1 / 28

Project Management Information and Tracking Advanced Concepts

This project management course covers advanced concepts in project management information and tracking. Topics include PMIT reporting and analysis, project team dynamics, project case studies, initiation, planning, execution and control, and closeout.

kwagner
Download Presentation

Project Management Information and Tracking Advanced Concepts

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript


  1. Project Management Information and Tracking Advanced Concepts Office of Technology Services Project Management Office

  2. Agenda • PMIT Reporting & Analysis • Project Team Dynamics • Project Case Study • Initiation • Planning • Execution and Control • Closeout • Questions/Discussion

  3. PMIT Architecture Two components: • Data Input • ASP.Net application, SQL/Server database • Reporting and Analysis • SAS Enterprise Business Intelligence tool

  4. PMIT Reporting and Analysis SAS Enterprise Business Intelligence • Log in to the MyVCU Portal • Select VCU Reporting Center • SAS EBI has similar look and feel to Windows • Internal security determines what reports user can run • Folder for Project Management in every Technology Services staff user profile • Operational, managerial, and strategic reports are parameter-driven and customizable by the user • Output can be directed to browser, or downloaded as files to workstation

  5. PMIT Reporting and Analysis Real-time self-service reporting on PMIT data • Project Managers can look at existing project assignments to prevent staff scheduling conflicts • TS staff can get information on their individual project assignments – tasks, schedules, roles and deliverables • Management can monitor project status on their own without PM involvement

  6. PMIT Reporting and Analysis Demo Reports • Project Assignments – used to search for staff availability • Traffic Light – used to monitor project status • Upcoming Events – used to prepare a list of future tasks for one project, or all projects in a unit

  7. Project Team Meetings • Team meetings are unavoidable and needed • Keys to conducting good meetings: • Ask for topics from all attendees • Distribute your agenda in advance • Address the most important issues first • Action items from the last meeting!! • Make the meetings decision forums • Get feedback – poll the team on how to get the most out of future meetings

  8. Project Team Meetings • Don’t be a Meek Moderator • Stick to the agenda • Keep to the schedule • Set rules about technology tinkering • Don’t be shy about reining in ramblers & philosophers • Solicit input from less-vocal attendees – i.e. females • Summarize meeting results at the end, including any dissentions • List action items, responsibilities, and timelines • Record meeting minutes and make available to all key stakeholders

  9. Project Team Decisions Achieving consensus and decision-making • Goal is to arrive at the best solution, it does not matter who suggests it • Seek any and all ideas first • Then, evaluate them one at a time • Ask for any new approaches that may be combinations of the best suggestions • Always ask what can go wrong & how to measure effectiveness • Preserve and protect the team’s human dignity

  10. Project Case Study - Initiation • Describe the characteristics of the product or service expected from the project. • Analyze the project’s requirements, identify potential solutions, determine the technical and economic feasibility of each, compare and select the best solution. • Develop the project proposal • What is to be done • Why is it to be done • How is it to be done • How much risk is involved

  11. Project Case Study LAB

  12. Project Case Study - Planning Low Complexity Project • Project Information • Title • Description • Start Date • End Date • Sponsor and Dept • WBS • Work Tasks • Description • Responsible Unit

  13. Project Case Study - Planning • RBS • Resource Category • People Inside VCU • People Outside VCU • Software • Hardware • Training • Materials • Supplies • Equipment • Facilities

  14. Project Case Study - Planning • Assigned Resource • Responsible Role • Assigned Time • Schedule • Task Start Date • Task End Date • Time to Complete • Milestone Event

  15. Project Case Study - Planning • Communications Plan • Title • Author • Purpose • Audience • Distribution Vehicle • Frequency

  16. Project Case Study - Planning • Quality Management Test Plan • Title • Description • Start Date • End Date • Responsible Testers • Required Resources • Budget Plan • Total Budget • Hardware Budget • Software Budget

  17. Project Case Study - Planning • Services Budget • Other Budget • Contingency Reserve • Comments • Spending Plan • Expenditure Period Begin Date • Expenditure Period End Date • Hardware Spending • Software Spending • Services Spending • Other Spending • Comments

  18. Project Case Study - Planning • Medium Complexity • Project Information • WBS • RBS • Schedule • Communications • Quality Management Test Plan • Budget Plan • Spending Plan • Quality Management IV&V • Risk Plan

  19. Project Case Study - Planning • Quality Management IV&V • Description • Start Date • End Date • Reviewer • Required Resources

  20. Project Case Study - Planning • Risk Plan • Description • Probability • Impact • Weight • Mitigation Strategy • Mitigation Description • Timeframe Begin Date • Timeframe End Date

  21. Project Case Study - Planning High Complexity • Project Information • WBS • RBS • Schedule • Communications Plan • Quality Management Test Plan • Quality Management IV&V Plan • Budget Plan • Spending Plan • Risk Plan • Procurement Plan • Change and Configuration Management Plan • Performance Plan

  22. Project Case Study - Planning • Procurement Plan • Item • Responsible Person • Method • Delivery Date • Delivery Location • Change and Configuration Management Plan • Control Item • Change Process • Changed Version • Current Version • Change Description

  23. Project Case Study - Planning • Performance Plan • Business Objective • Performance Goal • Methodology • Start Date • End Date • Responsible Persons • Reports • Deliverable • Deliverable Description • Acceptance Criteria

  24. Project Case Study – Execution and Control • PM’s primary focus during E&C phase is on • Schedule • Budget • Scope • Monitoring all three, updating status in PMIT, adjusting plans accordingly, and recording/resolving issues

  25. Project Case Study - Closeout Closing a Project • Follow guidelines in the Project Closeout Checklist on the PMO Web site • Obtain sponsor acceptance of the deliverable(s) • Document any open issues that need to be resolved • In PMIT, list My Projects, then select the project and Close • REMEMBER - once closed, project information cannot be updated • Closed projects are no longer included in management reports

  26. PMIT Advanced Concepts Course Take-Aways • VCU Reporting Center (SAS EBI) provides real-time analysis and reporting of all project data in PMIT • Reports are available for operational, managerial, and strategic purposes that all staff can run • Project team meetings are necessary – it’s the PM’s job to make sure they are productive • Project planning is an art form – like a picture with many artists

  27. PMIT Advanced Concepts • Your skills in listening and putting the needs of others above our own needs are key to getting the best team decisions • The most effective project teams have a very high level of human dignity where all members are valued and respected • You are now ready to work with your mentor and undertake the management of a Fast Track or Low Complexity project • Contact the PMO for any assistance you require I Wish You All Good Luck!!!

  28. PMIT Advanced Concepts Questions/Discussion Project Management Office tsppmo@vcu.edu

More Related