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Iccke pm slides Presentation Transcript

  • 1. ICCKE Project Management Workshop Content Preview www.iccke.org
  • 2. What is this Slide Preview About? When you are considering investing your time and resources to build on your career and professional development, it is important to know what you can expect. The Project Status Summary Report Template and Guideline document was a preview about how theory is made practically usable. This preview shows you the approach adopted in our workshops to help you easily relate to your work. Project Pre-Flight www.iccke.org
  • 3. Understanding the Project Lifecycle Can we execute this project? Are we on target with respect to deliverables? How are we going to execute this project? Preplan Planning Execution Sign-off Optimization & Control Is the project progressing as Have we met client planned? expectations? Project Pre-Flight www.iccke.org
  • 4. Project Pre-Planning • In this phase, we will learn what you need to do before undertaking detailed planning activities. From a project perspective, the pre-planning phase ensures the readiness of the project team to effectively plan the project for a successful outcome. Project Pre-Flight www.iccke.org
  • 5. Initiating the Project Prepare initial Identify a Project Charter Gain Project that Stakeholder delivers value* endorsement Revise Charter and gain final approval Prepare Project Feasibility Report * Projectsare conceptualized based on opportunities, resource availability and the objective or vision to be attained Project Pre-Flight www.iccke.org
  • 6. Activities Involved in Preplanning stage • Selecting the right project for the right reasons ~ Project Feasibility Analysis / Business Case • Identifying who is involved and how ~ Stakeholder Analysis • Defining project boundaries in terms of time, resources and success metrics ~ Initial Project Scope Statement • Articulating the project ~ Project Statement / Charter Project Pre-Flight www.iccke.org
  • 7. Things you can do to get started • Align project with organizational strategy to build the business case for the project • Review previous project documentation on similar projects to define project better • Interview domain experts and people experienced in similar project undertakings to identify best practices • Review publicly available information on project’s chances of failure and identify risk profile • Identify tools and techniques to aid execution and optimization of resources and processes Project Pre-Flight www.iccke.org
  • 8. Addressing Project Cornerstones in Pre-Planning Scope Scope What are we trying to achieve? Time Time What is the time frame we are looking at? Cost Cost What is the budget available? Quality Quality What is the desired product/service integrity? Resources Resources What are the resources available? Risk Risk What is the risk involved? Communication Communication How can we collaborate on this project? Project Pre-Flight www.iccke.org
  • 9. Preplanning – What are we working towards Scope Scope Initial Scope Definition, Legal Feasibility Time Time Schedule Feasibility Analysis Cost Cost Cost Benefit Analysis Quality Quality Broad Quality Assurance Strategy Resources Resources Technical Feasibility, Stakeholder Analysis Risk Risk Feasibility Study, Risk Identification Communication Communication Initial Charter, Project Proposal, Business Case Project Pre-Flight www.iccke.org
  • 10. Addressing Communication in Pre-Flight • This section presents how communication needs are treated in the pre-flight phase of the project Scope Quality Cost Communication Communication Resources Time Risk Project Pre-Flight www.iccke.org
  • 11. Importance of Communication • Over 80% of effective project management time is spent on project related communications • Project Management boils down to two factors ~ people and communication • Poor communication, lack of feedback and review have often been cited as leading factors of project failure Project Pre-Flight www.iccke.org
  • 12. How people communicate Formal & Informal interactions, meetings, contacts Collaboration teams, Process Documents, Reports, Clients, Partners, Supplier Schedules, Intranet, Search, FAQ, Customers Forms, Simulation / Video Web Collaboration tools, audio-visual aids, telecommunication, email, software tools, calendar Project Pre-Flight www.iccke.org
  • 13. Designing a Communication Strategy Information Stakeholders & providers To Team W whom Members t ho ha W Information to Communication be Strategy communicated Preciseness s Frequency Format Ho es How w Ass adopted often Project Pre-Flight www.iccke.org
  • 14. Communication Strategy and Plan Communication strategy is Typical Communications Plan designed considering the 1. Organization following factors: 2. Organization Chart 3. Communications Outline • Who are the team members? 4. Requirements 5. Performance Reporting • What are their roles and 5.1. Periodic 5.1.1. Format responsibilities? 5.1.2. Frequency • Who else needs 5.1.3. Level of Detail 5.2. Situational/Special communication about the Reports project? 5.2.1. Emergencies 5.2.2. Authorizations • How frequently is it needed? 6. Methods 7. Security Requirements • In what format is it needed? Project Pre-Flight www.iccke.org
