Project Management for Everyone - George Washington …

1 ProjectManagementforEveryoneContact InformationProject Management for EveryoneAdam Donaldson, PMPB usiness Management & Analysis GroupPhone: (202) 994-6867 Cell: (240) 472-2171 Email: Basic understanding of Project Management principles Share tools and techniques of formal Project Management that can be used in daily tasks and projectsObjectivesProject Management for EveryoneProject Management PrinciplesProject Management for EveryoneProject Management InstituteProject Management for PMI is an aggregation of best practices from thousands of professional Project managers Principles in this session are based on PMI methodologies, there are other methodologies Organizations typically use these as a basis for developing custom Project Management processesGW MS in Project ManagementProject Management for temporaryendeavor undertaken to create a uniqueproduct, service.

2 Or of a ProjectProject Management for EveryoneProjectTemporary / Not Ongoing- Definite beginning and end- Does not mean a short durationUnique- Outcome is a unique deliverable- Could come in the form of either products, services or resultsProject Life CycleProject Management for EveryoneTheFiveProjectPhasesMonitoring & ControllingPlanningPlanningExecutingExec utingInitiatingInitiatingClosingClosingP roject Management FunctionsProject Management for Everyone ~ PMI refers to these as Knowledge Areas~Scope ManagementTime ManagementCost ManagementQuality ManagementHR ManagementCommunications MgtRisk ManagementProcurement MgtProject IntegrationThings done within the phases to manage the Project ~ Managing these is the primary responsibility of the PM ~TripleConstraintsResourcesTriple ConstraintsProject Management for EveryoneReviewWere expectationsmet?

3 ManageTask, action,communication & resource managementDefineClarify the requestand objectivesPlanDevelop thespecific approachClosingClosingMonitoring & ControllingMonitoring & ControllingExecutingExecutingPlanningPla nningInitiatingInitiatingPM in Practical TermsProject Management for EveryoneDay to Day Use of PMProject Management for EveryoneWhat are some struggles often experienced in projects? Clarify the request / initiative Identify stakeholders Define the requirementsDefineProject Management for EveryoneionClariInitiatingInitiatingDefi ne - ClarificationProject Management for EveryoneDefines high-level scope, exclusions, objectives, milestones & timelineProject CharterEmail / Memo Document objectives Send to requester to validate Writing down helps clarify Get agreement!

4 !PM ToolEveryday ToolDefine - Identify StakeholdersProject Management for EveryoneStudentsFaculty / StaffUniversity WebServicesLegalExternal RelationsProjectTeamDepartmentalManageme ntSenior LeadershipStakeholders may or may not exert direct influence over the projectPeople or groups positively or negatively affected by the Project StakeholderStakeholder MatrixDefine - Identify StakeholdersProject Management for Everyone Identify and track key stakeholders Determine Impact & Influence to gauge how to manage Ensure thoroughness of communications planningPM ToolEveryday ToolDefine - RequirementsProject Management for EveryoneRequirements DocumentRequirements ListDocuments the what of the initiative / task and breaks into individually deliverable items List the what items required in the final solution Iterative process often requiring multiple interviews Critical to defining the solutionPM ToolEveryday Tool Clarification Memo Stakeholder Matrix Requirements ListDefineProject Management for EveryoneInitiatingInitiatingionClari Organize and plan Determine tasks to be done Create a schedule Plan communicationsPlanProject Management for EveryonePlanningPlanningPlan Project Management PlanProject Management for EveryoneProject Management PlanProject WorkbookEstablishes plan for planning, execution, monitoring & closing.

5 Including all subsidiary plansPM ToolEveryday Tool Project WorkbookProject Management for EveryoneoInclude all Project information-Scope / Objectives-Stakeholders / Contacts-Requirements-Schedule, Milestones & Deliverables-Action Items and IssuesoCentral location for all Project info-Excel workbook or other similar tool-Local / Shared FolderoLiving documentoServes as a template / historical artifact for similar future endeavors Breaks deliverables into manageablework packagesPlan Work Breakdown StructureProject Management for EveryoneContent DevelopmentWBS1 BMAG Page UpdatesWBS Page UpdatesWBS Org Chart of PositionsWBS / Contact Information of Updated Org ChartsWBS Page UpdatesWBS DevelopmentWBS2 Graphics Treasury & BMAG Website Updates PM ToolEveryday Tool Ensures we don t forget or omit important tasksPlan ScheduleProject Management for EveryoneFormal Project ScheduleTask List / ScheduleSequences &

6 Defines Project tasks and monitors status of Project against milestones / baselinesPM ToolEveryday ToolPlan ScheduleProject Management for Everyone Excel or other common tool Turn WBS work packages into tasks Clearly identify major milestones Identify dependencies one task which relies on anotherTask List / SchedulePlan Communications MatrixProject Management for EveryoneCommunications PlanCommunications MatrixDocuments the detailed plan for communicating with all stakeholdersPM ToolEveryday ToolCommunications Matrix Target communications towards stakeholders identified Consider both internal and external communications One of the most vital efforts in any projectPlan Communications MatrixProject Management for Everyone Project Workbook Work Breakdown Structure (WBS)

7 Task List / Schedule Communications MatrixPlanProject Management for EveryonePlanningPlanning Executing schedule tasks Managing action items & issues Report statusManageProject Management for EveryoneExecutingExecutingMonitoringMoni toringAction & Issues RegisterManage Actions & IssuesProject Management for Everyone Log and track all actions and issues ensures accountability Tasks are scheduled Action Items pop up PM ToolEveryday ToolCommunicate Status ReportProject Management for EveryoneProject Status ReportEmail / MemoProvides succinct information conveying timelines, progress, issues & next stepsPM ToolEveryday ToolCommunicate Status ReportProject Management for Everyone Description Timeline Progress Deadlines Issues Next Steps Schedule & Project Workbook Action & Issues Register Status ReportManageProject Management for EveryoneExecutingExecutingMonitoringMoni toring Discuss what went right & wrong Hold final reviewReviewProject Management for EveryoneClosingClosingReview Lessons LearnedProject Management for EveryoneLessons Learned DocumentFormally documents lessons learned throughout the Project by phase Gather key participants to discuss lessons learned Capture important lessons which could help others engaged in similar activityPM ToolEveryday ToolEmail / MemoReview Final

8 ReviewProject Management for EveryoneProject Approval DocumentReview of Project WorkbookDocuments formal signature approval of the projectPM ToolEveryday Tool Review objectives & requirements Discuss plan to close open actionsReview Final ReviewProject Management for Everyone Review lessons learned Lessons Learned Project WorkbookReviewProject Management for EveryoneClosingClosing Project Management Concepts Definition of a Project Project Lifecycle Project Management Functions Triple ConstraintsSummaryProject Management for EveryoneProject tools for everyday tasks & projects Define-Clarification Memo-Stakeholder Matrix-Requirements List Plan- Project Workbook-Work Breakdown Structure-Schedule-Communications Matrix Manage-Schedule / Proj Workbook-Actions & Issues Register-Status Report Review-Lessons Learned- Project WorkbookSummaryProject Management for EveryoneClosingClosingMonitoring & ControllingMonitoring & ControllingExecutingExecutingPlanningPla nningInitiatingInitiatingQuestionsProjec t Management for EveryoneThank You!

9 !! Project Management for EveryoneAdam Donaldson, PMPB usiness Management & Analysis GroupPhone: (202) 994-6867 Cell: (240) 472-2171 Email.