Project Management Toolbox Complete

Presented by You Exec
Overview: Key Project Objectives
3 Client Relations
We hope that with a clear

1 Risk Mitigation
understanding of our client’s needs,
we can build a reliable foundation
From experiences with previous with our new client and continue our
projects, we find that it is of great relationships for future projects.
importance for us to keep project
risks low going forward. We will
experiment with risk mitigation
strategies starting with this project
and evaluate results from there.
2 Budgeting
Our actual costs for previous projects

have exceeded our planned costs. We
wish to find ways to expedite
turnaround and be more resourceful.
3 Client Relations

1 Risk Mitigation
2 Budgeting

3 Client Relations

1 Risk Mitigation
2 Budgeting

Project Organization: Internal Structure
Steering Committee
Overall Project Management
Subproject Management A Subproject Management B Subproject Management C
Implementation Team A Implementation Team B Implementation Team C
Control of project Management of project Implementation of project

Project Manager & Project Team
Project Name New Product Launch Project Manager (s) Robert Johnson; David Smith
Function / Department Name Phone Email Leave of Absence
Product Robert Johnson (310)123-4567 rjohnson@company.com 12/20/19 to 12/31/19
Engineering David Smith (310)123-4567 dsmith@company.com 12/20/19 to 12/31/19
Project Manager(s) New Product Launch Project Team Product Innovation Team
Function/ Department Name Phone Email Time Portion (%)
Product: Team Lead Jennifer Smith (310)123-4567 jsmith@company.com 20%
Product: Research Joe Robertson (310)123-4567 jrobertson@company.com 15%
Product: Testing Peter David (310)123-4567 pdavid@company.com 15%
Engineering Jane Smith (310)123-4567 jsmith@company.com 50%

Our Team Building Process
High
1 Orientation Phase 4 Growth Phase
By the end of the first week, we Due to consistent and effective

have selected a strong team, lead communications, and team’s
by a seasoned Project Manger, to technical expertise, the project has
be in charge of this project. 3 Cooperation Phase made substantial progress.
By the third week, every team

Performance
player is familiar with their duties

and in tune with the work flow of
2 Confrontation Phase others.
5 Resolution Phase
Since some team members come
from different depts, group
The project is set to be completed by
meetings were conducted to make
end of Q3, allowing time for
sure every team player is on the
feedback and iterations before 2020.
same page about our plan.
Low
Course of Time Where we are now

Project Implementation Parallel Phase
Initiation Project approval
Release planning Release

Setup
implementations
Discharge of
Project kick off Planning Implementation project teams
Realization
Completion
project construct Introduction Acceptance
Target Definition & Benefits
Role organization and responsibilities
Client John Smith, Vendor Relations at Company B. Responsible for bringing in new products.
Committee Product Innovation Committee to launch a new product designed for Company B.
John Roberts, department head from Product Innovation Committee. Responsible for leading Project Team and oversee research,
Project manager
testing, and implementation.
Project team Four members from Product Innovation Committee and two members from Engineering team.
Reporting Who will report in which form. To which milestones will reports be expected?
Risk Management Perceived risks, prevention and solutions. Later more detailed risk analysis
Achievement Indicators Quantitative target indicators, measurements of the target properties

Project Planning Communication
Sponsor (minor) Expert (strong)
 Conditions and Requirements  Assignments
 Strategic Information  Approval
 Technical Information
Project Team
 Assignments  Assignments
 Strategic Decisions  Decision Support
 Control Information and  Control Information and

Project Status Project Status
Client (strong) Steering Committee (minor)

Project Marketing Communication Matrix
Steering Employees All of the

Client Works Council Management Suppliers
Committee Concerned Employees
Personal Meeting
Conferences
Workshops
Presentations
Roadshows
Internal Newsletters
Project Newsletters
Email Distributions
Flyers and Brochures
Project Homepage
Project Assignment: Effort & Cost Estimation
Type of cost Description Effort Costs
Project team with 5 employees in work days:
Project Manager: Robert Smith 60 days $ 20,000
Team member 1 (Product Innovation): Jane Doe 30 days $ 8,000
Staff costs Team member 2 (Product Innovation): Joe Smith 30 days $ 8,000
Team member 3 (Engineering): Dave Robertson 40 days $ 8,000
Team member 4 (Engineering): Jennifer Jones 30 days $ 8,000
Subtotal: $ 52,000
Material expenses External services or external consulting costs 3 days $ 30,000
Investment Material costs and equipment costs New software $ 10,000
Travel expenses Bi-weekly out-of-state client meetings 8 meetings $ 10,000
Total $ 84,000
Qualitative Risk Assessment
Employee A responsible Employee C responsible
This risk has medium impact on project and a This risk has medium impact on project and a
medium chance of occurring. high chance of occurring.
2 4
5
Employee B responsible Employee D responsible
1
This risk has low impact on project and a This risk has high impact on project and
low chance of occurring. a high chance of occurring.
)
5%
Lo (> 7
w 33 gh
Hi
)
Im 75%
Me - ity
pa
ct diu (2 5 a bil
on m m b
the diu ro
pro Me c ep
n
jec
t rre
5%
) c cu
Hig ( <2 O
h w
Lo
Employee E responsible
This risk has high impact on project and

