Project Management
Learning Objectives


•   Defining project management
•   The importance of project management
•   The role of the project...
Professional and conscientious
project management is critical to a
       successful outcome!
Learning Objectives

Defining project management
•   The importance of project management
•   The role of the project man...
What is a Project?

A temporary and one-time endeavor
undertaken to create a unique product or
service, which brings about...
Project Management 101


The very first thing you learn in project
management is..

that the focus of a Project Manager is...
PM Triple Constraints


• Time

• Cost

• Scope
            Manage these or they will
                 manage you!
Defining Project
           Management
• The application of knowledge, skills, tools
  and techniques to project activitie...
Learning Objectives

 Defining project management?
The importance of project management
•   The role of the project mana...
Why IT Projects Fail
Why IT Projects Fail

• Weak business case

• Lack of senior management
  commitment

• Inadequate project planning
   (bu...
Why IT Projects Fail (cont’d)

• Absence of user involvement

• New or unfamiliar technology

• Lack of defined, clear,
  ...
Why IT Projects Succeed
Why IT Projects Succeed


1. Sound project management
   processes

2. Project tied to the organization’s
   business goal...
Why IT Projects Succeed

4. Good change management

5. Detailed requirements

6. Realistic schedule

7. Good stakeholder r...
Why IT Projects Succeed


8. Empowered project manager
9. Skilled and appropriate team
   members with defined roles and
 ...
What makes this all work?




A good, solid professional project
             manager
Learning Objectives

 Defining project management
 The importance of project management
The role of the project manager...
EMPOWERMENT
Project Management Skills

• Program area knowledge, standards,
  and regulations

• Understand the project environment
Project Management Skills

• General management skills
  (budgeting, scheduling)

• Communication skills

• Interpersonal ...
The project manager makes
       things happen!
Learning Objectives

 Defining project management?
 The importance of project management
 The role of the project manag...
Keys to Successful
     Projects

         or

      …Duh?!?

 Things you already
know but let’s review
      anyway
PLAN
PLAN
• Identify all stakeholders up front!
• Develop the project plan before
  starting the project

•Establish communicat...
PLAN
•Define your requirements in detail

•Establish a speedy conflict resolution
 process

•Make contingency plans

•Plan...
LEAD
LEAD

•Ensure strong, committed management
 support
•Connect the business goals to the IT
 project
•Assign an experienced ...
LEAD

•Establish clearly defined directions


•Be proactive


•Give IT and program a seat at the table
LEAD

•Set clear performance expectations

•Ask for technical assistance

•Do not start roll-out until pilot is complete!
COMMUNICATE
Communicate
•Communicate objectives frequently


•Recognize different perspectives


•Check assumptions frequently
Communicate
•Manage expectations

•Share success and broadcast
 achievements

•Invite feedback
MANAGE
Manage
•Ensure the system design reflects
 sound planning

•Hold the reins on irrational exuberance!
(Ensure the system de...
Manage
•Train all staff in a timely fashion

•Make extensive testing a priority!

•Make the most of pilot testing!
A good project team can
be the key to a successful
         project!
Think Big, Think Fast, Think Ahead
Learning Objectives

 Defining project management
 The importance of project management
 Defining the role of the proje...
Manage the Contractor

Enforce the terms of the contract and meet the
           requirements of the RFP
Manage the Contractor

•   Don’t “marry” the contractor
•   Trust but question
•   Their bottom line is the bottom line
• ...
Provide Performance
             Feedback
• Build performance reviews into the
  contract
• Be clear and specific
• Be tim...
Learning Objectives

 What is project management?
 Why is it important?
 The role of the project manager
 Keys to succ...
Manage the Project


        Successful project
  management is delivering a
 quality product that meets the
customer’s re...
PM Triple Constraints

• Time

• Cost

• Scope
              Manage these or they will
                  manage you!
Project Management Potholes
Project Management
                      Potholes


   Giving away the farm

Giving the contractor or developer too
     m...
Project Management
               Potholes



Being a Sugar Daddy

 Not managing scope creep
Beware of scope creep
But what is it?
• Gradual, progressive increase in the
  project’s scope that is not noticed
  immediately




• Occurs when additional re...
Ask these questions!


