation

Project Management 101

What is a Project?PMBOKTM definition: A temporary endeavor undertaken to create a

unique product or service with a defined start and end point and specific objectives that, when attained, signify completion.

In general, it – Is directed at achieving a specific result Involves the coordinated undertaking of

interrelated activities Has a limited duration—a beginning and an end Is unique

PMBOKTM is a trademark of the Project Management Institute

What is Project Management?PMBOKTM definition: The application of knowledge, skills, tools, and

techniques to project activities in order to meet or exceed stakeholder needs and expectations from a project.

In general, Project management concerns getting the job

done— On Time Within budget According to specifications

The Triple Constraint

Time Cost

Scope

The Project Management Process

Initiating Planning Executing Controlling Closing

InitiatingControlling Closing

Time

Executing

Planning

Ac t

i vit

y / E

f fo

rt /

Co

st

Understanding Project Life Cycles Initiation Phase: Determines which projects should be

undertaken.

Planning Phase: Tells everyone involved where you’re going and how you’re going to get there.

Executing Phase: The process where the work is produced.

This is where most of the project resources are used and the budget spent.

Controlling Phase: Where performance measures are taken

to determine whether the project deliverables and objectives are being met. If not corrective actions are taken to get the project back on track.

Closing Phase: The final sign-off on the project deliverables and documenting what you have learned.

Understanding Project Life Cycles

Defining the major goals of the project Determining project selection criteria Assigning the Project Manager Writing the project charter Obtaining sign-off of the project charter

The Initiation Phase

What will be accomplished:

Understanding Project Life Cycles

Determining project deliverables Writing and publishing a scope statement

Establishing a project budget Developing a schedule Determining special skills needed to

accomplish project tasks

The Planning Phase

What will be accomplished:

Understanding Project Life Cycles

Developing and forming the project team Directing and leading the project team Obtaining other project resources Conducting status review meetings Communicating project information Managing project progress Implementing quality assurance procedures

The Executing Phase

What will be accomplished:

Understanding Project Life Cycles

Measuring performance against the plan Taking corrective actions when measures are

outside the limits Evaluating the effectiveness of the corrective

actions Ensuring that project progress continues

according to the plan Reviewing and implementing change requests

The Controlling Phase

What will be accomplished:

Understanding Project Life Cycles

Obtaining acceptance of project deliverables Documenting the lessons learned over the

course of this project Archiving project records Formalizing the closure of the project Releasing project resources

The Closing Phase

What will be accomplished:

The Project Management Knowledge Areas

1. Integration Management2. Scope Management 3. Time Management4. Cost Management 5. Quality Management6. Human Resource Management7. Communications Management 8. Risk Management 9. Procurement Management

The Project Management Knowledge Areas

Project Integration Management• Consists of three areas:

Project Plan DevelopmentProject Plan Execution Integrated Change Control

The Project Management Knowledge Areas

Project Scope Management• Includes all work and only the work

required to successfully complete the project

• Is concerned with defining and controlling what is or is not included in the project

• “If it’s not explicitly included in the scope, it’s implicitly excluded!”

Ref, PMBOK: Chapter 5

The Work Breakdown Structure

1.1.3Administration &

Coordination

1.1.2Meetings &

Reviews

1.1.1Planning &

Communication

ProjectManagement

1.1

1.2.3

1.2.2

1.2.1

TrainingRequirements

1.2

1.3.3

1.3.2

1.3.1

TrainingDevelopment

1.3

1.4.3

1.4.2

1.4.1

Implementation

1.4

1.5.3

1.5.2

1.5.1

Closeout

1.5

Project1.0

The Project Management Knowledge Areas

Project Time Management• Precedence Diagramming / Sequencing

Finish-Start, Finish-Finish, Start-Start, Start-Finish

Diagramming provides a visual network of activities

Finish-Start (Activity on Node) is the most commonly used method and type of logical relationship

