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Project Management Simply Explained
 

Project Management Simply Explained

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A practical approach to Project Management described in 5 steps using simple templates. A great resource for new Project Managers as it provides examples, templates and simple steps to delivering ...

A practical approach to Project Management described in 5 steps using simple templates. A great resource for new Project Managers as it provides examples, templates and simple steps to delivering successful projects on time and on budget.

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    Project Management Simply Explained Project Management Simply Explained Presentation Transcript

    • PROJECT MANAGEMENT SIMPLY EXPLAINED © 2012, SADIQ SOMJEEThese slides are based on the Spartan Project Management book and extracted from acourse also based on the book. For more information visit www.GeoEdge.Net 1
    • EXAMPLES OF PROJECTS• Upgrade inventory collection handhelds• Design, develop and execute a marketing plan• Replace an enterprise software application Based on the Spartan Project Management book - www.GeoEdge.net 2
    • WHY DO PROJECTS FAIL?1. Cost overruns2. Unrealistic schedules3. Does not meet expectations4. Scope is not clear5. Project team is not clear on what to do6. Project is ambiguous7. PM has responsibility but not the authority8. Risks are not managed(PM – Project Manager) Based on the Spartan Project Management book - www.GeoEdge.net 3
    • 5 PROJECT STEPS TO SUCCEEDBased on the Spartan Project Management book - www.GeoEdge.net 4
    • STEP 1 STEP2 STEP 3 STEP 4 STEP 5INITIATE PLAN EXECUTE MANAGE CLOSEPROJECT INITIATION STEP 1Based on the Spartan Project Management book - www.GeoEdge.net 5
    • START WITH THE END IN MIND• Describe what the project looks like on completion• Get this END definition from the project sponsor Based on the Spartan Project Management book - www.GeoEdge.net 6
    • Discovery Period Collect information first!Based on the Spartan Project Management book - www.GeoEdge.net 7
    • DEVELOP A PROJECT CHARTERTypical contents of a project charter • Capture and agree on the end vision • Goals and objectives • Critical success factors • Develop scope • Identify risks • Baseline cost and budget • Create project management dashboardsAs Project Manager align the charter with the sponsors expectations Based on the Spartan Project Management book - www.GeoEdge.net 8
    • WHAT TO ASK THE SPONSOR? (SPONSOR = THE PERSON(S) PAYING FOR THE WORK)• What are the deliverables?• How will project success be measured?• Who are the stakeholders?• What is the budget?Now write it down so no one forgets!And do not agree to the budget and schedule until you havecompleted the plan (Step 2) Based on the Spartan Project Management book - www.GeoEdge.net 9
    • SCOPEWhat is in scope? 1. Define project boundaries 2. Sites impacted 3. Work to be doneDefining project scope helps you: 1. Make decisions on what work is valid 2. Manage cost 3. Keep focus Based on the Spartan Project Management book - www.GeoEdge.net 10
    • INITIATION SUMMARY• Develop the project charter• Define & confirm the scope (at a high level for now)• Get approval to proceed with the planning step Based on the Spartan Project Management book - www.GeoEdge.net 11
    • STEP 1 STEP2 STEP 3 STEP 4 STEP 5 INITIATE PLAN EXECUTE MANAGE CLOSE PROJECT PLANNING STEP 2Based on the Spartan Project Management book - www.GeoEdge.net 12
    • PROJECT PLAN PURPOSE1. To meet the goals and objectives by completing the defined work2. Working document to achieve an the END result by: • Measuring work progress • Monitoring work • Managing and controlling work Based on the Spartan Project Management book - www.GeoEdge.net 13
    • PROJECT PLANNING Develop: • A Project Plan (Tasks and schedule) • A Risk Management Plan • A Cost Estimate & Monitoring Tool • A Quality Management PlanBased on the Spartan Project Management book - www.GeoEdge.net 14
    • DIVIDE AND CONQUERDivide the project into phases, use the scope andproject deliverables to decompose the work intosmall units creating a Work Breakdown Structure(WBS). Based on the Spartan Project Management book - www.GeoEdge.net 15
    • For Example:First decompose the major phases or milestones: 1 Discovery Phase 2 Design & Develop Phase 3 Pilot & Test Phase 4 Implement PhaseNext decompose the phases into smaller work units Based on the Spartan Project Management book - www.GeoEdge.net 16
    • CREATE A PROJECT SCHEDULEUsing the WBS• Based on task dependencies, sequence the tasks into a schedule Based on the Spartan Project Management book - www.GeoEdge.net 17
    • Example Project ScheduleUse the WBS to develop a detailed project plan. Analyze andunderstand each work unit to estimate the task duration, effort, taskdependency, schedule and resources required. Based on the Spartan Project Management book - www.GeoEdge.net 18
    • BASELINE COST ESTIMATE Estimate costs by phase, by task to get the total cost• Develop a project cost estimate based on the available information• Identify cost checkpoints in the project to review cost assumptions• Contingency is based on project unknowns and risks Based on the Spartan Project Management book - www.GeoEdge.net 19
    • TYPES OF RISKSOther Risks : HR, Politics, Contracts, Weather, Unexpected …. Based on the Spartan Project Management book - www.GeoEdge.net 20
