Today we are often expected to simultaneously work on multiple tasks independently and as a member of a team. This requires project management skills that are often not taught in a classroom. This session unpacks the bare bones of project management that support the planning, implementation, and conclusion of projects regardless of its size, discipline, or importance.

1. Managing Projects
Bonner Congress 2018
Stetson University

2. Managing Projects
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Education & Reflection Direct Client Service Service Leadership Capacity-Building / Social Action Senior Presentation of Learning
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EXPLORING
IDENTITY
AND PLACE
MOVING
FROM
SERVICE TO
SOLUTIONS
LEADING
GROUPS
KNOWING
YOUR ISSUE
MANAGING
PROJECTS
BUILDING
CAPACITY
AND
ORGANIZAT
IONS
PREPARING
FOR
CIVICALLY
ENGAGED
LIVES
LEAVING A
LEGACY
First Year Second Year Third Year Fourth Year

3. How it Works: Perception
What is supposed to happen…
☺

4. Work-a-rounds … Rework … Inspection … Delays …
☺
How it Works: Reality
What really happens....

5. Planning: Why Bother?
Things go wrong - plans fail.
Nothing turns out as we expect.
Fate makes sport of our best intentions.
If you want to make God laugh, tell him your
plans.
No-Man’s Land, Scott Huler
Preparing ≠ Planning

6. The Project Manager’s Knowledge Areas
Procurement
Risk
Communication
Resources
Schedule
Cost
Quality
Stakeholders
Scope
Integration

7. Managing Projects: 9 Steps
1 2 3
4 5 6
987
Project Charter (Why?) Stakeholders (Who?) Requirements (What?)
Work Breakdown
Structure (How?)
Risk & Issues (What if?) Schedule & Budget
(How long & much?)
Execution Monitoring &
Controlling
Closing

8. Executing
Were are the
Deliverables?
9 Questions
Controlling
Are we there yet?
Closing
How did we do?
Planning
Initiating
Why?
When &
How Much?
What if?
How?
What?
Who?
↻
↻

9. 9 Questions
Executing
Project
Deliverables
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻
Executing
Were are the
Deliverables?
Controlling
Are we there yet?
Closing
How did we do?
Planning
Initiating
Why?
When &
How Much?
What if?
How?
What?
Who?
➔ 9 Steps

10. Executing
Project
Deliverables
Step 1: Initiating
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

11. Step 1: The Project Goal
Project Charter
1. WHO is paying for this Project?
2. HOW will they get the investment back?
3. WHEN will they get the investment back?
Team Charter
1. Is the goal CLEAR to each team member?
2. Is the team CAPABLE of achieving the goal?
3. Is COMPENSATION fair for each team member?

12. Project Charter: Contents
Major charter components include:
• Project purpose
• Measurable project objectives
• Success criteria
• Project justification
• Project manager’s authority
Adapted from PMBOK® Guide

13. Our Project Goal
•Project: Citizen Action Project-
Biking and Pedestrian Pathways
•Goal: Phase I (Feasibility Study)
— Identify the monetary resources
and public/private interest for
implementing the bike and
pedestrian pathways in Athens
town, Concord's campus, along
with other Mercer County areas.

14. Our Project Goal
Project Charter
1. WHO is paying for our Project?
2. HOW will they get the investment back?
3. WHEN will they get the investment back?
Team Charter
1. Is the goal CLEAR to each team member?
2. Is the team CAPABLE of achieving the goal?
3. Is COMPENSATION fair for each team member?

15. Executing
Project
Deliverables
Step 2: Analyze Stakeholders
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

16. Step 2: Analyze Stakeholders
A Stakeholder is anyone
who is:
•Impacted by activities or
results of a project
•Interested in the project
progress, output or
outcome.
•In a position to Influence
(power), support or resist
the outcome
Failure to address stakeholder issues
often leads to project “failure”!

17. Our Stakeholders
• Service Learning Faculty: teaches or encourages students
to combine learning goals and community service in ways
that can enhance both student growth and strengthen the
community.
• College Students: students who might support the project.
• Residents: anyone that resides in the town/area.
• Local Businesses: a company providing goods or services in
the town/area.
• Local Government: any administrator/department that works
in public office and representatives elected by those who live
in the town/area.
• Donors: public or private funders that could donate to the
project.

18. Stakeholder Analysis
Service
Learning
Faculty
Local
Government
Donors Residents
College
Students
Local
Businesses

19. Executing
Project
Deliverables
Step 3: Analyze Requirements
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

20. Step 3: Analyze Requirements
Business
Outcomes
Functional
“Product”
Requirements
Procedures
“Project”
Scope
Statement
Client Driven
Project Team Driven
Seen
Unseen
Two Types of Project Scope
Expectations
Desires
Hopes
Needs
Wants
Likes
Process
Services
Products
Project
Deliverables

21. Our Stakeholder Requirements
• Lights on the trail: to encourage evening use
• Bike Sharing: program to have trail users share bikes.
• Grant proposal: proposal that shows budgetary
requirements and requests monetary assistance in the
form of a grant for the project.
• Input (voice be heard): avenues for those residing in
the area to share their thoughts on the proposed project.
• Citizen endorsement (vote or petition): any form or
indication of choice by residents to approve the project.
• Pitstop: Restrooms and water fountains

22. Our Stakeholder Requirements
• Sponsorship opportunity: working together with public or
private organizations to conduct and share the
positive( financial) outcomes of the project.
• Economic impact: an analysis that examines the effect of the
project on the economy in the town/area. It usually measures
changes in business revenue, business profits, personal
wages, and/or jobs.
• Cost effective plan: a form of economic analysis that
compares the relative costs and outcomes of the project.
• Recognition (Rewards): faculty being distinguished for
service learning initiatives.
• Credit/Stipend: any academic or financial acknowledgement
for students as part of their involvement with the project.

