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Overview
2
Contents
Overload
Conclusions
3
Project Management Overview
4
Project Management as a Process
6
A Few Basics before Proceeding
7
Value of Project Management
9
Initiating the Project
10
Process block diagram with the
initiation steps highlighted
11
Is It a Project?
12
Project Start-up
13
Project participants
14
Project Manager
15
Project manager's responsibility and
authority
Responsibility
Act as the central point of contact for all formal, project-
related communication
Ensure that all project team members are aware of their
responsibilities and commitments, and that they perform as
promised
Ensure that all contractual commitments are fulfilled on
time, within budget, and to the customer's complete
satisfaction and delight
Prepare a realistic, detailed Project Plan and obtain
agreement to the plan
Maintain a Project Repository containing all relevant project
information
Control cost, schedule, and technical variance from the plan
Report project status to management on a regular basis
16
Project manager's responsibility and
authority (cont)
Authority
Authority to lead the project team
Direct access to stakeholders on all matters pertaining to
the project
Authority to require periodic status reporting
Authority to monitor the time, cost, and performance
activities on the project and ensure that all problems are
identified, reported, and solved
Authority to cross functional organization lines and to
interface with all levels of management as necessary to
achieve project success
Authority to renegotiate with functional managers for
changes in resources
17
Establish the Project Repository or Binder
Project Charter
Kickoff Meeting Documentation
Project Plan
Work Breakdown Structure
Project Schedule
Project Budget
Resource Plan
Communication Plan
Change Control Plan
Risk Plan
Status Reports
Change Requests/Approvals
Meeting Minutes
Lessons Learned
Closeout Checklist
18
Before Proceeding, What Do You Need to Know?
19
The Project Charter
Project Name
Project Sponsor
Project Manager
Customer
Other Project Stakeholders
Stakeholder Responsibilities
Business Objectives
Project Objectives (SMART)
Deliverables
Project Completion Date
Project Budget
Assumptions
Linkage to Strategic Objectives and
Other Projects
Distribution of the Charter
20
Transition to the Planning Phase
After the charter has been signed and distributed, the project
manager is ready to begin building the project team, which will
then help develop the Project Plan. If you are on a very small
project, you and the team may be the same thing! Much of the
information contained in the charter will carry over into the plan,
but the plan is more detailed and provides the roadmap the team
will use to complete the project successfully
21
Project Planning Basics
22
Project Planning Basics
23
Project Planning Basics (cont)
24
Project Planning Basics (cont)
25
Forming the Core Team
26
Planning Activities
27
Conduct the Project Kickoff Meeting
28
Kickoff meeting checklist
Prepare a summary of the meeting's goals
Prepare an overview of the project that summarizes the business
requirements
Arrange for the project sponsor to speak for 10 to 15 minutes on his
or her perspective on the importance of the project
Discuss roles and responsibilities of all team members and other
stakeholders, if any
Discuss communication. What information needs to be exchanged?
Who needs to have it? What form will it take
Using the project schedule from the charter as a guide, discuss
schedule challenges
Schedule a planning workshop for the core team to create the
Project Plan
Determine what follow-on action is required from the kickoff, and
plan to assign responsibilities accordingly so that project planning
may proceed
Bring food
29
Create the Work Breakdown Structure (WBS)
30
WBS - Example
31
A Word on Project Management Software
Project
Task
Work
Sheet
32
Assign Resources
33
Schedule the Work
34
A Plan for Tracking Task Completions
35
Advanced Planning Techniques
36
Advanced Planning Techniques
Gantt chart
There are two other
popular methods of
portraying and
tracking task
completions:
the Gantt chart and
the logic network,
PERT chart
37
Logic Network
Network Diagrams
38
Risk Planning
40
Risk Management Template (cont)
41
Communication Planning
42
Communication Planning (cont)
43
Weekly
Project
Status
Memo
44
Change Control Process
46
Controlling the Project
47
Controlling the Project
Control Activities
Now for the hard part. The project is under way, and things
are happening. Tasks are being worked on, problems arise,
changes occur. What seemed clear and manageable is now
becoming blurred and hard to get our arms around. We are
deluged with information- task completions, task delays,
issues needing attention, and meetings to attend. Our
challenge is to stay in CONTROL
48
Process
block
diagram
with the
control
steps
highlighted
49
Controlling the Project (cont)
51
Control Changes (cont)
52
Closing the Project
53
Closing the Project
54
Project close model
55
Closing the Project (cont)
Hand Off
Obtain Acceptance and Approval of the End Result
Evaluate How Well Expectations Were Met
Nail Down Loose Ends.
Recycle
Capture Lessons Learned
Informal Approach
Formal Approach
Recycle Reusable Information
Establish an intranet site for lessons learned
E-mail everyone on the project team
Have the project manager and key team members attend
future project planning sessions to pass on lessons learned
in person
Celebrate 56
Closing the Project (cont)
Bring Closure
Communicate Achievements
Appreciate Everyone Involved
57
Transition to Operations and Support
and Maintenance
The project is finished! You have rewarded the team, closed the
account, and made sure the customer is satisfied. One final check
before you go to your next assignment is to make double sure
that the deliverable and the customer are being supported by the
operations division in your company
Once you have reassured yourself and the sponsor that the
transition is complete, it's time to fold your tent and move on to
the next project. Great job!
58
IT Governance
Overview and
Concepts
60