Project Planning and

Management Refresher
Applying Project Management

Course Objectives

Update project management skills.
Assess staff knowledge.
Prepare staff to support CLIENT in PM skills.
Ready ourselves for push into appropriate
technologies and applications.
• Reinforce leadership in project management.

Project Overview • • • • What is a project? Why do we do project management? What are the failure rates for projects? It’s all about: – Time – Quality – Money .

The Seven Principles • • • • Perform factor analysis Negotiate a project agreement Define change control procedures Develop work breakdown structures (WBS) • Estimate tasks & environment • Create schedules and assign staff • Manage to expectations .

Factor Analysis Objectives • • • • Define what needs to be done. . • Define quality requirements. Define timeframe to accomplish. Define cost constraints. Define environment for development and operation.

Perform Factor Analysis • • • • • Definition/Scope Resources Time Procedures Environment • • • • • Change Communications Commitment Expectations Risk .

.Project Agreement Objectives • • • • • How will the project be managed? Who is ultimately responsible for the project? What agreed upon processes will be followed? Help to clarify everyone’s project expectations. Detail project requirements for participants.

Negotiate Project Agreement • Project Agreement • Project Life Cycle • Negotiating Skills • Model Agreement • Process Flow .

Change Control Objectives • Educate all involved in project that change is inevitable. . • For project to be managed. change must be managed. • Change will drive schedule. • Establish process to record what is different.

Define Change Control Procedures • • • • • Who initiates change? Who defines change? Who analyzes impact? Who evaluates change? Who approves change? .

. • Establish inter-dependencies between groups and tasks. • Establish units of work for easy scheduling and resource assignment.Work Breakdown Structure (WBS) Objectives • Structure work for staff to easily understand tasks. • Help prioritize project tasks.

Work Breakdown Structure Concept Phase (L1 & L2) Predict Project Size ID All Areas of Work Development Phase Estimating & Scheduling Risk Management Implementation Phase Change Management Add New Tasks Evaluate New Risks Closure Phase Formalize Processes Evaluate Process Efficiency Modify Templates (Future) .

.Work Breakdown Structure • Build WBS to solve problem. • To-do lists are the simplest form of WBS.

– 1 Hour To Shop….WBS Example • Problem: – Restocking Groceries – Cupboard Getting Bare…. • Solution: – Prepare Grocery List – Drive To Store – Select Items From Grocery Shelves – Pay Bill At Checkout Counter – Unload Grocery Bags From Car .

. • Identify how tasks will be estimated.Estimating Tasks • Help with developing overall project schedule. • Show how estimating can include slack that can be used for normal people needs and unexpected delays. • Identify who will do estimating.

Estimate Tasks • • • • Top-down estimates Discrete tasks Bottom-up estimates Estimate vs. approximate • • • • • Planning approximations Work or effort time Duration time Elapsed time Ask the experts .

. Understanding skills required. Taking multiple looks at the tasks and how they relate.Staff Schedule Assignment Objectives • • • • Understanding what needs to be done when. Knowing what resources are available. • Understanding process flow relationships.

Schedule & Assign Staff • Scheduling Strategies • Task Dependencies • Network Diagrams • Assigning Resources • Scheduling Process Flow • Project Work Plan Components .

• Understand who needs to be aware of what is going on in the project. • Understand what needs to be controlled.Monitoring & Controlling Objectives • Understand what you want to measure. . • Understand the process flow and how it needs to be controlled.

.Monitoring & Controlling • Control the project. • Control the process flow. • Use control points identification charts.

• Understand organization priorities.” • Allow for change in expectations of key constituents. • Allow for peripheral and unknown project constituents. .Managing Expectations • Understand who is the project’s “audience.” • Understand their information needs and “hot buttons.

Manage to Expectations • Identify Stakeholders • Manage Project Team • Manage Sponsors • Manage Senior Executives • Manage End-User Expectations • Manage Peripheral Expectations • Sell Your Project .

. • Have a place where anyone can go for key project information. • Have a place where historical information can be referenced for project research and analysis.Survival Kit Objectives • Have a place where you can go for key project information.

PM Survival Kit • Completed Factor Analysis • Signed Project Agreement • Project Plan Binder • Funding • Sponsor/Key Client • Management Support • Project Team • End-User Community .