Project Management for econnectivity

Transcription

1 Project Management for econnectivity Marilyn Hunter - PMP November 10, 2015

2 2 Purpose of this session Provide information and understanding of how to lead connectivity projects within AgGateway or within your own company.

3 3 Session Goals Define the roles & responsibilities of Project Managers Identify the key components of leading implementation projects Provide best practices of key components Discuss difference between AgGateway project vs. internal connectivity projects Opportunity for Q&A

4 4 Introductions Name Company Why you re in this session today What you hope to get out of it Projects you ve participated in (AgGateway or your company)

5 5 Topics Covered What is a Project Manager & Project Management? Why Projects Fail & Succeed? Project Manager Responsibilities Key components & best practices Similarities & differences between AgGateway projects and internal connectivity projects Q&A Wrap up

6 6 What is a Project Manager? Person who has the overall responsibly for completing a project

7 7 Project Management Project Management Institute (PMI): Project management is the application of knowledge, skills, tools and techniques to project activities to meet the project requirements. Project Managers Initiate, Plan, Execute, Monitor, Control and Close projects

8 8 What is a Project? PMI: Temporary, unique, progressive elaboration AgGateway: A Council initiated project is a temporary organizational entity for a group of member companies that choose to collaborate to tactically address common interests or challenges such as: automation of business processes, meeting regulatory requirements, logistical requirements, and the like. The proposal to create a new project requires initiation from within a Council, or Councils, and a formal charter containing scope, schedule and budget.

9 9 Project Management Life Cycle Initiating Planning Executing Controlling/Monitoring Closing

10 10 Project Managers Skills Organized and detail orientated Know how to lead a group & develop a team Ask seeking questions Detect unstated assumptions Resolve conflicts Listens and seeks feedback for quality and process Manages risk to minimize impact Communicates well Uses tools software Others?

11 11 Roles & Responsibilities - General Defines project scope or validates it Identifies the constraints and risks and a plan to mitigate Creates the activity and sequencing of the plan (critical path) Determines Resourcing Validates the schedule (critical path) Estimates timing Estimates costs Develops and manages the budget Documents process, issues, results, plan and changes

12 12 Roles & Responsibilities - General Creates tools dashboard (tracking), risk analysis, monitoring reports Leads the project team Motivates the team Work with vendors or others involved Provides scalability, interoperability and portability for connectivity projects Controls quality standards Tracks benefit realization Maintains the documentation on the project

13 13 What Makes a Project a Success?

14 14 Reasons Projects Succeed Executive support and organizational commitment Clear project definition, business objective, requirements and success criteria Effective team chemistry and support structure to suit the project Executing the plan as expected Manage expectations Clear roles and responsibilities Involvement of skilled resources, including experienced project managers, business users or analysts and technical developers Adequate risk management Change control process including scope, schedule and budget Effective communication Standard, consistent and practical project methodology Other?

15 15 Why Do Projects Fail?

16 16 Reasons Project Fail Inadequate planning Lack of control Nonexistent or lack of upper management support Poor risk planning Lack of end user support Poor communication Missed deadlines Unrealistic expectations Others?

17 17 Triple Constraint in All Projects Quality Scope

18 18 Questions on General Project Management?

19 19 AgGateway Project Process & Key Components

20 20 AgGateway Project Process Project Initiation Process Project Plan Created & Validates Against Charter Execute the Plan Project Kick-off Meeting Project Design Phase Project Implementation Phase Monitoring and Communication Closure, Documentation, Publication & Communication to Membership

21 Initiation Process Key Components - Done prior to PM Member(s) have an idea or issue Gain support of others Determine if there is enough interest Create a task force Develop a charter & cost benefits (business case) Template that includes: Scope, Timeline, Budget & Funding Create a communication plan Template Determine targeted companies & who will contact them Press release for initiation of project Get charter approved Create and send out commitment letter to potentially interested parties Recruit companies to participate Council to request the services for a project manager Key documents for this phase: Project Charter, Communication Plan 21

