Welcome! projects. expect from this class? facts about yourself on a postnote. 1. Name. 2. Department. 3. Experience on. 4.

Transcription

1 Project Management Basic Project Management

2 Welcome! 1. Name 2. Department 3. Experience on projects 4. What do you expect from this class? 5. Write 3 interesting facts about yourself on a postnote 1:39

3 What Is A Project? A temporary endeavor undertaken to create a unique product, service or result Project Management Institute (PMI) Project: Build a House Ongoing Maintenance: Mow, Vacuum, Clean

4 What is Project Management? Project management is the application of knowledge, skills, tools and techniques to organize tasks and resources in such a way that will meet or exceed client and stakeholder expectations from a project.

5 What Can Project Management Do REASONS WHY YOU NEED PROJECT MANAGEMENT 1. Control scope creep and manage change; 2. Deliver project results on time and on budget; 3. Focus the project team on the solution; 4. Obtain project buy-in from disparate groups; 5. Define the critical path to optimally complete your project; 6. Provide a process for estimating project resources, time, and costs; 7. Communicate project progress, risks, and changes; 8. Surface and explore project assumptions; 9. Prepare for unexpected project issues; and 10. Document, transfer, and apply lessons learned from your projects

6 What is a Project Manager The individual responsible for managing the project bringing the project in within budget, on time, and within scope.

7 What is the Iron Triangle? It is the combination of elements: 1. Schedule 2. Cost (people & physical resources) 3. Scope Time Cost Quality Scope

8 If Scope, Cost, and Time are All Constrained Project Manager, I have a few changes to the castle design. But, I ll need it by the same date and within the same budget.

9 Project Managers Skills

10 Project Management Science 20% Plans, WBS, Gantt Charts, Standards, CPM/Precednce Diagrams, Controls, Variance Analysis, Metrics, Earned Value, S-Curves, Risk Management, Status Reports, Meeting Agendas, Resource Estimating, Leveling, Training, Mentoring, Consulting Project Management Art 80% Effective Communications, Trust, Integrity, Honesty, Sociability, Leadership, Values, Staff Development, Flexibility, Decision Making, Perspective, Sound Business Judgement, Negotiations, Customer relations, Problem Solving, managing Change, Managing Expectations The Project Management Iceberg Figure 15

11 Skills of a Project Manager Leading / Managing Establishing direction Aligning people Motivating and inspiring Communicating Negotiating Problem Solving

12 Communications A exercise in good communications.

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14 Negotiations, Problem Solving Veginots

15 PROJECT CHARTER FEASIBILITY STUDY PROJECT PLAN Project Planning Lifecycle / Planning

16 Project Plan A formal, approved document used to guide both project execution and project control.

17 Project Plan

18 Project Charter

19 Choose a project you will be doing, or: Plan a data base to student information Plan a campus wide forum on a topic such as strategic planning. Plan a program to move your department to a new building. Plan a job fair for your college

20 Charter Presentation 10 minutes Mission Statement Business Justification Scope Statement Fill out more if you have time.

21 Charter Presentations Mission Statement Business Justification Scope Statement 3 minutes or less per team. Questions from the group (goal to improved the charter) 1:23

22 Scope Define Product Scope The features and functions that characterize a product, service or result. Define Project Scope The work that must be done to provide a product with the specified features and functions

23 Defining Product Scope Example: Build a House Project In Scope One house with 1800 square feet of living space On lot parcel #2401 in Sacramento Interior Paint Landscaping Out of Scope 3 bedroom, 2 bathrooms Fence around yard Earthquake-proof structure per governmental regulation #1405 Carpeting, tile, linoleum, or other flooring volt outlet in each room Automatic Dishwasher and Microwave Oven 2 car garage

24 Talk to the Stakeholders to Gather Requirements What is a Stakeholder? Individuals and or organizations who are actively involved in the project, or whose interests may be positively or negatively affected as a result of project execution or completion. They may also exert influence over the project and it s results. Identify stakeholders Recognize their roles Identify their main interests Understand the relationship between them and other stakeholders Understand each stakeholders potential impact on the project (positive and negative)

25 Stakeholders, cont. Consider formalizing your stakeholder approach with tools for identification and relationship management /06/stakeholder-analysis-template/

26 Stakeholders in CSUS Faculty Full time/part time/ lecturers/ CCE Deans / Chairs Provost Students Applicants / registered/ on leave / graduating Staff Dual roles

27 Stakeholders - Department Information Security Office ATI Public Affairs Registrar HR Public Safety

28 Stakeholders Outside of CSUS Auxiliaries Chancellor's office Public Affairs Tax-paying public Tuition-paying parents

29 External Stakeholders Vendors Contributors Newspapers Neighborhoods around the university

30 Talking to Stakeholders 1. Listen to the stakeholders stated objectives or position on the project 2. Get written requirements 3. Push for details 4. Manage gold plating 5. Musts vs. Wants Prioritize/Rank Requirements 6. Include non-functional requirements 7. Document and get signoff on final requirements/scope 8. Realize there will be changes, prepare for them agree on a change management process

31 What if they don t really know what they want? Existing documentation Iterative User stories Job shadowing Brainstorming ser-story-template.html

32 Document/Verify Requirements When you think you have complete requirements, document and present to the sponsor for signoff. Flow chart List Prototype Mockup

33 Project Scope Now that you have your Product scope / requirements, you can move on to Project Scope: The work that must be done to provide a product with the specified features and functions

