This document provides an overview of project management. It discusses common problems that can occur in projects and ways to avoid them, such as having the right project team and clear scope. It then defines project management and describes the typical project management cycle of initiating, planning, executing, monitoring and controlling, and closing. It also discusses key project management documents and software tools that can be used, highlighting Microsoft Project and Basecamp. Finally, it outlines the benefits of taking a project management approach such as increased efficiency, meeting deadlines, and reduced risk.

1. The Exciting World of
Project Management
Carlos R. Cruz
Gayle Moxness

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. Common Problems
• Have you EVER experienced a project where something
goes wrong?

4. Common Problems
• Some common mistakes … and how to avoid them

5. Common Problems

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. 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. 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. The Project Management Cycle

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. 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. Documents Examples

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. 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. Software
• Closer look at a critical path analysis

16. Software
• Many, many software tools available
I. MS Project
II. BaseCamp
III. Trello
IV. Smartsheet
V. Others: Has anybody used anything else?

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. Software – MS Project

19. Software – Basecamp
• https://launchpad.37signals.com/basecamp

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. Questions
Does it always works? Not always…

22. Questions or Comments?