    • RISK REGISTER TOOL• Risks are anything that will impact the project cost, schedule, scope, quality or delivery• Identify all risks and continuously assess them• Quantity the impact as low, medium or high• Develop risk mitigation options with the team Based on the Spartan Project Management book - www.GeoEdge.net 21
    • PLAN - SUMMARY• Decompose the work into small units (WBS).• Use the WBS to develop a detailed project plan.• Develop a set of management plans• Develop a risk register• Develop a project cost• Get approval from the project sponsors on the plan, cost and risk documents prior to project execution. Based on the Spartan Project Management book - www.GeoEdge.net 22
    • STEP 1 STEP2 STEP 3 STEP 4 STEP 5 INITIATE PLAN EXECUTE MANAGE CLOSE PROJECT EXECUTION STEP 3Based on the Spartan Project Management book - www.GeoEdge.net 23
    • PROJECT EXECUTION• The PLAN has been approved by the project sponsors• You have been given authority to proceed• Work begins! Based on the Spartan Project Management book - www.GeoEdge.net 24
    • KICKOFF MEETING COMMUNICATE & CLARIFYInvite the project sponsor to say a few words to theteamThe Project Sponsor sets the tone of the project by: • Outlining the business value of the project • Communicating the organizational priority of the project • Formally introducing the project manager • Validating the project teamThe Project Manager communicates the project to the team • Communicate the project to the organization • Manage expectations by clearly describing the purpose, the team and the outcomes • Communicate the project charter (goals, objectives, scope) Based on the Spartan Project Management book - www.GeoEdge.net 25
    • GET THE PEOPLE WITH THE REQUIRED SKILLS • Required skills • Sponsor reporting • PM accountability • Team accountability • Define rolesBased on the Spartan Project Management book - www.GeoEdge.net 26
    • PROJECT EXECUTION SUMMARY• Acquire the final project team• Project kickoff and communication• Communicate the goals, objectives & scope• Manage expectations• Assign tasks• Communicate team accountability• Validate the team and the projectNow begin the work by following the project plan schedule Based on the Spartan Project Management book - www.GeoEdge.net 27
    • STEP 1 STEP2 STEP 3 STEP 4 STEP 5 INITIATE PLAN EXECUTE MANAGE CLOSEMANAGE THE PROJECT STEP 4Based on the Spartan Project Management book - www.GeoEdge.net 28
    • MANAGE1. Keep within scope • Approve new work requests • Reject requests that are out of scope2. Keep true to the Charter • Keep focused on the END vision • Remind the team of the END vision3. Manage Integration • Make sure that all the project parts fit into the whole • Coordinate work across teams Based on the Spartan Project Management book - www.GeoEdge.net 29
    • MANAGE SUMMARY• Manage using the Plan and Scope • Coordinate tasks • Follow the project schedule • Plan future work plan & actions • Monitor and manage costs against plan • Address issues and foster communication • Encourage self-accountability • Manage risks• Keep the project sponsor updated on the plan, the progress, major issues and solutions.• Brainstorm issues and solutions with your team Based on the Spartan Project Management book - www.GeoEdge.net 30
    • STEP 1 STEP2 STEP 3 STEP 4 STEP 5 INITIATE PLAN EXECUTE MANAGE CLOSETRANSITION & CLOSE THE PROJECT STEP 5 Based on the Spartan Project Management book - www.GeoEdge.net 31
    • PROJECT CLOSURE & HANDOFF• Has the End been achieved? • Have the goals and objectives met? • Has the business case been reviewed? • Do the sponsors agree?• Close the project • Transition the project to operations or next phase • Iterative process until project acceptance is achieved • Have a meeting to formally close the project • Recognize people, celebrate success and learn from the past Based on the Spartan Project Management book - www.GeoEdge.net 32
    • CLOSE & REVIEW CONTINUOUS IMPROVEMENT• Document • Lessons learned • What worked • What needs improvement • What things can we do better in the future Based on the Spartan Project Management book - www.GeoEdge.net 33
    • STEP 1 STEP2 STEP 3 STEP 4 STEP 5 INITIATE PLAN EXECUTE MANAGE CLOSE SUMMARY S P A RTA N P R O J E C T M A N A G E M E N TBased on the Spartan Project Management book - www.GeoEdge.net 34
    • 5 PROJECT STEPS - SUMMARY • Establish requirements, goals & objectivesINITIATE • Establish Critical Success Factors & business case • Get approval • Break down project into phases PLAN • Break down work (WBS) • Develop a schedule & management plans • On approval of the plan, begin workEXECUTE • Acquire project team • Distribute work • Monitor your progress against the planMANAGE • Use the project dashboards to monitor work, costs & risks • Transition to operations and close CLOSE • Have you completed the plan? Based on the Spartan Project Management • Business case of the project met? book - 35 www.GeoEdge.net
    • BENEFITS SPARTAN PROJECT MANAGEMENT1. Avoid cost overruns by managing risks and tasks2. Develop realistic schedules3. Meet expectations by using the Charter4. Clarify work using the project plan5. Actively monitor and manage risks Based on the Spartan Project Management book - www.GeoEdge.net 36
    • Sadiq Somjee is the author of The 7 Step eBook and Spartan ProjectManagement. He has worked for small companies and largecorporations where he has successfully delivered projects of allshapes and sizes.For more information visit www.GeoEdge.Net Based on the Spartan Project Management book - www.GeoEdge.net 37