34 Project phases A good way to start is to divide up the project into manageable chunks, creating a framework. Starting at the top helps insure that you don t miss anything important

35 Phases (Waterfall Project) Planning (very large part of the project includes requirements, meaning what the user/customer wants the product to do.) Analysis Design Construction (do the work, build the product) Training Implementation (put it in place, make it happen, hand it over to the customer)

36 Phases, cont. Define Milestones A significant event in the project, usually completion of a major deliverable. Examples: Planning Complete Contract signed Testing Complete Define Deliverables Any measurable, tangible, verifiable outcome, result, or item that must be produced to complete a project or part of a project. Example: Write manual Train users (Zero duration)

37 Public Safety Dispatch System Project Phase Deliverable Milestone Planning System Design Operational Design Construction Testing Requirements Project cost Project ROI / Metrics Project schedule Project Scope Test Plan Risk Plan Communications Plan RFI Accessibility Contracts signed Design processes for use by dispatchers, outside agencies, officers, management Interfaces Customization Configuration Physical installation Hardware / software tested Operations processes tested Initial planning complete Software purchased Operational design completed and approved Software customization and configuration complete Physical location complete End to end testing complete and successful Training Training Validation of skills Implementation Support System rolled out Old system removed Signoff by users Rollout complete Signed maintenance agreement

38 Phase Deliverable Milestone Planning Requirements Project cost (movers, new furniture, new keys, etc) Project schedule (phone moves, computer moves) Project Scope (how many people are moving) Risk Plan (computer doesn t work, phones, keys) Communications Plan Initial planning complete Design Seating plan Seating plan approved Construction Department Move Cubicles set up Offices prepared Phones and computers installed Offices painted Keys made Physical location complete Testing Phones, computers, keys Phones, computers, keys work Implementation Post move support People move there personal belongings to the new office Old keys collected Old offices cleaned Staff in new building Old office formally turned over

39 Project: Thanksgiving Dinner Project description: Plan for a Thanksgiving dinner with friends and family at my house. Phases Deliverables Milestones

40 Building a Schedule - Practice Document phases, milestones and deliverables for your project.

41 From Phases to Tasks Tasks A generic term for work in the project that an individual is responsible for. When breaking down project work, it is the lowest level How low is too low? Option 1: Prepare Table Get holiday tablecloth from storage Polish Silver Create Centerpiece Option 2: Prepare Table Get holiday tablecloth from storage Polish Silver Set Wreath on flat surface Hot glue pine cones every 2 around wreath Add red berries 10 to one inch beginning at top and working clockwise Tie red bows by placing finger in middle, and then wrapping the left

42 Demo Adding Tasks to Phases

43 Exercise add tasks to a phase or two of your project 10 minutes

44 Present Project Tasks Each team takes 3 minutes to present tasks, deliverables, and milestones for a phase of their project.

45 Scheduling Phases Sub Phases Tasks Durations Interdependencies (links) Resources Effort vs. Duration

46 Demo Duration, Dependencies, Resources

47 Building A Schedule Practice 15 minutes To the tasks you have written, add Durations of tasks Links with predecessors / successors Resources

48 Most people stop here in the project planning process. However, there are still the other important planning areas.

49 Planning the Project Quality Communications Risk

50 Quality Planning Fitness for use Lack of bugs Satisfies the required metrics, example Miles per gallon Pages per minutes Increased query speed 20% Note: quality does not imply anything about features and functionality

51 Risk Define Risk A discrete occurrence that may affect the project, good or bad. There could be good risks (opportunities)!

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53 Risk Identify Risks Rank Risks Probability Impact Prioritize Assign a Risk Owner Plan a response

54 Risk Risk Responses Avoidance Change the plan Transference Shift the consequences to 3 rd party Mitigation Reduce probability or impact Acceptance Do nothing (contingency plan)

55 Risk Planning Practice Do a risk analysis of your project Identify Risks (10 minute brainstorm) Rank Risks (5 minutes) Probability Impact Prioritize Assign a Risk Owner Plan a Response (5 minutes)

56 Communications 90% of a project managers job is communications

57 Simple Communications Plan Team Members Sponsors Stakeholders Team Meetings Weekly Work Status Weekly report Monthly newsletter Budget Status Schedule Status Change orders Monthly report Weekly report Weekly authorization request As needed Problems Weekly As needed As needed

58 What else might be considered communications? Marketing Documentation Training

59 Communication Planning, Practice Create a communications plan for your project.

60 Executing the Project Work the Plan

61 Working the Plan Project Communications Status Reporting Issue Tracking Change Management Keeping the Project on Track

62 Meeting Notes Document, document, document Status of deliverables Action items with names and dates due Decisions Outstanding issues and questions Risks Why?

63 Agenda

64 Meeting Notes

65 Risk / Issue Log

66 Parking Lot

67 Change Management Understand who has the authority to make significant changes to the agreed on project, and what size changes you can approve. How formal should this be?

68 Completing the Project User Acceptance Testing Shutting down old process/software/location Plans for support

69 Project Closeout Lessons Learned Ideas from positive or negative project experiences that may be helpful in future projects. Celebrate!

70 Review Project Charter Stakeholders / Requirements Product scope Project plan/schedule Phases Deliverables/milestones Tasks

71 Review Communications Status Agendas Minutes (action items/ decisions) Issues Change management Risk Closeout

72 Project Management Jeopardy!