IS&T Project Management: Project Management 101. June, 2006

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1 IS&T Project Management: Project Management 101 June, 2006

2 Session Objectives Review basics management Discuss obstacles to effective management Share practices that work for you Empower you to try some new practices 2

3 Background: What is management? Who, what, when, why for s A defined sponsored scope A roadmap for deliverables Documented roles responsibilities A common language for communication relative to phases, tracking reporting Processes to enable communication, accomplish work, facilitate issue resolution risk mitigation Project Project management management processes processes tools tools help help manager manager team team to to organize, organize, document, document, track track report report on on tasks tasks progress. progress. 3

4 Background: Why management for IS&T? More s are spanning Institute More s are requiring client involvement Resources are constrained Combination se factors makes control management various initiatives more difficult than in past A consistent approach to manage scope, resources, time cost enables management effectiveness Project Project Management Management is is a a way way doing doing business business for for all all team team members members Provide Provide managers managers easy-to-use easy-to-use checklists checklists templates templates that that target target fundamental fundamental concepts concepts management management Utilization Utilization tools tools will will increase increase probability probability success success Provide Provide all all team team members members stakeholders stakeholders with with a a road road map map,, defined defined roles roles expectations expectations 4

5 Project Framework Initiate Prepare Execute & Control Close Track Track & & Control Control Scope Management Startup Startup Definition Definition / / Scope Scope / / Requirements Requirements Planning Planning Resource Resource Allocation Allocation Workplan Management Resource Management (Time, Cost, People) Deliverable Mgmt Quality Management Transition Plan Int/Ext Vendor Management Reporting Reporting Completion Completion & & Assessment Assessment Review Review Risk & Issue Management Sponsor Management Communication Management 5

6 Basic Project Management: Five Steps The following steps comprise management roadmap. The steps may overlap be iterative: 1. Startup 2. Define Confirm Scope/Requirements 3. Develop Plan Secure Resources 4. Track, Control, Report Review 5. Completion Assessment Communication, Risk Risk Issue Issue Management, Sponsor Management are are essential throughout both both planned spontaneous. 6

7 Step 1: Startup As you engage potential team members stakeholders, initiation activities establish scope, goals preliminary plan. Key Activities Document /or confirm scope assumptions Confirm sponsorship funding Draft high level plan Identify who needs to provide input into plan resources Checklists to consider Project Startup Sponsor Templates to consider Project Scope, Gantt Chart Resource Planning Project role descriptions Identify Identify engage engage IS&T IS&T groups groups that that you you will will need need to to provide provide services services for for your your.. 7

8 Step 2: Confirm Scope Define Requirements Engage your sponsor business stakeholders to confirm scope clarify business requirements. It is also time to identify technical requirements with appropriate IS&T providers (as necessary). Key Activities Confirm baseline scope with Sponsor Define, document confirm business technical requirements Identify impact on business processes Identify what s not in scope Checklists to consider Sponsor Templates to consider Project Scope The The baseline baseline scope scope is is needed needed to to kickf kickf refinements refinements can can be be made made later later as as necessary. necessary. 8

9 Step 3: Develop Plan Secure Resources The initial detailed plan will provide a roadmap baseline for all team members stakeholders. As evolves, plan may need to refined. Key Activities Identify who needs to provide input into plan Develop preliminary detailed plan based on scope, requirements, etc. Identify skills sets needed to accomplish tasks Develop communication plan Identify secure resources The The kick-f kick-f meeting meeting should should be be a Conduct pre-kickf meeting with Sponsor collaborative collaborative effort effort with with your your sponsor. Conduct kick-f meeting sponsor. Conduct risk assessment with team members Identify criteria for stopping Update detailed plan get buy-in from team Sponsor 9

10 Step 3: Develop Plan Secure Resources (cont d) Checklists to consider Project Planning Deliverable Quality Assurance Transition Templates to consider Activity list Detailed plan Project Resource Plan Communication matrix Project Risk Assessment 10

11 Step 4: Track, Control, Reporting Review Once you kick f, track, control, reporting review activities will be iterative comprise bulk management tasks. Key Activities Implement communication plan Hold regular team meetings to: share progress/status identify/resolve issues Hold formal sponsor updates Keep your manager informed Keep stakeholders informed Monitor progress report status Monitor risks take action as necessary Identify manage issues Tracking Tracking will will give give you you Manage scope track changes information information necessary necessary to to Update plan as needed assess assess health health,, as as well well as as give give you you information information for for reporting reporting status status to to sponsors sponsors stakeholders. stakeholders. 11

12 Step 4: Track Control, Report Review (cont d) Checklists to Consider Sponsor Transition Templates to Consider Project scope change Communication matrix Project status snapshot Detailed Project Plan Risk Assessment Issue Log A quick quick review review sponsor sponsor checklist checklist may may help help you you prepare prepare for for your your sponsor sponsor stakeholder stakeholder update update meetings. meetings. 12

13 Step 5: Completion Assessment The following activities will help to ensure a smooth transition leverage lessons learned for future s. Key Activities Develop a cutover plan or checklist, if applicable Complete documentation, training, knowledge transfer Conduct final review Conduct sponsor sign-f Transition to support/service organization or next team Close-out final tasks issues Conduct lessons learned Celebrate success Accomplishing Accomplishing what what set set out out to to do do is is a success. success. 13

14 Step 5: Completion Assessment (cont d) Checklists to consider Transition Project Closeout Templates to consider Issue log Detailed plan Communications Matrix 14

15 Basics Project Management: Common Obstacles Common obstacles you may face include: Unclear scope business need Uncommitted sponsor Uncommitted resources Or? 15

16 Basics Project Management: What works for you? What have you found helpful? 16

17 Basics Project Management: Going Forward Establish goals that will enable you to build your management skills Start to incorporate steps into daily work Continue to grow skills (e.g., courses, computer-based training Reference websites Seek guidance from experienced managers through coaching, mentoring, user groups Provide feedback on IS&T management methodology (PMM) Share ideas to help grow management expertise within IS&T 17

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