Pm presentation v2


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Pm presentation v2

  1. 1. The Exciting World of Project Management Carlos R. Cruz Gayle Moxness
  2. 2. Agenda I. Common Problems II. What is Project Management III. Project Management Cycle IV. Documents V. Software VI. Benefits VII. Questions or Comments
  3. 3. Common Problems • Have you EVER experienced a project where something goes wrong?
  4. 4. Common Problems • Some common mistakes … and how to avoid them
  5. 5. Common Problems
  6. 6. Common Problems • Ways to avoid project problems: I. Project team with the right people / right skillset II. Clarity in scope: what is inside vs outside III. Understandable project specifications IV. Buy-in from stakeholders V. Spend time planning – planning IS real work VI. Uncover dependencies VII. Risk assessment VIII.Assess the impact of changes IX. Communications catered to audience / X. Frequent communications managing progress XI. Address problems promptly and clearly
  7. 7. What is Project Management Project management history… •It has always been practiced informally, but began to emerge as a distinct profession in the mid-20th century. •Two forefathers of project management: – Henry Gantt, called the father of planning and control techniques, famous for his use of the Gantt chart as a project management tool; – Henri Fayol for his creation of the five management functions that form the foundation of the body of knowledge associated with project and program management.
  8. 8. What is Project Management Project management is.. •The application of knowledge, skills, and techniques to execute projects effectively and efficiently. •A strategic competency for organizations, enabling them to tie project results to business goals. •Brings a unique focus shaped by the goals, resources, and schedule of each unique project. Project management processes fall into five groups: •Initiating •Planning •Executing •Monitoring, and Controlling •Closing
  9. 9. The Project Management Cycle
  10. 10. Documents I. Project Charter II. Scope of Work III. Requirements Document IV. Resource Plan V. Financial Plan VI. Communications Plan VII. Project Plan Overview VIII.Change Control IX. Detailed Project Plan X. Lessons Learned
  11. 11. Documents • A closer look at a Project Charter – Project Goal – Project Definition – Project Organization • Customers/End Users • Stakeholders • Project Sponsor • Project Manager – Considerations – Risks, Assumptions, Constraints – Overall Project Plan
  12. 12. Documents Examples
  13. 13. Software • Project Management = Software? • Which software is best? I. For what purpose II. Size of team III. Complexity needed IV. Consider learning curve V. Integration with other standard systems used e.g. email VI. Cost of software VII. Not one right answer
  14. 14. Software • What do you need help doing? I. Plan projects II. Visualize task dependencies III. Critical path analysis IV. Collaborate on document development and sharing V. Share calendars, contacts, schedules VI. Manage progress, timeline, costs, work time VII. Produce reports for stakeholders VIII.Identify over-expended resources IX. Centralized information X. Project prioritization
  15. 15. Software • Closer look at a critical path analysis
  16. 16. Software • Many, many software tools available I. MS Project II. BaseCamp III. Trello IV. Smartsheet V. Others: Has anybody used anything else?
  17. 17. Software • MS Project I. Complex, powerful, and expensive (licenses) II. Big projects – many tasks, dependencies, resources III. Multiple projects with shared resources IV. Budgets based on assigned works and resource rates V. Steep learning curve / Time-consuming to use VI. Would likely complicate management of simple projects • Basecamp I. User friendly, powerful, collaborative, and web based (mobile) II. Price dependent of number of projects, but very accessible III. File storage, to-do lists, discussion board IV. Real time progress, calendars V. Can grant access to external users if needed
  18. 18. Software – MS Project
  19. 19. Software – Basecamp •
  20. 20. Benefits of Project Management I. Work smarter II. Increase efficiency III. Improve customer satisfaction (internal & external) IV. Meet project deliverables V. Improve team performance VI. Higher team morale VII. Documentation VIII.Minimize impact on other projects IX. Increase collaboration and communication X. Increase project control XI. Reduce risk XII. Minimize what can go wrong
  21. 21. Questions Does it always works? Not always…
  22. 22. Questions or Comments?