Project Management for Everyone

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1 Project Management for Everyone

2 Contact Information Adam Donaldson, PMP Business Management & Analysis Group System, Analytics & Insights Group Phone: (202)

3 Objectives Basic understanding of project management principles Share tools and techniques of formal project management that can be used in daily tasks and projects

4 Project Management Institute PMI is an aggregation of best practices from thousands of professional project managers Principles in this session are based on PMI methodologies, there are other methodologies Organizations typically use these as a basis for developing custom project management processes

5 GW MS in Project Management business.gwu.edu/programs/specialized-masters/mspm/

6 Project Management Principles

7 Definition of a Project Project -A temporary endeavor undertaken to create a unique product, service, or result. Temporary / Not Ongoing - Definite beginning and end - Does not mean a short duration Unique - Outcome is a unique deliverable - Could come in the form of either products, services or results

8 Project Life Cycle Initiating The Five Project Phases Planning Monitoring & Controlling Executing Closing

9 Project Management Functions Scope Management Time Management Cost Management Quality Management HR Management Communications Mgt Risk Management Things done within the phases to manage the project Procurement Mgt Project Integration ~ PMI refers to these as Knowledge Areas ~

10 Triple Constraints Triple Constraints Resources Dates Deliverables Dollars ~ Managing these is the primary responsibility of the PM ~

11 PM in Practical Terms Define Clarify the request and objectives Initiating Plan Develop the specific approach Planning Manage Task, action, communication & resource management Monitoring & Controlling Review Were expectations met? Closing Executing

12 Day to Day Use of PM What are some struggles often experienced in projects?

13 Define Initiating Clarify the request / initiative Identify stakeholders Define the requirements Clari ion

14 Define - Clarification PM Tool Project Charter Everyday Tool / Memo Defines high-level scope, exclusions, objectives, milestones & timeline Document objectives Send to requester to validate Writing down helps clarify Get agreement!!

15 Define - Identify Stakeholders Project Stakeholder People or groups positively or negatively affected by the project outcome. External Relations Traveling Staff / Faculty Compliance Project Team Procurement Traveling Students Senior Leadership Stakeholders may or may not exert direct influence over the project

16 Define - Identify Stakeholders PM Tool Everyday Tool Stakeholder Matrix Identify and track key stakeholders Determine importance in order to gauge how to manage Ensure thoroughness of communications planning

17 Define - Requirements PM Tool Requirements Document Everyday Tool Requirements List Documents the what of the initiative / task and breaks into individually deliverable items List the what items required in the final solution Iterative process often requiring multiple interviews Critical to defining the solution

18 Define Initiating Clarification Memo Stakeholder Matrix Requirements List Clari ion

19 Plan Planning Organize and plan Determine tasks to be done Create a schedule Plan communications

20 Plan Project Management Plan PM Tool Project Management Plan Everyday Tool Project Workbook Establishes plan for planning, execution, monitoring & closing, including all subsidiary plans

21 Project Workbook o o o o Include all project information - Scope / Objectives - Stakeholders / Contacts - Requirements - Schedule, Milestones & Deliverables - Action Items and Issues Central location for all project info - Excel workbook or other similar tool - Local / Shared Folder Living document Serves as a template / historical artifact for similar future endeavors

22 Plan Task Identification PM Tool Everyday Tool Control Account Level Travel & Expense Policy Updates Travel Policy WBS1 Entertainment Policy WBS2 Insurance Policy WBS2 Planning Package Level Airfare Policy Updates Rental Car Policy Updates Hotel Policy Updates Rail / Other Policy Updates Create Comm Plan WBS 1.1 WBS 1.2 WBS1.3 WBS 1.4 WBS2.1 Gather Stakeholder Feedback WBS Update Preferred Vendors List WBS1.3.2 Update Insurance Policy WBS Work Package Level Breaks deliverables into manageable work packages Ensures we don t forget or omit important tasks

23 Plan Schedule PM Tool Formal Project Schedule Everyday Tool Task List / Schedule Sequences & defines project tasks and monitors status of project against milestones / baselines

24 Plan Schedule Task List / Schedule Excel or other common tool Turn WBS work packages into tasks Clearly identify major milestones Identify dependencies one task which relies on another

25 Plan Communications Matrix PM Tool Communications Plan Everyday Tool Communications Matrix Documents the detailed plan for communicating with all stakeholders

26 Plan Communications Matrix Communications Matrix Target communications towards stakeholders identified Consider both internal and external communications One of the most vital efforts in any project

27 Plan Planning Project Workbook Task Identification / WBS Task List / Schedule Communications Matrix

28 Manage Executing Monitoring Executing schedule tasks Managing action items & issues Report status

29 Manage Actions & Issues PM Tool Everyday Tool Action & Issues Register Log and track all actions and issues ensures accountability Tasks are scheduled Action Items pop up

30 Communicate Status Report PM Tool Project Status Report Everyday Tool / Memo Provides succinct information conveying timelines, progress, issues & next steps

31 Communicate Status Report Description Timeline Progress Deadlines Issues Next Steps

32 Manage Executing Monitoring Schedule & Project Workbook Action & Issues Register Status Report

33 Review Closing Discuss what went right & wrong Hold final review

34 Review Lessons Learned PM Tool Lessons Learned Document Everyday Tool / Memo Formally documents lessons learned throughout the project by phase Gather key participants to discuss lessons learned Capture important lessons which could help others engaged in similar activity

35 Review Final Review PM Tool Project Approval Document Everyday Tool Review of Project Workbook Documents formal signature approval of the project

36 Review Final Review Review objectives & requirements Discuss plan to close open actions Review lessons learned

37 Review Closing Lessons Learned Project Workbook

38 Summary Project Management Concepts Definition of a project Project Lifecycle Project Management Functions Triple Constraints

39 Summary Project tools for everyday tasks & projects Define Initiating - Clarification Memo - Stakeholder Matrix - Requirements List Plan - Project Workbook - Task Identification / WBS - Schedule Planning - Communications Matrix Manage Executing Monitoring & Controlling - Schedule / Proj Workbook - Actions & Issues Register Review Closing - Lessons Learned Document - Project Workbook - Status Report

40 Questions

41 Thank You!!! Adam Donaldson, PMP Business Management & Analysis Group Systems, Analytics & Insights Group Phone: (202)

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