a low chance of occurring.
Financial Performance by Project Phase
1 Quarter One | 10% 2 Quarter Two | 20%
Phase 1
$ 300,000 $ 600,000 Phase 5
(projected)
In this phase, we organized our project In this phase, team members brainstormed
team and appointed leaders to oversee all and exchanged valuable ideas for the
progress. project.
Phase 2
Phase 4
3 Quarter Three | 40% 4 Quarter Four | 10%
Phase 3
$ 1,200,000 $ 300,000
In this phase, we experienced rapid growth and In this phase, we received feedback from upper
progress as a result of good team management and are in the process of
communications. improving the project.
Planned vs. Actual Cost Comparison
30
20 20 20
15 15
10 10
5
-5
-15 -15
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Cost Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Planned 80 80 100 90 90 100 80 70 40 100 150 60
Actual 60 70 115 95 60 115 60 60 25 5 135 40
Difference 20 10 -15 -5 30 -15 20 10 15 5 15 20

Cost Performance Index
Project Title CPI SPI Budget % complete to Cost Plan variance

date variance 0-5% Overrun 10
A Project Name A 0.98 1.34 $500,000 20% EV-AC EV-PV
5-10% Overrun 15
B Project Name B 1.00 0.62 $500,000 20% EV-AC EV-PV
Cost Performance
Index
C Project Name C 0.91 0.85 $500,000 10% EV-AC EV-PV
65 Underrun
D Project Name D 0.90 0.75 $500,000 15% EV-AC EV-PV
E Project Name E 0.95 0.90 $500,000 13% EV-AC EV-PV
28 Underrun
F Project Name F 0.97 0.86 $500,000 25% EV-AC EV-PV
G Project Name G 0.93 1.01 $500,000 40% EV-AC EV-PV Schedule

Performance Index
H Project Name H 0.89 0.83 $500,000 10% EV-AC EV-PV
5-10% Overrun
I Project Name I 0.99 0.97 $500,000 30% EV-AC EV-PV 71

Project Structure Plan
Project: New Product Launch
Subtask 1 Subtask 2 Subtask 3 Subtask 4 Subtask 5
State of the art Organizational measures Styling Vehicle frame Define propulsion system
Legal conditions Case studies scenarios Package Body panels Fuel storage
User requirements Conduct survey Accident investigation Design of vehicle Refueling technology
Technical guidelines Data analysis Safety concept Design of cabin Propulsion System dev
Insert additional here Evaluate market potential Restraint system dev Cabin safety Propulsion design
Insert additional here Evaluate requirements Pedestrian protection Vehicle safety Powertrain design
Attitude survey Compatibility Insert additional here Concept dev of chassis
Policy makers Insert additional here Insert additional here Manufacture chassis
Insert additional here Insert additional here

Project Schedule Flow Chart
Work package 1.4 Work package 2.1
Work package 1.1 Work package 2.2
Start Work package 2.3 Work package 2.6
Work package 1.2 Work package 1.3 Milestone Work package 2.4 Milestone Milestone
Milestone Work package 2.5
Subtask 1 Subtask 2
Milestone Plan
Initial planning (target) Current planning (target)

Description / phase Deadline
From: Till: From: Till:
Project start Jan 01 Jan 31 Jan 01 Jan 31 Jan 31
Project decision Jan 01 Jan 31 Jan 01 Jan 31 Jan 31
Preparation phase Mar 10
Team formation and select leadership Feb 01 Feb 15 Feb 01 Feb 15 Feb 15
Purchase of new materials and resources Feb 10 Mar 10 Feb 10 Mar 10 Mar 10
Introduction phase Apr 30
Team orientations and client meetings Mar 10 Jul 10 Mar 10 Jul 10 Jul 10
Task assignment and weekly reports Mar 10 Apr 30 Mar 10 Apr 30 Apr 30
Implementation phase Sep 10
QA testing among company Jul 30 Aug 15 Jul 30 Aug 15 Aug 15
Feedback from management and client Jul 30 Sep 10 Jul 30 Sep 10 Sep 10
Project conclusion Sep 15 Oct 10 Sep 15 Oct 10 Oct 10