• Is it a must?
• Can the customer/user do the job without it?
• Does it contribute to the viabilit...
Keeping Control of the Budget
Budget/Cost Management


• Monitor project spending
• When a variance occurs,
  determine the cause
• Change the execution...
Project Management
                    Potholes



 Buying a car without
checking under the hood

Focusing on the system f...
Focus on the entire project

Report?
What report?
What is a report?



Documentation….duh…
Project Management
              Reporting

• Establish reporting requirements upfront

• Include the good, the bad, and t...
Project Management
                 Potholes



You snooze, you lose

Not obtaining prior approval
Not Obtaining Federal Prior Approval

   May cost the State funding that
    may have been approved if
       submitted in...
Submit APDUs Timely!

• Annuals are due within 90 days of the
  anniversary of the approval date

• As Needed are due as s...
Summary


Defined project management
Importance of project management
Role of the project manager
Keys to successful p...
Project Management Resources


• Project Management Institute – home of the Project
  Management Body of Knowledge (PMBOK)...
An engraved invitation from FNS Handbook 901
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PM Related Info

  1. 1. Project Management
  2. 2. Learning Objectives • Defining project management • The importance of project management • The role of the project manager • Keys to successful projects • Managing the Contractor • Managing the Project
  3. 3. Professional and conscientious project management is critical to a successful outcome!
  4. 4. Learning Objectives Defining project management • The importance of project management • The role of the project manager • Keys to a successful project • Managing the Contractor • Managing the Project
  5. 5. What is a Project? A temporary and one-time endeavor undertaken to create a unique product or service, which brings about beneficial change or added value
  6. 6. Project Management 101 The very first thing you learn in project management is.. that the focus of a Project Manager is always…
  7. 7. PM Triple Constraints • Time • Cost • Scope Manage these or they will manage you!
  8. 8. Defining Project Management • The application of knowledge, skills, tools and techniques to project activities to meet project requirements • Organizing and managing resources so the project is completed within defined scope, quality, time and cost constraints
  9. 9. Learning Objectives  Defining project management? The importance of project management • The role of the project manager • Keys to a successful project • Managing the Contractor • Managing the Project
  10. 10. Why IT Projects Fail
  11. 11. Why IT Projects Fail • Weak business case • Lack of senior management commitment • Inadequate project planning (budget, schedule, scope, etc.)
  12. 12. Why IT Projects Fail (cont’d) • Absence of user involvement • New or unfamiliar technology • Lack of defined, clear, or concise requirements
  13. 13. Why IT Projects Succeed
  14. 14. Why IT Projects Succeed 1. Sound project management processes 2. Project tied to the organization’s business goals 3. Senior management commitment
  15. 15. Why IT Projects Succeed 4. Good change management 5. Detailed requirements 6. Realistic schedule 7. Good stakeholder relationships
  16. 16. Why IT Projects Succeed 8. Empowered project manager 9. Skilled and appropriate team members with defined roles and responsibilities 10. Availability of funding
  17. 17. What makes this all work? A good, solid professional project manager
  18. 18. Learning Objectives  Defining project management  The importance of project management The role of the project manager • Keys to successful projects • Managing the Contractor • Managing the Project
  19. 19. EMPOWERMENT
  20. 20. Project Management Skills • Program area knowledge, standards, and regulations • Understand the project environment
  21. 21. Project Management Skills • General management skills (budgeting, scheduling) • Communication skills • Interpersonal skills
  22. 22. The project manager makes things happen!
  23. 23. Learning Objectives  Defining project management?  The importance of project management  The role of the project manager Keys to successful projects • Managing the Contractor • Managing the Project
  24. 24. Keys to Successful Projects or …Duh?!? Things you already know but let’s review anyway
  25. 25. PLAN
  26. 26. PLAN • Identify all stakeholders up front! • Develop the project plan before starting the project •Establish communications protocols
  27. 27. PLAN •Define your requirements in detail •Establish a speedy conflict resolution process •Make contingency plans •Plan a reasonable roll-out schedule
  28. 28. LEAD
