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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 Quality Managing scope Metrics Managing the overall work plan Implementing standard processes Establishing leadership skills Setting expectations Team building 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 Planning Executing 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 Continuous improvement Team building Lessons learned (surveys)

Monitoring & Controlling : 

Monitoring & Controlling Scope verification Measure according to your plan Risk Audits 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: Templates 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? ROI Sign off on the project

Templates : 

Templates Project Charter (you must have) Who is the PM Scope? Out of scope? Milestones Who is on the project? Project assumptions/constraints Communication Strategy Risk Management Plan/are there any known Risks? Project Team Sign off

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 Medium Company 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 Wiki’s Blogs Twitter Facebook

More about Ryan 2.0…. : 

More about Ryan 2.0…. Questions???

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