Milestone Plan Progress
99%
Total Progress
Task 1
Start
Task 2
80%
Total Progress
Preparation
Task 1 Task 2 Task 3 Task 4
Total Progress
72%
Introduction
Task 1 Task 2 Task 3

Implementation
15%
Total Progress
Task 1 Task 2 Task 3 Task 4 Task 5
Criterion for Goal Achievements
Project Name New Product Launch Project Manager (s) Robert Johnson; David Smith
Criterion / Measure Deadline Criterion / Measure Deadline
Smooth running operations Feb 03 Consistently hits each milestone set Sep 10
Active collaborations within team Feb 15 Positive feedback from QA Aug 08
Constructive feedback from management April 01 Smooth implementation process Sep 15
Constructive feedback from client April 20 Well received by clients Oct 10
Upward market trend as validation May 01 Insert additional here Nov 01
Consistently meet budget goals Jul 05 Insert additional here Dec 02

Project Status Report Checklist
Project Name: New Product Launch
Date: September 20th, 2019 Author: Robert Robertson
Yes No Overall status
Will the project be completed on time?
Will the project be completed within budget?
Were all project issues successfully addressed and implemented?
Were the desired project results achieved with an acceptable quality level?
Were change requests implemented successfully?
Were the project risks mitigated successfully?
Were all concerns of the clients considered and implemented?
Insert additional lines here.

Project Timeline
Current Phase
1 Task description here
3 Task description
5 What we’re doing now
September
November
December
February
January
October
August
March
April
June
May
July
Project Timeline
Milestone 1 Milestone 2
Finalized team members and leaders Successfully implemented new project

responsible for project with great results.
1 2 3 4 5 6 7 8 9 10 11 12
Insert title here

Insert title here
Insert title here Insert title here


Project Timeline
Month 1 2 3 4 5 6 7 8 9 10 11 12
During this phase from February to mid-March, these are

Phase 1
the things that we accomplished
During this phase from march to end of May, these are the
Phase 2
things that we accomplished
During this phase from February to mid-July, these are the

Phase 3 things that we accomplished
During this phase from in August, here

Phase 4
is what we accomplished.
During this phase from February to April, these are

Phase 5
the things that we accomplished
Project Timeline
1 Milestone: Jan 17th 3 Milestone: Jun 17th 4 Milestone: Nov 7th
152 days 144 days (current)
2 Milestone: Mar 12th Task in current phase Task in current phase
Describe in details what Describe in details what

our priority is at the our priority is at the
moment moment
55 days 98 days
Describe what we’re set to do

Project Timeline by Quarter
1 2 3 4
• In quarter one, as we planned and • In quarter two, as we • In quarter three, as we • In quarter four, as we put a
introduced this new project, this is communicated each team implemented and tested the results conclusion to the project, we made
what our team has accomplished. member’s responsibilities, this is of the project, this is what we improvements based on results
what we accomplished. accomplished. from quarter three.
• In quarter one, as we planned and
introduced this new project, this is • In quarter two, as we • In quarter three, as we • In quarter four, as we put a
what our team has accomplished. communicated each team implemented and tested the results conclusion to the project, we made
member’s responsibilities, this is of the project, this is what we improvements based on results
what we accomplished. accomplished. from quarter three.
We are here
Milestone 1 Milestone 2 Milestone 3 Milestone 4

Project Gantt Chart
Task 1 30 days Description
Project start We’re here Project end
Milestone 1 Milestone 2 Milestone 3

Gantt Chart for One Quarter
First Month of Quarter Second Month of Quarter Third Month of Quarter

Phase Task
1 2 3 4 5 6 7 8 9 10 11 12
Project assignment
Preparation
Team organization
Project planning
Information PR
Employee info
Questionnaire
Introductions
investigation
Preliminary
Coordinate interviews
Conduct interviews
Evaluate interviews
Status report
Coordinate project assignment

Gantt Chart with Calendar Weeks
Project Phases Completion 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51
Planning 80%
Planning task 1 100%
Planning task 2 100% Milestone
Planning task 3 70%
Planning task 4 50%
Introduction 63%
Introduction 1 100%
Introduction 2 80%
Introduction 3 20% Milestone
Introduction 4 50%
Team Selection 37%
Team task 1 50% Milestone
Team task 2 25%
Team task 4 60%
Team task 5 40%
Team task 6 15%

Gantt Chart with Completion Status
Project Phases Completion 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51
Planning 80%
Planning task 3 70%
Planning task 4 50%
Introduction 63%
Introduction 1 100%
Introduction 2 80%
Introduction 3 20%
Introduction 4 50%
Team Selection 37%
Team task 1 50%
Team task 2 25%
Team task 3 30%
Team task 4 60%
Team task 5 40%
Team task 6 15%

