Dragan Milosevic, Portland State University, “Delivering Projects: What the Winners Do,” PMI Conference Proceedings, November 2001
Why the Improvements in IT Project Success Rates? "The reasons for the increase in successful projects vary. First, the average cost of a project has been more than cut in half. Better tools have been created to monitor and control progress and better skilled project managers with better management processes are being used. The fact that there are processes is significant in itself .” The Standish Group, "CHAOS 2001: A Recipe for Success" (2001)
Information Technology Project Management, Third Edition, includes
34 templates used in the book
information for accessing 333 free templates from other sources
You can access all of these template files for free from www.kathyschwalbe.com
You can also access templates at the companion Web site for the text at www.course.com/mis/schwalbe
Sample Templates for Initiating Projects (in text)
Weighted Decision Matrix
Sample Templates for Planning Projects (in text)
Statement of Work
Request for Proposal
Software Project Management Plan
Work Breakdown Structure
Project Cost Estimate Overview
Quality Assurance Plan
Project Organizational Chart
Responsibility Assignment Matrix
Stakeholder Analysis for Project Communications
Note: Other templates available in the text and on www.kathyschwalbe.com
Now to Bill…
Thanks for the great work your team did!
Background on Project
Done as part of IE5541, Project Management, course
Counted for 25 % or grade
Project idea suggested by professor (Kathy)
Four students volunteered, all working adults taking the course virtually
“Tempting Templates” Project Objectives
Search for project management templates from the Internet and/or literature
Provide an organized list of templates grouped by web site, process group, and knowledge area
Provide a qualitative evaluation of web sites
Provide recommendations for the list of templates to be included in the appendix of Schwalbe’s text
Research Activities Three Phase Approach
Search for Web Sites
Team members assigned different search engines
Obtain a list of web sites that provide (free) project management templates
Organize the list by number and cost of templates found
Gather Template Information
Team members assigned different web sites
Collect detailed information on each free template
Organize the list of templates by web site, process group and knowledge area
Adjust the plan to meet sponsor’s needs
Present results and receive feedback from sponsor
Adjust the plan to meet sponsor’s needs
Team Member’s Photos
Summary of Results
The team found 333 free templates and organized them by process group and knowledge area
We set initial guidelines for each team member to start the Internet search, then quickly recorded information on each “hit”
Prioritized and ranked sites based on number of total and unique templates
We evaluated many sites and came up with a “top ten” list
Template Distribution by Process Group and Knowledge Area 333 5 50 73 17 30 18 18 70 52 Total 0 1 4 Procurement 12 38 Risk 15 106 37 140 35 Total 15 35 11 12 Communications 4 13 Human Resources 5 14 11 Quality 4 14 Cost 8 10 Time 12 23 35 Scope 30 7 15 Integration Closing Controlling Executing Planning Initiating Project Process Groups Knowledge Area
Number of Templates Found by Knowledge Area
Percentage of Templates Found by Process Group
Students’ Top Ten Free Template Sites U.S. Defense Logistics Agency: http://www.dsioj.dla.mil/spi/template/pm-tmp.htm 8 Complete details are available from the Tempting Templates web site: http://webpages.charter.net/hafox/pm/docs/TemptingTemplatesPreliminaryReport.htm State of Texas Department of Information Resources: http://www.dir.state.tx.us/eod/qa/template.htm 14 ProjectWare: http://www.projectware.com.au/pw030.html 19 Method 123: http://www.method123.com 12 University of Waterloo Information Systems & Technology: http://ist.uwaterloo.ca/projects/templates.html 52 U.S. Department of Energy: http://cio.doe.gov/ITReform/sqse/pm_main.htm 28 Tasmanian State Government: http://www.projectmanagement.tas.gov.au/index.htm 12 New York State Office for Technology: http://www.oft.state.ny.us/pmmp/templates/index.htm 23 Minnesota Office of Technology: http://www.state.mn.us/cgi-bin/portal/mn/jsp/content.do?subchannel=-536879888&id=-8484&agency=OT 28 Michigan Department of Information Technology: http://www.michigan.gov/dit/0,1607,7-139-7321_18457-45013--,00.html 22 Resource Name and URL Number of Free Templates
Project success as defined in our scope statement:
“ The project will be deemed successful if the project is completed by 4/29/03, the PM Template Report is delivered to Kathy Schwalbe and some of the report content is included in the 3rd edition of her book.”