Activity Diagram

Start E

A D F

Finish

CB

The Project Management Knowledge Areas

Project Time Management• Schedule Control

Change Control; processes, policies, procedures

Performance Measurement; comparing actual to planned

Variance Analysis; Why and what actions need to be taken

The Project Management Knowledge Areas

Project Cost Management• Concerned with the cost of the

resources needed to complete project activities and establish a budget for the life-cycle of the project

As appropriate: acquisition, design, develop, produce, deliver, support, maintain and overhead

• May include predictions of financial performance

The Project Management Knowledge Areas

Project Cost Management• Resource Planning

Identifies what physical resources in what quantities and when they’re required to successfully complete the project

• People• Equipment• Materials

Project Quality Management• Must address both the management of the

project and the product of the project • Includes:

Meeting or exceeding customer expectations Prevention (QA) over Inspection (QC)

• It costs more to correct than to avoid mistakes. Therefore, quality must be planned in, not inspected in.

The Project Management Knowledge Areas

The Project Management Knowledge Areas

Project Human Resource Management• Organizational Planning:

• Documenting Staffing requirements identified in resource planning Organizational (Project) Breakdown Structure [Org Chart] How staff will be brought onto, be shared, and released

from a project team• Assigning

Roles Responsibilities Accountability, and Authority

The Project Management Knowledge Areas

Project Communications Management• Communications Planning

Identifying the information & communication needs of the team and stakeholders

31

Who are Stakeholders?

Individuals and organizations that are actively involved in the project, or whose interests may be positively or negatively affected as a result of the execution of the project or the project completion. They may also exert influence over the project and its results. (PMBOK)

or People or groups who are interested in or will be

affected by the team’s work. (Team Handbook)

32

What is Stakeholder Management?

Stakeholder Management is an important discipline that successful people use to win support from others.

Stakeholder Analysis is the technique used to identify the key people who have to be won over.

Stakeholder Planning is used to build the support that helps you succeed.

33

Internal verses External Project Stakeholders

Internal stakeholders are usually felt as a positive impact while serving as limiting or controlling influences.

External stakeholder groups are more likely to operate in manners that are, or at least seem to be hostile to project development.

“Politics is about building a relationship before you need it….’’

34 Interest HighLow

Low

Power

High

Monitor

(Minimum Effort)

KeepInformed

ManageClosely

Keep Satisfied

Dave W.

Bill Jones

Mike Garcia

Doug Moss

John Joyner

Stakeholder Analysis Tool

35

What does the chart mean? High power, interested people: these are the people you

must fully engage and make the greatest efforts to satisfy (frequent communication).

High power, less interested people: put enough work in these people to keep them satisfied but not so much that they become bored with your message.

Low power, interested people: keep these people adequately informed, and talk to them to ensure that no major issues are arising. These people can often be very helpful with the detail of your project.

Low power, less interested people: again monitor these people, but do not bore them with excessive communications.

The Project Management Knowledge Areas

Project Risk Management• Risk Management Planning

Planning to ensure that the level, type and visibility of risk is commensurate with impact

• Risk Identification Explores the validity of assumptions and

should identify key “triggers” (symptoms or signs) that indicate a risk event has or is about to occur

The Project Management Knowledge Areas

Project Procurement Management• Is a process of identifying which project needs

can best be met by procuring products or services outside of the project organization (Buy, Outsource, Sub-Contract, etc.)

Bringing The Two Worlds Together

Initiating Planning Executing Controlling Closing

Analysis Design Development Implementation Evaluation

A New Perspective

Define Plan Manage Review

1. Establish project scope

2. Develop initial learning objectives

3. List risks and constraints

4. Evaluate alternatives

1. Finalize learning objectives

2. Create schedules and timelines

3. Assign resources

4. Create budget

1. Control work in progress

2. Provide feedback

3. Negotiate for resources

4. Resolve differences

1. Implement learning

2. Hold project review

3. Release resources

Questions?