23. Characteristics of Project Objectives
S M A R T
Specific: Explicit, clear, understandable (e.g.,
written from a business
perspective)
Measurable: Quantifiable (e.g., typically making
reference to business metrics,
quantity, quality, cost, or time)
Attainable: Reachable, within capabilities
Realistic: Relevant, right approach
Time-bound: Specific time period

24. Prioritizing Project Requirements
MoSCoW
Must: Necessary to achieve the project
objective(s)
Should: Strongly desirable for project
output and outcome.
Could: A ‘Nice to Have’ if time and cost
permit
Won’t: An outright ‘No’

25. Requirements Analysis
Lights
Pitstop
Bike
Sharing
Engage
Students
Faculty
Recognition
& Rewards
Sponsorship
opportunity
Resident
Input
Citizen
endorsement
Cost
Effective
Plan
Student
Credit or
Stipend
Grant
proposal
Economic
impact

26. Executing
Project
Deliverables
Step 4: Work Breakdown Structure
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

27. Step 4: Work Breakdown Structure
…a deliverable-oriented,
hierarchical decomposition
of the work…
NounVerb +
Work Packet

28. Our Work Requirements
1) Study Economic impact
2) Create GIS map
3) Conduct Petition
4) Survey Citizens
5) Hold Public forum(s)
6) Research faculty
recognitions
7) Analyze grants
guidelines
8) Identify funding
sources
9) Analyze Bike Sharing
cost
10) Survey Local
Businesses
11) Develop Student
recruiting plan
12) Study Pathway Cost
Options
13) Write Work-study job
description
14) Find Funding for CBR
research

29. Our Work Breakdown Structure
Create GIS
Map
Study Economic
impact
Conduct
Petition
Hold Public
forum(s)
Research faculty
recognitions
Analyze grants
guidelines
Identify funding
sources
Analyze Bike
sharing cost
Survey Local
businesses
Develop Student
recruiting plan
Study Pathway
cost options
Write Work-
study job
description
Find Funds for
CBR research

30. Executing
Project
Deliverables
Step 5: Analyze & Manage Risks
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

31. Predictions Environmental Change
AssumptionsComplexity
Tools Methods
Why is there Uncertainty?
We can’t fully predict the future
Risk

32. Step 5: Analyze & Manage Risks
Probability ImpactX

33. Our Project Risks
• Citizen surveys not
feasible (due to
cost)
• Low business
interest
• Low citizen interest
• No Federal Work
Study funding
• No pathway
funding
• No private
foundations
funding
• No reasonable
route
• No relevant CBR
courses/faculty
• No zoning
approval

34. Our Work Requirements
1) Study Economic impact
2) Create GIS map
3) Conduct Petition
4) Survey Citizens
5) Hold Public forum(s)
6) Research faculty
recognitions
7) Analyze grants
guidelines
8) Identify funding
sources
9) Analyze Bike Sharing
cost
10) Survey Local
Businesses
11) Develop Student
recruiting plan
12) Study Pathway Cost
Options
13) Write Work-study job
description
14) Find Funding for CBR
research

35. Our Risk AnalysisProbability
Impact on Objectives
Low High
MediumHigh
High/High
Medium/High
High/Medium
Low
Medium
No reasonable
route
No relevant
CBR course
No Work-
Study funding
No private
funding
Low business
interest
Low citizen
turnout
No zoning
approval
No pathway
funding
Citizen surveys
not feasible

36. Scorecard
Max Score Your Score
Project Management
Quiz
10
9 Step Cards in Order 9
Stakeholder Analysis 6
Requirements Analysis 13
Risk Analysis 9
TOTAL 47

37. Executing
Project
Deliverables
Step 6: Schedule & Budget
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

38. Step 6: Schedule & Budget

39. Executing
Project
Deliverables
Step 7: Executing the Project
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

40. High/HighHigh/Medium
Step 7: Executing the Project

41. High/HighHigh/Medium
Step 7: Executing the Project

42. High/HighHigh/Medium
Step 7: Executing the Project

43. Executing
Project
Deliverables
Step 8: Controlling the Project
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

44. High/HighHigh/Medium
Step 8: Controlling the Project

45. Executing
Project
Deliverables
Step 9: Closing the Project
Controlling
Project Reports
Closing
Lessons Learned
Planning
Project Plan
Initiating
Project Charter
Develop
Schedule &
Budget
Analyze Risks
Create WBS
Analyze
Requirements
Analyze
Stakeholders
↻
↻

46. High/HighHigh/Medium
What did we do well?
What did we do poorly?
What did we learn?
Step 9: Closing the Project