“ I think your team did a great job on the project. The results of your research will be used by a lot of people. My reviewers really liked the new appendix with the templates.”
Objectives were attained, the project was a success!
Student Project Milestones 4/1/03 Present Status Report 2 3/26/03 Present mid-project sponsor status report 2/18/03 Present Status Report 1 5/6/03 Present final project 4/15/03 Class Presentation - Remote Teamwork 4/14/03 Final Version of Report Delivered to Author 3/24/03 First Version of Report Delivered to Author 2/14/03 Charter Signed 2/11/03 Kickoff meeting Date Task_Name Status
Project Management Tools
Used for Time, Cost, Scope, Human Resource management
Very helpful tool. Allowed us to be effective team members. Has more functionality than required for a project of this size
Web page, E-mail, Instant Messenger, Teleconferencing
Effective communication tools for our virtual team
Used several templates provided in class (charter, scope statement, etc.)
Earned Value Analysis (chart on next page)
Saved project baseline at beginning of project.
Assumed $30/hour labor rate for all team members.
Earned value chart shows us on-time and slightly over-budget.
Our mid-semester review showed us going over-budget. We adjusted by refining the original project scope and by using free slack built into the original schedule.
What Went Right?
Spent a lot of time in the planning phase
Spent time, as a team, with the sponsor clarifying the charter
Productive team working sessions to create an effective WBS
Tasks balanced among team members. Tasks matched to team members with appropriate skills.
Very high levels of ownership and schedule integrity
The work was meaningful. Project topic applied directly to the course content
Schedule was able to accommodate a mid-course redirection in activities
What Went Wrong?
Communicating with each other was sometimes difficult because we couldn’t easily find a common meeting time/place
The amount of work was underestimated
What Did the Team Learn?
We learned a lot about project management and templates
Gained appreciation of the wide use of project management techniques in various industries
Gained experience how to do a general web research project
Learned about advanced features of MS Project
HTML output, reports
Learned about virtual teams from both the project team and the content report
Project Web Site Note: You can link to this site from www.kathyschwalbe.com
Project Gantt Chart
Quote from Kathy’s Book
In the spring of 2003, four students in a project management course at the University of Minnesota did a group project to help find and evaluate templates. Bill Hunt was the project manager, and his team members included Heather Fox, Kinwai Chan, and Roy Musselman. All four students took the class in a virtual environment. I was the sponsor for the project and their instructor for the course, which met one night a week from mid-January through early May.
In their preliminary project report, one of the first product-related deliverables for the project, the students reported finding 54 unique Web sites that offered project management templates. Thirty-five of these sites offered free templates with no required registration or membership, 11 sites required a registration or free membership to access the templates, and 18 sites required a fee for either membership or for direct purchase of the templates. The students used several different search engines and entered key words like "free project management templates" and similar variations.
Table D-2 provides a count of the templates the students found by knowledge area and process group. Note that the students found 333 templates…
Kathy’s Observations on Templates
In early 2003 I added templates to my Web site for project proposals, team contracts, and scope statements, and the quality of student assignments/projects improved tremendously
People like to have more guidance on expectations and formats for various project documents, and they want the actual files to make their jobs easier
Be sure the templates are useful and not just bureaucratic paperwork
For example, scope statements should describe project success criteria. Track that info in the status and final project reports
Check Out the Free Templates!
Go to www.kathyschwalbe.com and download the free template files from her third edition (created in Word, Excel, Project, and PowerPoint) and access the sites that Bill’s team found
If you’d like to add more, contact Kathy at email@example.com