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Project Management 101 A Project Management Primer

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Introduction and Purpose To educate and inform about project management disciplines, processes, and procedures. To define how PTI views projects. To help improve overall project delivery and efficiency.

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What You Will Learn Basic Project Management Concepts.  The Project Management Triad Constraints  PDCA  DMIAC – Quality  CMMI The 5 Process Groups. The 9 Knowledge Areas.

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Overview Project management is more than just a list of tasks. It‟s more like a puzzle…  Understanding what the end result is going to look like.  Making sure you have all of the right pieces…  …in all of the right places…  … at just the right time.

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What Is Project Management? Project Management is “a temporary endeavor undertaken to create a unique project, service, or result”. Temporary – It has a set start and finish time. Unique – It is not part of overall day-to-day operations. Purposeful – It has a limited and defined scope to accomplish a very specific task.

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Definitions 5 Process Groups  The 5 key areas of the overall project management process. 9 Knowledge Areas  The 9 specific areas to be managed within a project. Project Management Triad of Constraints  A model describing the constraints within a project. PDCA  Plan, Do, Check, Act – A process improvement method. DMAIC  Define, Measure, Analyze, Improve, Control – A project quality methodology. Scope/Project Scope  The work that must be performed to deliver the product, service, or result with specified features and functions.

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PDCA PDCA – Plan, Do, Check, Act  A four step model for process improvements. Plan – Recognize an Act Plan opportunity and plan a change. Do – Test the change. Check Do Check – Review the test, analyze the results, and identify what you‟ve learned. Act – Take action on what you‟ve learned. If the change doesn‟t work, repeat the cycle.

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Project Management Triad of Constraints Three Constraints:  You can‟t adjust one without affecting one or both of the other two. Time - The amount of time it takes to perform the Time project. Scope – The amount of work to be performed and deliverables to be provide. Costs Scope Costs – The amount of money it takes to perform the work.

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DMAIC DMAIC – Define, Measure, Analyze, Improve, Control Define A Six Sigma model used for reducing defects in project delivery. Control Measure Define – Define the problem. Measure – Measure current performance. Analyze – Analyze the Improve Analyze measurement results. Improve – Develop ways to improve the process. Control – Control the improved process to realize the gains.

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CMMI CMMI – Capability Level 5 – Maturity Model Optimizing Integration Level 4 – A process identification Quantitatively Managed and improvement approach that provides Level 3 - Defined essential elements of effective processes which improves overall Level 2 - Managed performance. Level 1 - Initial

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The 5 Process Groups 5 Process Groups – Containing a total of 42 processes. The 5 Groups: 1. Initiation 2. Planning 3. Executing 4. Monitoring 5. Closing

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The 5 Process Groups (cont.)

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Initiation There are two basic tasks in this process group Develop the Project Charter  The Project Charter is the document that initiates the project. It‟s the official sign-off from management that the project is live. Identify the Project Stakeholders  The Project Stakeholders are internal management personnel with budgetary authority and/or the end customer.

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Planning The MOST IMPORTANT Process Group of them ALL! 75% of IT projects fail Primary reason: Poor planning Planning is the only process group that touches all 9 knowledge areas. (More on this later…)

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Planning (cont.) – Key Aspects Overall Project Plan Project Scope and Definition Project Activities Project Cost and Budgets Project Quality Human Resources Plan Project Communications Project Risk Management and Mitigation Procurement

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Execution Direction and Management Quality Assurance Team Acquisition, Development, and Management Information Distribution Procurement Stakeholder Expectations Work Package Execution

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Monitoring Monitoring and Controlling Project Work Scope Verification and Control  Scope Change Control Costs Control Schedule Control Quality Control Risk Control

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Closing Closing is the most often overlooked aspect of a project. “Just because the „work‟ is done, does not mean the project is done.” Customer Acceptance Post-project/Post-phase Review Documentation of Lessons Learned Communicate Closure Archive Documentation Administrative and Contract Closure

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The 9 Knowledge Areas Key management areas that must be handled. Spreads across the 5 process groups. Integration Management Scope Management Time Management Cost Management Quality Management Human Resources Management Communications Management Risk Management Procurement Management

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Integration Management Integration management is where the different aspects of the process groups integrate into one another. Key areas include:  Developing the project charter  Developing the project management plan  Directing and managing the project execution  Monitoring and controlling project work and performing integrated change controls

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Scope Management Scope management seeks to define and control the scope of the project. To keep everyone on the same page with regards to expectations and deliverables. Key areas include:  Collection of project requirements  Defining the project scope  Creating the work breakdown structure  Verification of the scope  Controlling the scope

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Time Management Time management seeks to make sure that the right work is being done in the right way, at the right time, and within the parameters of the project scope. Key areas include:  Defining and sequencing the activities to be performed  Estimating the resources necessary to carry out the activities  Estimating the duration of the activities  Developing the overall project schedule  Controling the schedule to complete the project on time.

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Cost Management Cost management defines and controls the overall project budget. Key areas include:  Estimating costs  Determining the budget  Controlling costs

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Quality Management Quality management seeks to determine the acceptable quality standards of the project and it‟s deliverables and to make certain that the work is performed to those standards. Key areas include:  Quality planning  Quality assurance  Quality control

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Human Resources Management Human resource management seeks to manage all aspect of human resources for the project. Key areas include:  Developing the HR plan  Acquiring the project team  Developing and training the project team  Managing the project team

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Communications Management Communications management seeks to determine who information regarding the project is to be communicated and to whom. Key areas include:  Stakeholder identification  Communications plan  Information distribution  Stakeholder expectation management  Project performance reporting

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Risk Management Risk management seeks to identify, analyze, and develop responses for project risks. Key areas include:  Risk management plan  Risk identification  Qualitative Risk Analysis  Quantitative Risk Analysis  Risk responses  Risk monitoring and controlling

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Procurement Management Procurement management seeks to acquire all of the necessary materials, services, or results needed from third parties to ensure project success. Key areas include:  Procurement planning  Procurement conduction  Procurement administration  Procurement closure

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Summary Basic Project Management Concepts.  What a project is.  The Project Management Triad Constraints  PDCA/DMIAC – Quality The 5 Process Groups. The 9 Knowledge Areas.