Gantt Chart with Quarterly View
January February March
Project Phases Completion
1 0
1 5
2 0
2 5
3 0
1 0
1 5
2 0
2 5
1 0
1 5
2 0
2 5
3 0
5
5
Planning 80%
Planning task 1 100% Description
Description
Planning task 3 70%
Introduction 63%
Introduction 1 100% Description
Team Selection 37%

Description
Team task 1 50%
Team task 2 25% Description

Gantt Chart with Half-Year View
January February March April May June
Project Phases Completion CW 01 CW 02 CW 03 CW 04 CW 05 CW 06 CW 07 CW 08 CW 09 CW 10 CW 11 CW 12 CW 13 CW 14 CW 15 CW 16 CW 17 CW 18 CW 19 CW 20 CW 21 CW 22 CW 23 CW 24 CW 25 CW 26
Planning 80%
Description
Planning task 3 70%
Introduction 63%
Team Selection 37%

Description
Team task 1 50%

Gantt Chart with Twelve-Month View
Project Phases Completion Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Planning 80%
Planning task 2 100% Milestone
Planning task 3 70%
Planning task 4 50%
Introduction 63%
Introduction 1 100%
Introduction 2 80%
Introduction 3 20%
Introduction 4 50%
Team Selection 37%
Team task 2 25%
Team task 4 60%
Team task 5 40%
Team task 6 15%

Gantt Chart with Two-Year View
Year One Year Two
Project Phases Completion Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Planning 80%
Introduction 63%
Team Selection 37%

Project Management Toolbox Complete

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Project Management Toolbox Complete

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Presented by You Exec

Overview: Key Project Objectives

We hope that with a clear

Our actual costs for previous projects

We hope that with a clear

Our actual costs for previous projects

We hope that with a clear

Our actual costs for previous projects

Overall Project Management

Subproject Management A Subproject Management B Subproject Management C

Implementation Team A Implementation Team B Implementation Team C

Control of project Management of project Implementation of project

Function / Department Name Phone Email Leave of Absence

Product Robert Johnson (310)123-4567 rjohnson@company.com 12/20/19 to 12/31/19

Engineering David Smith (310)123-4567 dsmith@company.com 12/20/19 to 12/31/19

Function/ Department Name Phone Email Time Portion (%)

Product: Team Lead Jennifer Smith (310)123-4567 jsmith@company.com 20%

Product: Research Joe Robertson (310)123-4567 jrobertson@company.com 15%

Product: Testing Peter David (310)123-4567 pdavid@company.com 15%

Engineering Jane Smith (310)123-4567 jsmith@company.com 50%

1 Orientation Phase 4 Growth Phase

By the end of the first week, we Due to consistent and effective

By the third week, every team

player is familiar with their duties

Course of Time Where we are now

Initiation Project approval

Release planning Release

Role organization and responsibilities

Achievement Indicators Quantitative target indicators, measurements of the target properties

Sponsor (minor) Expert (strong)

 Conditions and Requirements  Assignments

 Strategic Information  Approval

 Strategic Decisions  Decision Support

 Control Information and  Control Information and

Client (strong) Steering Committee (minor)

Steering Employees All of the

Flyers and Brochures

Type of cost Description Effort Costs

Project team with 5 employees in work days:

Project Manager: Robert Smith 60 days $ 20,000

Team member 1 (Product Innovation): Jane Doe 30 days $ 8,000

Team member 3 (Engineering): Dave Robertson 40 days $ 8,000

Team member 4 (Engineering): Jennifer Jones 30 days $ 8,000

Material expenses External services or external consulting costs 3 days $ 30,000

Investment Material costs and equipment costs New software $ 10,000

Travel expenses Bi-weekly out-of-state client meetings 8 meetings $ 10,000

Employee A responsible Employee C responsible

medium chance of occurring. high chance of occurring.

This risk has high impact on project and

1 Quarter One | 10% 2 Quarter Two | 20%

3 Quarter Three | 40% 4 Quarter Four | 10%

Planned 80 80 100 90 90 100 80 70 40 100 150 60

Actual 60 70 115 95 60 115 60 60 25 5 135 40

Difference 20 10 -15 -5 30 -15 20 10 15 5 15 20

Project Title CPI SPI Budget % complete to Cost Plan variance

A Project Name A 0.98 1.34 $500,000 20% EV-AC EV-PV

E Project Name E 0.95 0.90 $500,000 13% EV-AC EV-PV

G Project Name G 0.93 1.01 $500,000 40% EV-AC EV-PV Schedule

I Project Name I 0.99 0.97 $500,000 30% EV-AC EV-PV 71

Project: New Product Launch

Subtask 1 Subtask 2 Subtask 3 Subtask 4 Subtask 5

Attitude survey Compatibility Insert additional here Concept dev of chassis

Insert additional here Insert additional here