  29. 29. LEAD •Ensure strong, committed management support •Connect the business goals to the IT project •Assign an experienced project manager
  30. 30. LEAD •Establish clearly defined directions •Be proactive •Give IT and program a seat at the table
  31. 31. LEAD •Set clear performance expectations •Ask for technical assistance •Do not start roll-out until pilot is complete!
  32. 32. COMMUNICATE
  33. 33. Communicate •Communicate objectives frequently •Recognize different perspectives •Check assumptions frequently
  34. 34. Communicate •Manage expectations •Share success and broadcast achievements •Invite feedback
  35. 35. MANAGE
  36. 36. Manage •Ensure the system design reflects sound planning •Hold the reins on irrational exuberance! (Ensure the system design reflects the system you need and can afford at this point in time)
  37. 37. Manage •Train all staff in a timely fashion •Make extensive testing a priority! •Make the most of pilot testing!
  38. 38. A good project team can be the key to a successful project!
  39. 39. Think Big, Think Fast, Think Ahead
  40. 40. Learning Objectives  Defining project management  The importance of project management  Defining the role of the project manager  Keys to a successful project Managing the Contractor • Managing the Project
  41. 41. Manage the Contractor Enforce the terms of the contract and meet the requirements of the RFP
  42. 42. Manage the Contractor • Don’t “marry” the contractor • Trust but question • Their bottom line is the bottom line • Your bottom line is a working system • Nothing is ever free • The end product is only as good as your requirements
  43. 43. Provide Performance Feedback • Build performance reviews into the contract • Be clear and specific • Be timely • The State is ultimately accountable for the project
  44. 44. Learning Objectives  What is project management?  Why is it important?  The role of the project manager  Keys to success projects  Keys to a successful projects  Managing the Contractor Managing the Project
  45. 45. Manage the Project Successful project management is delivering a quality product that meets the customer’s requirements within time, scope, and budget.
  46. 46. PM Triple Constraints • Time • Cost • Scope Manage these or they will manage you!
  47. 47. Project Management Potholes
  48. 48. Project Management Potholes Giving away the farm Giving the contractor or developer too much control, responsibility, or authority
  49. 49. Project Management Potholes Being a Sugar Daddy Not managing scope creep
  50. 50. Beware of scope creep
  51. 51. But what is it?
  52. 52. • Gradual, progressive increase in the project’s scope that is not noticed immediately • Occurs when additional requirements result in scope change and can cause cost and schedule overruns
  53. 53. Ask these questions! • Is it a must? • Can the customer/user do the job without it? • Does it contribute to the viability of the system? • Does it add value as a feature/function to the system? • Is it worth the additional cost?
  54. 54. Keeping Control of the Budget
  55. 55. Budget/Cost Management • Monitor project spending • When a variance occurs, determine the cause • Change the execution of the project, reduce scope, or submit an APDU • Prevent unapproved changes to the project
  56. 56. Project Management Potholes Buying a car without checking under the hood Focusing on the system front-end processes
  57. 57. Focus on the entire project Report? What report? What is a report? Documentation….duh…
  58. 58. Project Management Reporting • Establish reporting requirements upfront • Include the good, the bad, and the ugly • Be brief but accurate • Management really does want to know!
  59. 59. Project Management Potholes You snooze, you lose Not obtaining prior approval
  60. 60. Not Obtaining Federal Prior Approval May cost the State funding that may have been approved if submitted in advance! Retroactive Approvals
  61. 61. Submit APDUs Timely! • Annuals are due within 90 days of the anniversary of the approval date • As Needed are due as soon as the trigger condition (time, budget, scope) becomes known to the State
  62. 62. Summary Defined project management Importance of project management Role of the project manager Keys to successful projects Managing the Contractor Managing the Project
  63. 63. Project Management Resources • Project Management Institute – home of the Project Management Body of Knowledge (PMBOK) http://www.pmi.org/Pages/default.aspx • NYS Project Management Guidebook Release 2 http://www.oft.state.ny.us/pmmp/guidebook2/index.htm • FNS Handbook 901, Chapter 5 http://www.fns.usda.gov/apd/Handbook_901_2007/Chapter_5_ PM.pdf
  64. 64. An engraved invitation from FNS Handbook 901

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