22 22 Project Plan Created & Charter Validated Key Components Review the Project Charter Review project objectives to determine tool(s) to track Review and determine reporting for the deliverables of the project Review triple constraint for reality check and address with Council Review budget and address any concerns with management/project steering committee Draft high level project plan based on charter scope, timeline and budget to validate project charter address any issues with sponsor (in AgGateway Council) Work with Council to schedule project kick-off meeting date(s) Submit project methodology and initial high level project plan to management for review and guidance prior to kick-off meeting

23 23 Kick-Off Meeting Key Components Members understand the project & what is expected (foundation) Members understand what is a collaborative team & how the team will operate Team members meet in person to get to know team members better Team building gel the team Start the process for the Design Phase*

24 24 Design Phase Key Components Business Process Flow - BPMN is suggested Business Use Cases Template available Pain Points Requirement Gathering Requirements gathering template Requirements Review Checklist Message schemas AgGateway Open Standards CLICK Develop new messages if needed or determine which schemas are used Mapping tool (provides the guidelines to implement) - CLICK to generate initial map Instance Documents examples of what the XML message might look like with test data Data Synchronization with AGIIS and trading partners - Template available Determine if AGIIS may need any enhancements - Do the unique identifiers meet the needs of the project? Business issues/business rules Template available Review what other projects have used

25 25 Implementation Phase Key Components Discuss implementation schedules balancing act What top 3 trading partners do participants want to connect with first What order sequence (if more than one message set) for connection Identify company constraints Any scheduled down-time (due to business lock-down or vacation) System upgrades or installations Scheduling Implementation dashboard Template Business issues & rules for implementation IT development and life-cycle Schedule the IT development utilizing both industry and internal business rules How many projects are in-line ahead of this project Trading Partner Kick-off meeting checklist Each set of partner may chose a virtual or face-to-face meeting Testing with partners Go to production Update reports and/or calls

26 26 Closure Key Components Closure & communication plan as part of the overall project budget management Project completion criteria and deliverables are completed PM notifies Steering Committee for resolution Documentation done throughout the project Needs to be organized and in format for publication Review of documentation by Council prior to publication Documentation Published Documentation is available on-line Council by resolution establish the closure date Clearly state the date upon which AgGateway sponsored project activities will cease and notify the AgGateway Board, and Management Team Project Manager will reconcile budget vs. actual to determine any residual funds for disbursement or retained or billing for expenses Establish the amount, per project participant of the distribution of any excess project funds or the billing instructions for any excess project expenses User acceptance document with sponsor sign-off

27 27 Similarities & Differences between AgGateway Projects and Internal Connectivity Projects

28 28 Similarities and Differences Between AgGateway vs. Internal Projects AgGateway Projects: Leading an industry project with multiple companies Member companies resources are not within the controlled of AgGateway Competing priorities System constraints Concerns of anti-trust must be adhered to those guidelines Neutral sounding board as the PM Adhering or creating industry standards and unique identifiers Everyone has a voice in the guidelines and business rules Communication to team and industry Develop a collaborative team

29 Similarities and Differences Between AgGateway vs. Internal Projects Internal Projects: Control over project costs Possible conflict with resource priorities IT development is controlled Internal business rules are determined by the business users Dealing with trading partner differences or interpretations Trading partner availability and resources not within your control Resources, technical capabilities, internal business rules, etc. Internal communication to organization Develop a cohesive team among the departments/functions 29

30 30 Similarities and Differences Between AgGateway vs. Internal Projects What Else?

31 31 Questions? Any questions on the key components and the best practices that we ve covered? Any suggestions on things you would have liked to have covered in this session? Any suggestions or comments on how any of the projects you ve been involved with that we could do differently? What else would you like to know about the projects? Would you be interested in a session on how to use the project tools/templates? Was this session helpful for you for industry or internal projects?

32 32 Session Goals Define the roles & responsibilities of Project Managers Identify the key components of leading implementation projects Provide best practices of key components Discuss difference between AgGateway project vs. internal connectivity projects Opportunity for Q&A

33 33 Thank You!