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PMBOK Project Management

Training #2

Martha Rueda

on 11 July 2013

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Transcript of PMBOK Project Management

How are we going to do it?

Defines and refines objectives and plans the course of action

Develop SOW
Responsibility of the PM
Completed and approved for all big projects
Upload to ProjectManager.com

Develop Project Plan
Maintained within ProjectManager.com
At a minimum, include milestones in Charter and high-level tasks in SOW
Break down tasks
Single person
Less than 80 hours of work

You can log in to ProjectManger.com and look at the Sample Project Plan
“Trying to manage a project without project management is like trying to play a football game without a game plan.”
— K. Tate

Question #2
D. B & C
Initiation Phase
Welcome to the Training!!
Bass Pro Shops
Project Management
Project Management Book of Knowledge
10:30-10:40 Pre-Test
11:15-11:30 Post-Test
11:30-12:00 Practical Exercises
10:40-11:15 Review PMBOK
January 25th,
What is the PMBOK?
Project Manager Book of Knowledge
Standard guide for administration and completion of projects.

Who will use the PMBOK?
Every IT Project Manager (PM) that administers any project at Bass Pro.
Document Scope and Purpose
Project Management Process
No distinct line between phases.

Phases may repeat in large projects.

Consists of 5 phases:




Question #1
Which phase(s) is (are) intended to be performed all throughout the project?

A. Initiating
B. Controlling
C. Executing
D. Both B & C
E. None of the Above
B. Controlling
What are we going to do?

Defines and authorizes the project

Business Case
Reasoning for initiating the project
Well-structured written document
It may be a short verbal argument or presentation

Project Request
Formal and/or informal
IT Steering Committee will determine which projects move forward
Initiation Phase
Initiation Phase
Develop Charter
Responsibility of the PM
Needs approval of main stakeholders
Upload to ProjectManager.com

Kick-off Meeting
All stakeholders need to attend
Why do we need an Initiation phase?

A. This defines the project
B. This authorizes the project
C. The project has to go through a
committee for approval
D. B & C
E. All of the above
Question # 3
Who needs to attend to the kick off meeting?

A. Customers
B. Application Managers
C. Stakeholders
C. Stakeholders
Planning Phase
Planning Phase
After the Project Plan is finalized, a baseline needs to be set for reporting purposes.

Gather Resources

The IT PM will work with other IT Managers to schedule resources.

IT associates who are assigned to a project report directly to IT PM.

Scheduling conflicts need to be resolved by IT Mangers and IT PMs.
Question #4
Whose responsibility is it to complete the Statement of Work?

A. Customer
B. Project Manager
C. Application Manager
E. Any of the above
B. Project Manager
Question #5
What is the number of hours that a task should not exceed in the project plan.

A. 40
B. 200
C. 80
D. There is no limit
C. 80
Execution Phase
Execution Phase
Get it done!

Integrates people and other resources to carry out project.

Steps required
1. Design
2. Build
3. Test
4. Install
5. Maintain

These steps get repeated in some projects.
Execution Phase
Developers should follow plan creator's technical specifications
Constant feedback to PM

Prepare for change control and implementation
Integrated or functional testing as required
Constant feedback to PM
Execution Phase
Implementation and Documentation

Document changes or new code processes.

Documents need to get changes through a change control review.

The documents required depend on the scope and scale of the project.
Development plan
Testing plan
Back out plan

These documents should be given to PM to be uploaded to ProjectManager.com
Execution Phase
After installation, programmer supports process for a given amount of time.
Question #6
What are the steps required to EXECUTING a project?

A. Planning, Organizing, Leading, Controlling
B. Initiation, Planning, Execution, Closing, Controlling
C. Design, Build, Test, Install, Maintain
D. None of the above
C. Design, Build, Test, Install, Maintain
Question # 7
Who must be regularly updated on the progress of development?

A. Project Manager
B. IT Director
C. Project Sponsor
A. Project Manager
Closing Phase
Closing Phase
What did we learn?

Formally accepts product and closes project

Develop Closing Document
Recap of project
Things that went right and wrong
Strengths and weaknesses
Remaining steps required to terminate the project
Lessons Learned
Approved by project sponsor, IT Director and PM
Uploaded to ProjectManager.com
Closing Phase
Closing Meeting
Include all stakeholders.
Have a “Lessons Learned Questionnaire”
At a minimum, ask them for their impressions.
Schedule a final ‘thank you’ celebration and invite the project sponsor.
As a final step, tidy up all loose ends and make sure all necessary documents are uploaded to ProjectManager.com
Question # 8
Who should be involved in the creation of Lessons Learned at closure of project? (Choose the best answer.)

