For Small Projects Puget Sound PMI Cares Program Agenda 800 810 Introductions 810 900 Module 1 Basic Concepts 900 920 Module 2 Initiating Phase 920 1000 Module 3 Planning Phase ID: 781691
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Slide1
PROJECT MANAGEMENT
NONPROFIT PRACTICUM
For Small Projects
Puget Sound PMI Cares Program
Slide2Agenda
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 –
Slide3Module 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
Slide4What 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
Slide5Project Characteristics
Interrelated Tasks
Involve People
Predetermined timelineClear beginning and endFixed BudgetUnique and Specific Deliverable (Product, Service, or Result)Basic Concepts
Slide6Project 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
Slide7What 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
Slide8Who are the Project Participants?
Project SponsorStakeholders
Project Manager
Project Team membersUsers
Slide9What 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
Slide10What 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
Slide11Who 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
Slide12Project 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
Slide13Determine 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
Slide14Agenda
Module 1 – Basic Concepts
Module 2 – Initiating Phase Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up
Slide15Module 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
Slide16Phase 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
Slide17Statement 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
Slide18Project 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.
Slide19Project Charter - Sample
Initiating Process
Project CharterEmployment Readiness Conference Project ACME Training GroupSeattle, WA Date: January 15, 2014
Slide20Agenda
Module 1 – Basic Concepts
Module 2 – Initiating Phase
Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up
Slide21Module 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
Slide22Small Project Planning Tool
Slide23Stakeholder Register
Slide24Project Resources
Slide25Project 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.
Slide26Project 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
Slide27Project 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
Slide28Step 1 - Identify Project Constraints
Slide29Step 2 - Define Project Milestones
Slide30Step 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)
Slide31Step 3 – Finalize Deliverables
Slide32Step 4 – Define Task Level WBS
Planning Process
Slide33Step 4 – Define Task Level WBS
Slide34Step 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
Slide35Step 5 – Identify Task Dependencies
Slide36Step 6 – Define Task Durations
Slide37Step 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
Slide38Step 8 – Assign Resources to Tasks
Each task requires a single “Accountable Resource” and may have additional “Other Resources” to support the task.
Slide39Step 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
Slide40Communication Plan
Slide41Agenda
Module 1 – Basic Concepts
Module 2 – Initiating Phase
Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up
Slide42Module 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
Slide43What Gets Monitored
and Controlled
Scope
Deliverables ScheduleCostQualityRiskProcurementsMonitoring and Controlling Process
Slide44Status 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
Slide45Status 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
Slide46Change Control Log
Executing Process
Slide47Issue Log
Executing Process
Slide48Agenda
Module 1 – Basic Concepts
Module 2 – Initiating Phase
Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up
Slide49Phase 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
Slide50Archiving 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
Slide51One Last Thing
Celebrate
Closing Process
Slide52Agenda
Module 1 – Basic Concepts
Module 2 – Initiating Phase
Module 3 – Planning Phase Module 4 – Executing Phase Module 5 – Closing Phase Module 6 –Wrap Up
Slide53Module 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
Slide54Professionalism
“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.
Slide55What makes a project successful?
Positive Results Obtained
“Right Processes” Focused
Continual Relationship-BuildingOngoing, Clear Communications
Slide56Some Practical
Project Manager Tips
Be a great communicator
Exhibit effective interpersonal skillsManage conflictPractice good time management, using PM templates, techniques
Slide57Suggested 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
Slide58About
http://pmief.org/