Speaking. A Workbook for. T2 Systems. Teaching Tools. Training

Transcription

1 10 Steps to Successful Project Management Speaking A Workbook for T2 Systems Teaching Tools Training Consulting Lou Russell, Russell Martin & Associates 9084 Technology Drive* Suite 500 * Fishers, IN (317) info@russellmartin.com

2 Steps to Help Reluctant Dare to Properly Manage Resources! START Define Plan Manage Review END 1.Establish project scope 2.Set initial objectives 3.List risks/constraints 4. Document assumptions 5.Evaluate alternatives 6.Choose a course of action 7. Establish change management plan 8. Plan communications 1.Create schedule 2.Assign resources 3.Create budget 1.Control work in progress 2.Provide feedback 3.Negotiate for resources 4.Resolve differences 1.Turn over deliverables 2.Hold Project Review 3.Release resources 4.Document successes and failures 5. Celebrate accomplishments

3 Business Objective What is the #1 business reason according to the Project Sponsor? IRACIS Profit / Efficiency / Compliance Increase Revenue: Avoid Cost: Improve Service:

4 Establish Project Scope Brainstorm the stakeholders, inputs and outputs Stakeholder (role not person) What I need from them What I will provide to them (final deliverables or requirements exchanges) Comments Project Sponsor Subject Matter Experts Users of the Project Deliverables Approval / Standards / Compliance Technical Experts

5 Establish Project Scope: Scope Diagram EXAMPLE Student Environment Teaching Notes Facilitator Course / Learning Draft Materials Intro to Project Mgmt Learning Objectives SME Need to Know, standards

6 Project Objectives How will the success of your project be measured? What will you deliver and by when? What will be the quality criteria or completion criteria? What are the budget goals? Specific Measurable Reasonable

7 Document Risk Overall Project Risk Average: Size - How big is this project or how long will it take relative to others you have done? What is it s impact on the organization? Rated 1(small) - 10(large) Structure - How stable are the requirements? Has this been done before? Rated 1(fixed) - 10(undefined) Technology - How understood is the technology and processes? Rated 1(old) - 10(new) Size: Structure: Technology: AVERAGE:

8 Detailed Project Risk H = High M = Medium L = Low Risk Factor Likelihood H/M/L Impact H/M/L Proactive and/or Reactive Action Stakeholder changes L H PRO:rehearse, buffer REACT: board feedback PRO: REACT: PRO: REACT: PRO: REACT: PRO: REACT: List possible risks that might occur for your project. Evaluate the LIKELIHOOD and IMPACT of each risk. Then determine a PROACTIVE (to prevent) and/or REACTIVE (in case it happens) action as appropriate.

9 Document Constraints We ll go over these at 9:06 Rank these three (which one is #1, #2, #3 based on the description from your SPONSOR s point of view. Rank them again from your point of view if it is different. TIME COST QUALITY/ SCOPE # 1 (you can t get more of this no matter what) # 2 (you usually can t get more of this) # 3 (you can negotiate this)

10 PLAN: Work back from the date EXAMPLE Order Task Task Owner 1 Send Status Report Margie 2/1 Dates (milestones) 2 Send Status Report Margie 2/15 3 Complete requirements document Margie 3/1 4 Design Web Changes Margie 3/15 One person can only work on one task at a time 5 Publish Web Changes Tina 3/21 Checklist for the Project Schedule: Did I include project meetings? Did I include project communication tasks? Did I include risk mitigation tasks? Has my scope or risk changed as I ve identified tasks? Is my plan the BEST level of detail for the risk?

11 PLAN: Work back from the date EXAMPLE Project Task Task Owner Dates (milestones)

12 A 10 Steps Checklist PHASE DELIVERABLE TOOL ROLE APPROVAL Define Establish Scope Business Objectives, Scope Diagram Project Manager Project Sponsor, Define Set initial objectives Project Objectives Project Manager Project Sponsor, Define List risks/constraints Quick N Dirty Risk, Risk Mitigation Table Project Manager Project Sponsor, Define Document assumptions Document Project Manager Project Sponsor, Define Establish change management plan Document Project Manager Project Sponsor, Define Plan communications Communications Plan Project Manager Project Sponsor, Plan Create schedule/budget Excel spreadsheet Project Manager Project Sponsor, Manage Manage Review Manage work in progress Provide feedback Negotiate for resources Resolve differences Turn over deliverables Hold Project Review Release resources status report Project Manager Project Sponsor, All DEFINE deliverables Project Manager Project Sponsor, Post Project Review template Project Manager Project Sponsor,