A. Project Team
B. Stakeholders
C. IT Manager
D. Project Office
B. Stakeholders
Question # 9
Which one of the following is the last step to project closing?

A. Customer appreciates the product
B. Customer has accepted the product
C. Lessons learned are documented
D. All required documents are uploaded
D. All required documents are uploaded
Controlling Phase
Communications and Status Reporting

Status Meetings should communicate the following:
Progress on tasks in comparison to plan
Actual spend compared to budget
Updates on risks, issues and changes
Relative information regarding team or resources
Clarification or decisions between competing objectives

Do not turn status meetings into design sessions.
Status Meetings
Determine frequency at beginning of project
Same day of the week and time
Daily sprint meetings for shorter timelines

Project Status Reports
Available on ProjectManager.com
Simple process as long as information within the website is current
Manage Schedule

The Task tab contains most details regarding the project
Task Name
Percent Complete
Task number linked from (if applicable)

Modify Task List by using the icons in the Task Ribbon or by doing a right-click.
Manage Budget

Use the Expenses tab to maintain expenditures.
Consultant fees

Compare actual costs to total project budget in the project’s Info tab.
Manage Issues/Risks/Changes

Unknown at the beginning

Track until resolved

Determine level of impact and priority

Assign to an individual or task

Add a file to further describe the risk, issue or change
Question # 10
Status meetings can be conveniently turned into design sessions if needed.

A. True
B. False
B. False
Question # 11
It is recommended to have weekly meetings on the same day of the week and time.

A. True
B. False
A. True
PM Tools
and Tips
PM Tools and Tips
Project Requests vs. ITR Service Requests

No exact rule that makes the distinction

As a general guideline it works the following way:

ITR Service Request One group/developer Less than 40 hours

Small Project Multiple teams Less than a month

Big Project Multiple teams More than a month
PM Tools and Tips
Required Documentation

The documentation needed will depend on the size of the project or if it’s an ITR Service Request.
PM Tools and Tips
Project Management Checklist

Helps PMs know what progress has been made for each project

Organizing and Storing Project Documentation

You can add files to the project or to specific tasks within the project (i.e. meeting notes, receipts, etc.)
PM Tools and Tips
Approval Process
Send emails for project approvals
Embed support documentation within body of email
Save approvals and upload to ProjectManager.com
(Tip: You do not need to retain original documents once they’ve been uploaded.)

Canceling a Project
Anytime a project is canceled, an email will be sent to the sponsor, PM, and all stakeholders
Reasons for cancellation
Person who made the decision
Date of cancellation
iPhone/iPad PM App
The PM App comes with

Training videos

Daily articles and tips teaching you how to manage projects

PM software at your fingertips
iPhone/iPad PM App
Limited Functionality

View the status/progress of your projects

Update tasks (see which tasks are due, coming up, or late.)

Send Messages to other users
Resolving Conflict
Resolving Conflict
Keep your cool.

Deal with conflict when it arises, do not wait.

Do not play the blame game.

Accept that somebody is wrong and it might be you.

Compromise but do not limit yourself.

Keep the big picture in mind.

Listen carefully, find the facts, forget the rest.
Reasons for Project Failure
Lack of or poor project management

Communication barriers

Weak team skills

Poor project planning

Team conflicts

Improper change management process

Lack of time management/Scope creep

Ineffective goals and objectives


Disagreement among stakeholders
Project Charter
Statement of Work
Closing Document
PM Checklist
Status Report
Time for the Post-Test!!

Planning Phase
How are we going to do it?

Defines and refines objectives and plans the course of action

Develop SOW
Responsibility of the PM
Completed and approved for all big projects
Upload to ProjectManager.com

Develop Project Plan
Maintained within ProjectManager.com
At a minimum, include milestones in Charter and high-level tasks in SOW
Break down tasks
Single person
Less than 80 hours of work

You can log in to ProjectManger.com and look at the Sample Project Plan
Full transcript