Project Management 101. Laura Gettings November 2013

Transcription

1 Project Management 101 Laura Gettings November 2013

2 For GBTA Introductions Overview What is a Project? What is Project Management? Why do we need Project Management? Plan the Process Create a Project Charter Create a Project Plan Doing the Project Closing out a Project The end.

3 Your Instructor Laura Gettings Curriculum Manager

4 What is your motivation for attending this session? Have you done any Project Management? What are your expectations from this session?

5 Course Learning Objectives After completing this course, you will be able to: Define a Project Define Project Management Create a basic project charter Create a basic project plan Manage a basic project Close out a project

6 For today s class.. Our local Chapter has decided to hold a one-day volunteer day of service. Throughout this class we will apply what we are learning, to plan, organize and manage this project.

7 Official Definition: A temporary endeavor undertaken to create a unique product, service or result, with a defined beginning and end. A project has: A specific addressed outcome A deadline or target date. A budget that limits resources Our project: Plan a volunteer day of service To be held on January 15, 2014 With a maximum budget of $

8 Projects are NOT the same as Processes. A process is a collection of tasks that repeat over and over (never end ) A project by definition is a collection of tasks or activities that has a beginning and an end. Is on going maintenance a project? Is reading s a project or a task?

9 Official Definition: Application of knowledge, skills, tools, and techniques to project activities to meet or exceed stakeholder needs and expectations from a project. Project Management Terms A Working Glossary

10 Common Project Management Terms: Deliverables Project Scope Resources Risk Sponsors - Project Management Memory Jogger

11 The Project Manager will: Plan Organize Manage the Project The Project Sponsor will: Own the project Provide Resources Make the business decisions

12 Provides structure.that promotes success Saves time, money and resources (makes recommendations) Promotes good communication Keeps focused on the goal/outcome

13 At a high level: Start Start (Define) Plan Manage Review

14 What makes up a Project Charter? Objectives Purpose of the project (short, about 3 sentences) Name the Project Something that reflects the purpose of the project Roles/Stakeholders - Identify roles and responsibilities Scope What are the needs and requirements for the project - deliverables Risks and Constraints Identify and determine how to mitigate

15 What is the purpose of our project? The ABC Travel Group will hold a volunteer day of service on January 15, 2014 for the benefit of a local non-profit organization. This project will build good will, provide a sense of pride and belonging which leads to better retention and improves membership recruitment. Project Charter Prepared by: Project Name: Project Objective:

16 ABC Travel Group Annual Volunteer Day of Service Prepared by: Project Charter Project Name: ABC Travel Group Annual Day of Service Project Objective:

17 Defining Responsibilities Stakeholder (Role not person) Inputs: (Required Information) Outputs: (Deliverables) Charity Needs Volunteers Sponsor (Chapter President) Budget Group Members Available Hours Volunteer Hours Marketing Team Budget Communication Plan Promotional Materials Comments Each member is asked to spend 4 hours volunteering

18 Score as follows: for Likelihood and Impact: High = 3, Medium = 2, Low = 1 Risks Likelihood Impact Action No volunteers 1 3 Sign up volunteers prior to event Change in Budget 1 2 Work within budget limitations

19 Charity Volunteers Sponsor: Chapter President Budget Communications Plan Volunteer Day Project Members Marketing Committee Schedule

20 Sticky Notes are the best!

21 Project Charter Template Project Manager: Project Overview Project Highlights Project Objective:. Communication Plan Issue/Risk Summary Stakeholder Goal Frequency Format ( , meeting, or call) Comments. R/I H, M, L Description Mitigation/Resolution Owner Project Constraints Constraint Can t Move Move a Little Flexible (Negotiate)

22 Plan your work, work your plan! ABC Travel Group Volunteer Day of Service Task Finalize Charity Review with Sponsor Establish Messaging Invite Members Project Manager Laura Laura Task Owner Mary Ann Mary Ann Due Date Dec. 1 Dec. 1 Comments Must receive approval by Dec. 5 Laura Joe Dec. 5 Requires Sponsor Approval Laura Joe Dec. 10 Status

23 Task Est. Duration to complete Start Date End Date Resource Comments Risks Analyze Resource Requirements 30 days 1-Jun 1-Jul Lisa/Kathy (Sponsor/Client) Project Plan Development 1 day 2-Jul 3-Jul Laura Project Plan Approval - "Purple" 5 days 8-Jul 12-Jul Kathy (Client) Topic Approval - "Purple" 10 days 12-Jul 25-Jul Kathy (Client) Additional Topics and Custom Information 5 days 19-Jul 25-Jul Lisa/Kathy (Sponsor/Client) Branding/Formating provided by "Purple" 1 day July July Kathy (Client) Design Approval Process 1 day 1-Aug 1-Aug Kathy (Client) Completion of Course Inventory June 1-Sep Lisa/Kathy (Sponsor/Client) Design SMEs Providing Content ongoing SMEs (too many to list by name) Too many SMEs, not enough time Onsite Managers Providing Content and Data ongoing Onsite Program Managers (varies by application) Onsite Managers too busy Develop Estimated Time Frame/Dates for Development Estimated Time/Dates for Delivery Custom Course Development: Instructional Designers/SMEs Doing Business with Deltek 10 days Aug-Sept Oct -Dec. Jill Deltek Time Training 15 days July-Sept Oct -Dec. Kris Outline Complete/Waiting SME Approval Deltek Expense Training 15 days July-Sept Oct -Dec. Kris Outline Complete/Waiting SME Approval Procurement 10 days Aug-Sept Oct -Dec. Bill Custom Reporting Training 5 days Aug-Sept Oct -Dec. Rich Custom Costpoint Training 10 days Aug-Sept Oct -Dec. Greg, Shirley and Laura Outline Complete/Waiting SME Approval Costpoint Navigation Basics 5 days CostpointProject Basics 5 days Approval taking too long - too many functional people involved Approval taking too long - too many functional people involved Approval taking too long - too many functional people involved Reviewers/Approvers providing feedback ongoing Aug-Sept Reviwer/Approvers/Client SMEs Timeline for reviews will move as training development continues to move out.

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25 Monitor the Project Progress Understand Project Constraints Resolve problems and manage change Hold regular Project Team meetings Hold regular Review/Status meetings

26 Finalize all activities Lessons Learned Meeting Recognize Achievement Celebrate Success!

27 Questions? 27

28 You should now be able to: Define a Project Define Project Management Create a basic project charter Create a basic project plan Manage a basic project Close out a project 28

29 Project Charter Template Project Plan Template Project Management Institute (PMI)

30 Thank you for attending today s session