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60 Minutes

to
Better Project Management

Daniel Kent, PMP


Northern California OAUG Training Day
March 7, 2005
About The Presenter

Oracle Applications Since 1988


Financials Focus
Technical, Functional
Project Manager
PMI Certified
Member: NorCal OAUG, OAUG, PMI
Objective
To provide you with tools
and techniques for
managing projects of
varying size without
adding unnecessary
overhead.
Agenda
Importance of Project Management
Key Planning Documents
Scope and Risk Management
Communications Management
Protecting Your PM Knowledge Base
Toolkit Summary
Questions and Answers
The Importance of Project
Management
Good fortune brings in some
boats that are not steered. Only
direction can bring in the fleet.
-- William Shakespeare
Why We Need Improvement

Only 28% of Projects Succeed!


Common Reasons for Failure
Unrealistic Time Frames
Scope Creep
Changing Deliverables
Scope Hard to Define
Poor Communication

Source: Rita Mulcahy, PMP, RMC Project Management


How Can We Prevent Failure?
Failure Factor Threat Tools to Reduce Threat
Unrealistic Time Frames WBS, Network Diagram
Scope Creep Project Charter, WBS
Changing Deliverables Project Charter, Triple
Constraint Analysis
Scope Hard to Define Project Charter, WBS
Poor Communication Communication Plan

Source: Rita Mulcahy, PMP, RMC Project Management


Project Management Processes
Project Management Processes

100

Level of
50
Activity

0
Initiating Planning Executing Controlling Closing
Time

Source: PMBOK 2000, PMI


Key Planning Documents
If You Fail to Plan,
You Plan to Fail!
Project Charter

Defines and Authorizes the Project


Identifies the Project Manager
States the Project Objectives
Reinforces the Business Case
Product Description/Deliverables
One Page Maximum!
Sample Project Charter

Source: Rita Mulcahy, PMP, RMC Project Management


Work Breakdown Structure

Graphical Representation of Scope


Useful Visual Tool for Stakeholders
Easy to Create (Visio or Org Chart SW)
Excellent Planning and Scope Tool
Start With Post-Its and a Whiteboard
Sample WBS
Kitchen Remodel

Planning Demolition Rough-In Finish

Obtain Blueprints Disconnect Utilites Wiring Cabinets

Building Permits Tear Down Plumbing Flooring

Select Appliances Haul Away Debris Framing/Walls Counters

Order Materials City Inspection Appliances

Reference: PMBOK 2000, PMI


Responsibility Assignment Matrix

Mapping of Roles and Responsibilities


Excellent Resource Planning Tool
Types of Roles
Responsible (R)
Approve (A)
Contribute/Consult (C)
Informed (I)
Sample RAM
General
Architect Client Laborer
Contractor

Planning R I A
Demolition R I C
Rough In R I C
Finish R A

Reference: Delivering Project Excellence with the Statement of Work Michael G.Martin, PMP
Milestone Charts

Key Events with Dates


Strong Visual Aid Status Meetings
Excellent Communication Tool
Management, Customers, Vendors,
Easily Developed Using Visio
MS Project Visio Integration
Sample Milestone Chart
Scope and Risk Management
How does a project get to be
a year behind schedule?
One day at a time!
-- Anonymous
The Triple Constraint

Cost Time

Scope
Source: Delivering Project Excellence with the Statement of Work Michael G.Martin, PMP
Scope Management

Most Challenging PM Aspect


Changes in Scope Usually Increase Risk!
Establish a Change Control Process
Require Change Request Forms
Perform a Thorough Impact Analysis
Maintain a Change Control Log
Sample Change Control Form

Source: Delivering Project Excellence with the Statement of Work Michael G.Martin, PMP
Risk Management

All Projects Encompass Risk


Risk Response Planning
Avoid, Transfer, Mitigate, Accept
Assign Risk Owners
Determine Risk Response Before Risk
Trigger Occurs
Most Important Weekly Agenda Item
Issues, Risks, and Key Decisions

Maintain a Consolidated List (Excel)


Each Item Uniquely Numbered (1..N)
Ranked By Severity (Low, Med, High)
Centrally Maintained by One Person!
Distribute With Weekly Status Report
Key Document for Project Archives
Sample I/R/KD Log
Communications Planning
Project Managers Spend
90% of Their Time
Communicating
-- PMI
Weekly Status Report

1- 2 Page Maximum Length


Bullet Points - Make it Easy to Read!
Accomplishments from Previous Week
Top 10 List for the Coming Week
E-Mail 24 Hours Prior to Status Meeting
Attach Issues/Risks/Key Decisions Log
Status Meetings

60 Minute Time Limit


Publish Agenda 24 Hours Prior
Phone Conference/Web Instructions
Maintain Same Conference ID if Possible
Base Information on Status Report
Keep it Visual and Interesting!
PowerPoint
Steering Committee Meetings

Every Two Weeks or As Necessary


Schedule in Advance
Top Stakeholders / Key Decision Makers
Working Session Not Status
Document any Decisions in I/R/KD Log
Protecting the Knowledge!
Help Strengthen Your Firms
Project Management
Skills!
Lessons Learned

Document Key Lessons from Project


Involve the Entire Team
The Good, The Bad, and The Ugly!
Collect During Project Close-Out
Include in Project Archives
Useful for Future Projects
Project Archives

Central Repository - Project Deliverables


Enhances Your PM Knowledge Base
Online is Preferable to Paper
Scan paper documents if possible
Intranet, Common Network Drive,
Document Mgt, Outlook Public Folder,
Central Location, Secure and Backed-Up!
Toolkit Summary
Keep These Tools
Handy and Use
Them When
Appropriate
Tools for Every PM Process
Initiate Plan Execute Control Close
Charter X
WBS X X
I/R/KD X X X X X
Detailed
X X X
Plan
Milestone
X X X
Plans
Tools for Every PM Process
Initiate Plan Execute Control Close
RAM X
Change
X X X
Request
Status
X X X X X
Report
Lessons
X
Learned
Archives X X X X X
Resources

Project Management Institute (PMI)


www.pmi.org
Delivering Project Excellence with the Scope of
Work, Michael G. Martin, PMP
PMBOK 2000, PMI
PMP Exam Prep, Rita Mulcahey, PMP
RMC Project Management
www.rmcproject.com
Questions and Answers