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Transcript of Project Management
Project Management 101
A project is a work that produces a unique product or service
the closing steps
(cc) photo by Metro Centric on Flickr
(cc) photo by Franco Folini on Flickr
(cc) photo by jimmyharris on Flickr
(cc) photo by Metro Centric on Flickr
Project Management Plan:
4)Defining Project Activities
1. Direct and Manage the Project Execution: Project Manager’s role
Create a strong team dynamic:
successful team relies on a climate of trust. You have to lead your team in a different way than when you have a direct authority.
Hold efficient meetings:
Agenda with objectives and expected outcomes
Meeting minutes 48 hours after the meeting, etc.
Budgets, quality, risks, scope, etc.
Take good care of your team members and celebrate the accomplishment of an important deliverable.
critical to establish proper channels of communication
throughout the execution phase.
Many levels of communication are necessary
to ensure a successful project and they should have been defined in the
(during planning phase).
The project manager is responsible for informing the stakeholders of the project status.
Monitor and Control
Control Phase Goals:
6. Change management
The goal of the Initiation phase is a completed Project Charter including:
Problem / opportunity definition
Current / desired situation overview
All stakeholders/sponsors/project team identified
All activities performed to establish total scope of the project
Defining and refining the objectives
Developing the course of action required to attain those objectives
Highly iterative process
Output is the project management plan and all related documents
(cc) image by nuonsolarteam on Flickr
4. Perform Quality Assurance
6)Developing the Project Schedule: Mapping WBS onto workable timeline: Activity sequence, duration and resources.
7)Defining the Human Resources Plan: Roles, responsibilities, skills, reporting structures and RASIC chart (Responsible, Accountable, Supporting, Informed and Consulted)
8)Determining Project Cost Estimates and Budget: Short form of ABC (Activity-Based Costing)
9)Planning Communication activities: Communication structures, channels, frequencies and content.
10)Planning Project Quality Standards: Quality and all related standards (deliverables, but also budgeting, reporting, communications and scheduling)
11)Planning Risk Management (RM): Creation of a project risk register (PRR), tracking, cost, baselines, expectations and all other factors
12)Planning Project Procurement: Vendors and sub-contractors
2)Collecting Project Requirements
Verify proper stakeholder requirements
3)Defining the Project
Detailed description of the project
Define all activities that produce the deliverables
5)Creating the Work Breakdown Structure
Granularity, associability, hierarchy, resource-dependence and functional clarity
Act like a
. Coordinate the efforts, follow up with team members to ensure a proper execution, inform and distribute the information to stakeholders.
2. Acquire, Develop and Manage
3. Handle Communications
overall project performance
. Done on a regular basis in order to give confidence that
the quality standards of the project will be satisfied.
5. Conduct Procurements
The project manager
follow the procurement plan and raise any unexpected procurement that needs to be done
Define the proper control steps to ensure that the teams are meeting the deliverables
on time, on budget and with the appropriate quality standard
deliverable for each phase
of the initiative
Develop good relationships to
control without being offensive
Build enough buffer /
risk contingency tactics
to never be surprised
break down task in short period of time
to allow a better monitoring
• Identify and implement
adequate controls for required inputs
during and after the project
with controls in place to ensure process stability and performance
Documentation of all aspects
of the project
control tracking tools for long term monitoring
of all changes
Transfer of the process back to the business
Determine most suitable metrics
to be measured
Document the control plan
(with well-defined metrics: who/what/when)
Establish action plan if there is a deviation
in actual vs target during the planning
Obtains a baseline
(including seasonal impacts or other initiatives)
Manage sponsors expectations
on frequency and format of the reports
sign-off from sponsor on measures
in control plan
• Ensure the initiative is
not launching in the same time than other critical projects
• Communicate results and
action plan related to any gap / issues
Adjust forecast based on actual
benefits (and document lesson learned)
•All action items are completed as per the original WBS
process is stable
and linked with the day to day operation
performance is on track
vs. the business case
identified has be taken care off or
is linked with an upcoming initiative
•All adjustments have been made as per the contingency plans
detailed control documentation complete
Schedule and execute any additional training required
Communicate all changes made to affected people, departments, etc.
The Post Mortem is a crucial aspect of Closing.
A phased approach
: give participants time to think of pros/cons
- Team Exchange:
get together to share your feedback
Consolidation of Findings
: gather all input to produce a detailed report outlining
Completed to loop back on project objectives and scope
Isssues & challenges encountered
with details on timeline & financials
Business related project results
- Business Owners /
Steering Committee Sign Off
Don't skim it!
It's a good opportunity to
improve your team work
, future projects and overall organization operations!
Define, prepare and coordinate all subsequent planning (output: Planning Outcomes, all pertinent Environmental and Organizational factors)
(cc) photo by theaucitron on Flickr
(cc) photo by theaucitron on Flickr
copy paste branches if you need more....
And of course...its official Sign off!
Dangers of misunderstanding requirements
Beware of Ability to Control Cost
Today, it seems that everyone is a PM
Large majority of projects run into overruns
Implementation & Execution inconsistencies
Our presentation covers latter point
It targets non-experienced managers
Understand the project environment, the requirements, the stakeholders’ expectations
Be rigorous and methodic in planning and executing
Understand the method, not the recipe
Don‘t get lost in the details
Always plan with contingency in mind
The presentation will cover the 5 critical phases of a project: Initiation, Planning, Executing, Monitoring and Closing
It is based on our document, which is freely available
After the project section, our analysis of building the tool
Wrap up with a Q & A