PROJECT MANAGEMENT NONPROFIT PRACTICUM - PowerPoint Presentation

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PROJECT MANAGEMENT

NONPROFIT PRACTICUM

For Small Projects

Puget Sound PMI Cares Program

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Agenda

8:00 – 8:10 Introductions –

8:10 – 9:00 Module 1 – Basic Concepts -

9:00 – 9:20 Module 2 – Initiating Phase -

9:20 – 10:00 Module 3 – Planning Phase –

10:00 – 10:15 Break

10:15 – 11:00 Module 3 – Planning Phase -

11:00 – 11:40 Module 4 – Executing Phase -

11:40 – 11:55 Module 5 – Closing Phase -

11:55 – 12:00 Module 6 –Wrap Up –

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Module 1 –

Basic Concepts

Upon completion of this module, you will be able to:

Define the characteristics of a PROJECT

Define the participants of a project

Define the lifecycle of a project

Basic Concepts

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What is a Project ?

The fundamental nature of a project is that it is a “

temporary

endeavor undertaken to create a unique product, service, or result.”(PMBOK® Guide)

Basic Concepts

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Project Characteristics

Interrelated Tasks

Involve People

Predetermined timelineClear beginning and endFixed BudgetUnique and Specific Deliverable (Product, Service, or Result)Basic Concepts

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Project versus Operational Work

The purpose of operational tasks is to carry out

day-to-day activities

and sustain the business while the purpose of a project is to meet specific objectives.

Basic Concepts

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What is Project Management?

“Project management is the process of the application of knowledge, skills, tools, and techniques to project activities to meet project requirements.”

(From PMBOK® Guide)Basic Concepts

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Who are the Project Participants?

Project SponsorStakeholders

Project Manager

Project Team membersUsers

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What is Project Sponsor’s Role?

Define what needs to be done (but not how)

Identify schedule, resource, and budget constraints

Approve deliverablesApprove scope, schedule, and budget changesAccept final outcome of project

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What is the Project Managers Role?

Identifies requirements

Addresses needs, concerns and expectations of various stakeholders

Balances competing demands for scope, quality, schedule, budget, resources and riskEstablishes Clear and Achievable Objectives

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Who are the Stakeholders?

A "Stakeholder" is a person or organization with reason to care about the project, such as:

Community organizations

Customer / SponsorProgram / Portfolio managersTeam, PMOSubcontractorsUsers

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Project Life Cycle

A project life cycle is “a collection of generally sequential and sometimes overlapping

project phases

whose name and number are determined by the management and control needs of the organization.” (PMBOK® Guide)Basic Concepts InitiateCloseExecute

PlanStatement of WorkProject CharterProject Plan

Project Completion

Status ReportsProject Deliverables

Stakeholder Register

Communication Plan

Issue Log

Change Request Log

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Determine the requirements for the conference. What is your goal?

Initiating

Develop the Plans

PlanningOrganize and conduct the conferenceExecutingFollow-up on results and CELEBRATEClosingDuring the entire project someone will be monitoring the project’s progress. Monitoring and ControllingBasic Concepts

Employment Readiness Conference

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Agenda

Module 1 – Basic Concepts

Module 2 – Initiating Phase Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up

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Module 2 –

I

nitiating Phase

Upon completion of this module, you will be able to:

Create a Project Charter (or Project Authorization)

Identify Stakeholders and their Expectations

Identify Organizational and Environmental Factors

Initiating Process

Initiate

Close

Execute

Plan

Statement of Work

Project Charter

Project Plan

Status Reports

Project Deliverables

Stakeholder Register

Communication Plan

Issue Log

Change Request Log

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Phase 1 – Initiate Project

The initiate phase defines and authorizes the project.

Based on Statement of Work input from Project Sponsor

Produces Project CharterCreated by Project ManagerApproved by Project Sponsor

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Statement of Work

High level description of the need to be delivered by the project. Note that this can be a formal document or a verbal request from the project sponsor.

Describes the product or service

Defines the scopeOrganization’s strategic plan relationshipProject constraints e.g. time, budget, resources

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Project Charter

Purpose (why)

Requirements (what)

Deliverables (how)

Assumptions (where)Schedule (when)Participants (who)Defines the who, what, where, when, why and how for the project at a high level.