  • 15. Project Documents created during Preplanning • Stakeholder Analysis Report • Initial Project Scope Statement • Project Feasibility Study • Project Proposal • Project Charter Project Pre-Flight www.iccke.org
  • 16. Knowing about Stakeholders • Stakeholder: Individuals and organizations who have a vested interest in the project, and whose outcome affects them directly • Stakeholders can be both external and internal to the project • Stakeholder Analysis Report is a document that analyzes ‘project stakeholder’ roles, interest, contribution and influence • Stakeholder Analysis is also used to plan organizational and communication strategies • Stakeholder Management Plan is drafted to address the needs of stakeholders and align them with project success factors Project Pre-Flight www.iccke.org
  • 17. Activity: Stakeholder Analysis Sample Stakeholder Analysis Worksheet Project Stakeholder Stakeholder Stakeholder Stakeholder Detail Role Interest Level Influence Level Detail 1 Acme Inc Participant Process Negative Detail 2 X Corp Financier Outcome Positive …… …… …… …… …… Shell changed its maxim from ‘decide, announce and defend’ to ‘dialogue, decide and deliver’ reflecting the importance of stakeholder influence and impact on projects Project Pre-Flight www.iccke.org
  • 18. Addressing Project Scope in Preplanning • This section presents how project scope is treated in the pre-planning phase of the project Scope Scope Quality Cost Communication Resources Time Risk Project Pre-Flight www.iccke.org
  • 19. Project Reality Bites Project started in 1995 to replace Colorado’s welfare software used by 64 counties at an estimated cost of $199 million dollars. In August 2004 eighty four workarounds were reported for the system – one 300 pages long. The life of the system was meant to be only eight years At a cost of $200 million and after nearly a decade in development, the computer system left thousands without basic services such as medical care and food stamps when it went into service Sept.1, 2004. Project Pre-Flight www.iccke.org
  • 20. What went Wrong? • Time Overrun ~ Project completion duration exceeded intended project lifespan • Cost Overrun ~ Final cost exceeded $200 million to fix the system and correct all errors • Product Failure ~ The computer system left thousands without basic services when it went into service Project Pre-Flight www.iccke.org
  • 21. John Speaks One of my challenges as a project manager is defining what the project would deliver and how. I begin by trying to identify the actual need that is to be met by the proposed project. I do this by interacting with the stakeholders and other key people involved. We agree on the desired project deliverables which will satisfy the need and document it. This helps me justify changes proposed during the course of the project as falling within the scope of what was agreed or not. I proceed to identify resources, attach costs, and place systems to measure the progress and performance of the project. Project Pre-Flight www.iccke.org
  • 22. Importance of Scope Management • Poor scope definition is recognized by industry practitioners as one of the leading causes of project failure, and adversely affecting projects in the primary areas of: • cost • schedule • quality • operational activities • market value / opportunities Project Pre-Flight www.iccke.org
  • 23. Project Scope • "Scope" defines the expected work effort and results for a given project • Initial Scope Statement must convey at a broad level what the project is trying to achieve • A final scope statement must be documented and accepted before the project begins • Project scope must be monitored as the project progresses to ensure that all changes are managed Project Pre-Flight www.iccke.org
  • 24. Project Scoping helps in… • Providing a clear statement of project deliverables • Identifying the tasks and activities to be carried out • Understanding and planning project resources • Assigning responsibilities to the project team • Providing a baseline for raising project funds • Laying a foundation for future project decisions – (e.g. such as planning cost, schedule, resources, project control and performance measurement) www.iccke.org
  • 25. Sound Bytes “I learned these lessons 30 years ago… just about all the repeated lessons reduce down to just one primary lesson: Project scope drives project cost and schedule.” Scott Cameron, Global Capital Systems Manager for the Food & Beverage Global Business Unit of Procter & Gamble Project Pre-Flight www.iccke.org
  • 26. For more information… You can reach me, Mario Louis at mario.louis@iccke.org to know how you can participate in our workshops Visit our workshop website at www.iccke.org/workshop/microsite/index.php Project Pre-Flight www.iccke.org