Slide 1: The Secret Lives of Project Managers… 31Jul2009
Ryan Endres, PMP What is a Project? : What is a Project? A project is a temporary endeavor undertaken to produce a unique product or service
Temporary – Definitive beginning and end
Unique – New undertaking, unfamiliar ground Temporary Unique Characteristics of
Projects What is Project Management : What is Project Management Project Management is the application of skills, knowledge, tools and techniques to meet the needs and expectations of stakeholders for a project.
The purpose of project management is prediction and prevention, NOT recognition and reaction Role of a Project Manager : Role of a Project Manager Process Responsibilities People Responsibilities Project issues
Disseminating project information
Mitigating project risk
Managing the overall work plan Implementing standard processes
Establishing leadership skills
Communicator skills Triple Contraint : Triple Contraint Quality Scope Time Cost Communications Management : Communications Management This process is necessary to ensure timely and appropriate generation, collection, dissemination, and storage of project information Communications SDLC process : Communications SDLC process Risk Management : Risk Management Risk identification and mitigation strategy
Risk update and tracking Tree – location, accessibility,
ownership Weather Risk… POTENTIAL negative impact to project Change Control Management : Change Control Management Define how changes to the project scope will be executed Scope Change Schedule changes Technical Specification Changes All changes require collaboration and buy in via the project sponsor’s signature
prior to implementation of the changes Project Life Cycle : Project Life Cycle Initiation
Monitoring & Controlling
Closing Initiation Phase : Initiation Phase Define the need
Select the PM
Document business need
Develop project charter Planning Phase : Planning Phase Determine goals, scope and project constraints
Identify members and their roles
Define communication channels, methods, frequency and content
Risk management planning
Create WBS and timeline Executing Phase : Executing Phase Execute project plan and accomplish project goals
Send and receive information
Implement approved changes
Lessons learned (surveys) Monitoring & Controlling : Monitoring & Controlling Scope verification
Measure according to your plan
Use issue logs
Measure Team member performance
Create forecasts Closing Phase : Closing Phase Contractual Closeout
Confirm the work is done to requirements
Lessons Learned (Survey) Project Management Tools : Project Management Tools PERT Chart- designed to analyze and represent the tasks involved in completing a given project Work Breakdown Structure : Work Breakdown Structure For defining and organizing the total scope of a project
First two levels - define a set of planned outcomes that collectively and exclusively represent 100% of the project scope.
Subsequent levels - represent 100% of the scope of their parent node Gantt Chart : Gantt Chart Project Status Dashboard view : Project Status Dashboard view How long does it take to build a house? : How long does it take to build a house? Project Success : Project Success Customer Requirements satisfied/exceeded Completed within allocated time frame Completed within allocated budget Accepted by the customer Project Failure : Project Failure Scope Creep Poor Requirements Gathering Unrealistic planning and scheduling Lack of resources What is a PMO? : What is a PMO? Common tools of a PMO : Common tools of a PMO All PMO’s must have:
Policies and Procedures
Common areas for project information
A person in the PMO that is an expert user of your PM process, including any applications you plan to use
All PMO’s do not necessarily need to have:
Microsoft Project, or Project Server (it is not a PMO in a box)
Microsoft SharePoint Templates : Templates New Project sign-off
Scope of the project?
Do we have the resources (people and money)
Estimate of the timeline?
Sign off on the project Templates : Templates Project Charter (you must have)
Who is the PM
Scope? Out of scope?
Who is on the project?
Risk Management Plan/are there any known Risks?
Project Team Sign off
http://www.pma.doit.wisc.edu/templates.html Templates : Templates WBS (must have) Templates : Templates Action Logs:
Actions from meetings need to come out of Meeting Minutes and into a Log
Keep it simple in Excel or utilized tasks in SharePoint Templates : Templates Updates Build a plug and play timeline Templates : Templates Executive Reports Templates : Templates Executive Reports Microsoft Project Server can help add more metrics to your reports Policies and Procedures : Policies and Procedures Project Management Manual
Describes from the start to the close of the project which templates and processes to follow Common area for project information : Common area for project information Small company
Common location in a folder on your server
Create your own website with project information Common areas for project information : Common areas for project information SharePoint Communicate project plans and to distribute task assignments to team members
Great for large companies and worldwide projects
It can interface with Outlook and Project
Easy to create your own databases (ie: help desk requests)
Email notifications Why have all these Processes? : Why have all these Processes? Processes take away problems
With Processes you will spend less time fire-fighting problems
With Processes you will have fewer things that slip through the cracks How to mature your PMO with quality improvement : How to mature your PMO with quality improvement Process improvement: Review your program performance against established baselines, identify significant variances in program results, and recommends corrective actions.
Take one of your PM processes and review all of your organizations projects to make sure the PM is compiling with your policies.
Review the lessons learned from projects (lessons learned are done throughout the lifecycle of a project not just at the end). Project Management 2.0 : Project Management 2.0 Mind Mapping
Facebook More about Ryan 2.0…. : More about Ryan 2.0…. Questions???