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Project Management 101

Project Management 101. Safety Driven June 17, 2014. Agenda. Introductions & Expectations Project Lifecycle Initiation Overview & Workshop Planning Overview & Workshop Execution Overview & Workshop Closing Overview & Workshop Q&A. Getting Started. Introductions

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Project Management 101

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  1. Project Management 101 Safety Driven June 17, 2014

  2. Agenda • Introductions & Expectations • Project Lifecycle • Initiation • Overview & Workshop • Planning • Overview & Workshop • Execution • Overview & Workshop • Closing • Overview & Workshop • Q&A

  3. Getting Started • Introductions • Who are you and what is your current role • Expectations • What do you want to get out of today • Ground Rules • How do we want to work together

  4. Project Lifecycle MONITOR AND CONTROL

  5. Lifecycle - timeline

  6. Project Initiation • The time to gather scope • What is it you are expected to create • What you are not expected to create • What are the business benefits you are delivering • What is the strategic goal

  7. Terms • Scope: • What’s in & What’s out • Charter • The documents that records the agreement • Stakeholders • People not on your team who are affected by the project • Sponsor • Person who, • Defines the project • Holds the budget, and • makes the major decisions • Project Manager • Clarifies scope • Identifies planning requirements

  8. Workshop instructions • Two pairs and 1 group of three • One sponsor • Project Manager(s) ask the questions • Outcome • Scope statement

  9. Debrief workshop What observations do you have about getting information from your sponsor?

  10. Planning • Tools • Charter • Stakeholder analysis • Risk register • Project scheduling software

  11. Planning actions • Identify planning team • May be different from the project team • People who represent the departments involved • People who may have done something similar in the past • People who may become work package leaders • Outcomes • Work Breakdown Structure • Confirm scope

  12. Risk planning • Risk identification can happen throughout the project lifecycle – risk management is generally confined to executing the project • Anything that will have an affect your triple constraint is a risk • Risks are also opportunities • Risk strategies may or may not need to be implemented

  13. Risk Strategies • Strategy • Avoid • Mitigate • Accept • Transfer • Exploit • Examples • Change plans • Create backups • Add to schedule, budget scope • Buy insurance • Trigger the event This is all information that gets entered in the Risk / Issue Log

  14. The planning team Who is available What skills need to be at the table

  15. Work Breakdown Structure

  16. How to run the session • What you need • Post It notes for brainstorming • Clear wall for organizing

  17. Planning session steps • Step 1 is to present the project as it stands • Step 2 is to conduct the brainstorming session • The team identifies the main groupings • They brainstorm the work by deliverable or milestone. • They organize the deliverables into the WBS • Step 3 identify the work package leaders • If time permits, identify sequencing of work packages

  18. Workshop 1 Instructions • You have 30 minutes. Assign a PM, to lead the group • Using the scope we developed in the initiation workshop, develop a WBS

  19. Debrief Workshop What observations do you have about identifying the work in a project?

  20. Workshop 2 Instructions • Break into two teams • Conduct a risk identification session • Develop risk strategies for one of the risks you identified • Pick a spokesperson to present back

  21. Debrief Workshop What observations do you have about identifying the risk in a project?

  22. Planning – after the WBS • Clarify new scope • Reconfirm project is approved • Building the schedule

  23. Scheduling Hours of work needed to complete No wait time No other priority Everything ready for you Days needed to complete Includes time away for meetings Includes waiting times Includes % assigned to project Effort Duration

  24. Execution • Tools • Charter • Risk register • Project schedule • Decision request & Log • Communication plan

  25. Kick off meeting • Sponsor presents the project as it ties to business goals • Present the schedule and plan • Present the key milestones • Conduct a second risk management session • Confirm commitment to the project

  26. Skills needed • Conflict management • Team leadership • Stakeholder management • Communication • Organizational savvy • Negotiation • Priority management

  27. Conflict Management Where does it arise? How do you manage it?

  28. Team Leadership How do you manage a team? How do you balance innovation with deadlines? How do you avoid blaming people when things go wrong?

  29. Stakeholder Management How do you manage stakeholders who are impacted by the project? How do you manage stakeholders who think they are impacted? How do you manage stakeholders who want to change your project?

  30. Communication What do you think is the most important communication tool you have? Who do you think you will communicate to?

  31. Priority Management • Operational priorities • Fires • Immediate • Visible • Project deliverables • Planned • Controlled • Postponable?

  32. Workshop 1 instructions • In one team choose a PM and a Sponsor • Identify one of the risks you didn’t plan for in the last workshop • Now that is has happened and is not planned, it is an issue • Develop three options for resolution and recommend one to the sponsor for approval

  33. Debrief Workshop What observations do you have about managing issues in a project?

  34. Workshop 2 instructions • Work on this in three groups • You have been given two projects to manage and you have day-to-day operational duties. • The stakeholder on your first project needs information ASAP that will take you 10 minutes to locate and send • The sponsor on your second project needs you to make a presentation to the client in the next hour • Your half hour standing operational meeting is in 2 minutes • You get a phone call that one of the deadlines on your first project is about to be missed • You hear from the client that something is broken in a project you finished 2 months ago • Balance these priorities, you may make any assumptions you like, but you need to present the assumptions to the group

  35. Debrief Workshop What observations do you have about balancing priorities?

  36. Closing • Formal closing • Release team • Hold lessons learned session • Sign off deliverables • Hand over operational control

  37. Lessons Learned • Meeting to discuss • What went well • What should be done differently • Record and share with other PMs for other projects

  38. Closing Workshop • As a group, we will conduct a lessons learned session on some recent projects. • In each project phase • What is done well? • What needs improvement?

  39. Session close Did we cover off your expectations? Any new questions? Link to documents http://goo.gl/RpltNE

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