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Project Charter - Sample

Initiating Process

 

Project CharterEmployment Readiness Conference Project    ACME Training GroupSeattle, WA    Date: January 15, 2014

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Agenda

Module 1 – Basic Concepts

Module 2 – Initiating Phase

Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up

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Module 3 – Planning

Phase

Upon completion of this module, you will be able to:

Divide work into manageable pieces and create a graphic diagram Determine an initial project schedule including milestones

Estimate activity durations Prepare a budget Plan human resource needs Determine risk factors and mitigating approaches Develop communication plan Determine procurement approach Planning ProcessInitiateClose

ExecutePlan

Statement of Work

Project Charter

Project Plan

Status Reports

Project Deliverables

Stakeholder Register

Communication Plan

Issue Log

Change Request Log

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Small Project Planning Tool

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Stakeholder Register

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Project Resources

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Project Management Plan

Defines in detail the what, who, when, where, and how of the work to be undertaken by the project.

Work is defined from the top-down from DELIVERABLES to TASKS. This is called the “work breakdown structure” (WBS).

Tasks are then estimated by duration and effort, dependencies on other tasks are identified, and resources are assigned.

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Project Planning Steps

Identify project constraints

Define project milestones

Finalize project deliverables (work breakdown structure level 2)Identify tasks to produce each deliverable (work breakdown structure level 3)Identify dependencies between tasksDefine duration of each taskAssign start dates to tasks where applicableAssign resources to tasksDefine cost of each task

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Project Constraints

A project plan must result from the trade-offs of the four constraint factors.

Changing any one factor will likely result in impacting the other factors.

Planning Process

Project Plan

TimeQuality

ScopeCost

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Step 1 - Identify Project Constraints

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Step 2 - Define Project Milestones

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Step 3 – Finalize Deliverables

Employment Readiness Conference

1.0 Project Management

2.0 Venue3.0 Agenda4.0 Attendees5.0 Food

6.0 Host Event7.0 Conf. Handbook8.0 Follow up

Define the first level of the

work breakdown structure (WBS)

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Step 3 – Finalize Deliverables

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Step 4 – Define Task Level WBS

Planning Process

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Step 4 – Define Task Level WBS

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Step 5 – Identify Task Dependencies

2.1 Determine venue req.

2.2 Select venue

2.3 Contract venue1.1 Project Charter

3.1 Determine agenda topics3.2 ID presenters3.3 Publish agenda4.1 Develop invitation list4.2 Send invitations

5.1 Develop menu

5.2 Publish menu

4.3 Track responses

5.3 List attendees selections

5.4 Order meals

4.4 Register attendees

6.1 Setup rooms

6.2 Setup registration

6.3 Monitor sessions

6.4 Serve meals

7.1 ID package content

7.2 Dev. package content

7.3 Publ. package content

8.1 Survey attendees

MS05

MS01

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Step 5 – Identify Task Dependencies

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Step 6 – Define Task Durations

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Step 7 –Task Start Dates

For each task, set the start date by either:

directly entering a start date or

Enter the cell reference of the predecessor task or milestone

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Step 8 – Assign Resources to Tasks

Each task requires a single “Accountable Resource” and may have additional “Other Resources” to support the task.

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Step 9 – Costs

Costs are entered by cost item.

 

   

    Cost ItemOriginal Budget

Current Budget

Actual Cost To DateEst. Remaining Cost

Calc. Final cost

Variance from Current

Variance from Original

labor

$1,000

$1,200

$500

$800

$1,300

-$100

-$300

venue rental

$2,000

$2,000

$1,000

$1,000

$2,000

$0

$0

food

$3,000

$3,200

$500

$2,700

$3,200

$0

-$200

travel

$1,500

$1,200

$0

$1,200

$1,200

$0

$300

speaker fees

$4,000

$3,400

$0

$3,400

$3,400

$0

$600

 

 

 

 

 

$0

$0

$0

 

 

 

 

 

$0

$0

$0

 

 

 

 

 

$0

$0

$0

 

 

 

 

 

$0

$0

$0

Total

$11,500

$11,000

$2,000

$9,100

$11,100

-$100

$400

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Communication Plan

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Agenda

Module 1 – Basic Concepts

Module 2 – Initiating Phase

Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up

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Module 4 – Executing

Phase

Upon completion of this module, you will have Tools and Techniques to:

Manage Change Control

Acquire, Develop and Manage Team Members Communicate with stakeholders Manage Stakeholders Procure ResourcesExecuting Process Initiate

Close

ExecutePlan

Statement of Work

Project Charter

Project Plan

Status Reports

Project Deliverables

Stakeholder Register

Communication Plan

Issue Log

Change Request Log

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What Gets Monitored

and Controlled

Scope

Deliverables ScheduleCostQualityRiskProcurementsMonitoring and Controlling Process

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Status Reporting

_____________ Status Report

Monthly, weekly, Bi-monthly suggested0Project Name: Project Manager:Project Objective: Project Sponsor:Prepared by: Date prepared:Submitted to:  OVERALL STATUS: Insert your organization’s icons indicating on track, behind, or ahead. OVERVIEW OF PROJECT STATUS: 2 or 3 sentences about the project’s status. Which tasks have been completed this reporting period? Also add the tasks to be completed in the coming reporting period. Include approved changes in scope, schedule, or budget since last report.  PROJECT SCOPE: Approved Scope Changes including who approved the change. Note specific additions / deletions SCHEDULE: On schedule 

COST: On, under or over planned cost? By how much? Why? FORECAST: Will progress be maintained? When will what be recovered? RISKS: What if anything is occurring or may occur that may affect the success of the project? OTHER ISSUES OR COMMENTS: Is there anything else occurring that is important to the project? To whom is it assigned? Monitoring and Controlling Process

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Status Reporting Sample

Bi-monthly Status Report

Project Name: Employment Readiness Conference Project Manager: Jane AndersonProject Objective: Project Sponsor: Fred SmithPrepared by: Jane Anderson Date prepared: April 8, 2014Submitted to: Fred Smith  OVERALL STATUS: On schedule to deliver conference on April 15. OVERVIEW OF PROJECT STATUS: Slightly over budget due to menu change. Two cancellations of speakers but replacements have been confirmed.PROJECT SCOPE: Menu change SCHEDULE: On schedule COST: Currently forecast of $25,500 which is $500 over budget.

 FORECAST: Schedule and budget will be maintained RISKS: Key risk is cancellation by any of the speakers. OTHER ISSUES OR COMMENTS: none Monitoring and Controlling Process

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Change Control Log

Executing Process

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Issue Log

Executing Process

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Agenda

Module 1 – Basic Concepts

Module 2 – Initiating Phase

Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up

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Phase 4 – Close Project

Formalizes acceptance of the product, service, or result and brings the project to an orderly end.

Initiate

CloseExecutePlan

Statement of WorkProject CharterProject PlanStatus ReportsProject Deliverables

Stakeholder Register

Communication Plan

Issue Log

Change Request Log

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Archiving Records

The Project Management Plan with its subsidiary plans and supporting detail.

Project performance records, what it reports, financial records.

Contract documentation.Copies of all key communications, status reports, meeting minutes, and change requests.Relevant project databases.Lessons Learned report. Final Report.Formal acceptance documentation.Closing Process

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One Last Thing

Celebrate

Closing Process

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Agenda

Module 1 – Basic Concepts

Module 2 – Initiating Phase

Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up

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Module 6 – Wrap Up

Upon completion of this module, you will:

Understand Project Management’s Standard of Conduct

Discuss Practical Tips for Project Managers

Review the Prior Sessions Action Item List for Your Nonprofit

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Professionalism

“Doing the Right Thing”

Follow laws and policies.

Treat everyone fairly and with respect.Respect your Community and the environment.Keep learning.Respect other people’s cultures.Respect copyright laws.Be honest.

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What makes a project successful?

Positive Results Obtained

“Right Processes” Focused

Continual Relationship-BuildingOngoing, Clear Communications

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Some Practical

Project Manager Tips

Be a great communicator

Exhibit effective interpersonal skillsManage conflictPractice good time management, using PM templates, techniques

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Suggested Reading:

Project Management Body of Knowledge (PMBOK) - Fifth Edition and other Standards publications

Organizations:

PMI – Project Management Institute (global organization)Events, books, whitepapers, certificationProjectManagement.comEvents, books, whitepapers, templates, community PSPMI – Puget Sound PMI ChapterBreakfast and dinner seminars, templates, networking events, SMEs, PMP exam prepFree PSCares tools and templatesCertifications – Project Management Professional (PMP), others via PMI

Project Management – Resources

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About

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