LawNet Presentation

Project Management Basics

Joe Buser
Traveling Coaches, Inc.

Project Management

Project Management Challenges

Unclear objectives
Unrealistic schedules
Over-committed resources
Unclear or changing priorities
Poor communication

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What is a project?
A project is a unique effort with a defined
beginning, a defined end, specific
deliverables, and defined resources.
Schedule

Resources

Scope
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Why do we need a project

management model?
To define & organize the project
To plan the project
To track & manage the project

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Define & Organize the Project

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Benefits of Organizing
Everyone knows their role and their
responsibilities
A better understanding of the project
goals
Structured team communication

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Project Roles

Sponsor
Project Manager
Project Team
Project Management Office (PMO)

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Benefits of a PMO
Manage scarce technical and project
management resources
Standardize data collection and status
reporting
Historical analysis
Develop and maintain best practices

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Project Definition Document

(PDD)
Establishes in writing what the project
includes and does not include
Defines scope, schedule and resources
Sign-off is required

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Project Procedures Document

Foundation for all processes

Review the document with project teams
Reach agreement on each item
Sign-off is required

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PM Procedures Categories
Planning
Development
Deliverables
Tools

Tracking
Tracking
Reporting
Meetings

Practices
Project File
Managing
Issues
Managing
Change

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Relationships
Ownership
Communication
Escalation

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Other PM Documents
Requirements
Issue Management Process
Change Management Process

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Plan the Project

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Benefits of Planning
Lays foundation for:
Improved communication
Minimized re-work
Improved schedule predictability
Quality products on time
Visualizing the project
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Work Breakdown Structure

Tasks with clearly defined:
Activity and deliverable
Work estimate
Resources

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Often Forgotten Tasks

Project planning
Approval cycles
Key project meetings and client
interfaces
Quality control
Testing
Closeout activities
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Scheduling

Enter WBS data into Microsoft Project

Organize into master tasks and phases
Add milestones
Add lead and lag time

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Optimize the Plan

Adjust calendars
Adjust resources
Critical path analysis
Evaluate slack

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Project Risks

Tasks on the critical path

Tasks with several predecessors
Tasks reliant on external groups
Tasks using scarce resources
Uncertainty of new technologies
Extremely aggressive performance
requirements
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Risk Management Plan

Preventative actions
Contingent actions
Triggers
Owner
Risk Form
Sign-off is required
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Track & Manage the Project

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Benefits of Tracking

Provides clear indication of progress

Keeps everyone informed
Encourages the addressing of problems
Provides credible completion estimates

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Collect Status Data

Reports
Email
Project team meetings

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Where is the Variance

Evaluate key milestones and the project
finish date
Do not assume that more time and
resources will always fix the problem
Resource problems are often overlooked
because of stackup caused by working
on multiple projects
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Take Adaptive Action

Follow PM management procedures
Follow Issue & Change Management
procedures
Review Risk Management plans
Be creative and adaptive

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What to Report
Schedule status
Open Issues
Change Requests

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Project Completion
Capture lessons learned and formally end
the project
Follow up and ensure that all closing
activities have been completed
Include each closing activity in the WBS
and the project plan

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Closing Activities
Assess actual project cost
Conduct project close out/review meeting
Identify persons responsible for post project
tasks
Reward and recognize team members

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Questions & Answers

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Thank you!
Joe Buser
Traveling Coaches, Inc.
jbuser@travelingcoaches.com

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