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What is a Project?

A project is a temporary endeavor undertaken to produce a unique product or service

Temporary – Definitive beginning and end
Unique – New undertaking, unfamiliar ground

Temporary

Unique

Characteristics of

Projects

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Project Success

Customer Requirements satisfied/exceeded

Completed within allocated time frame

Completed within allocated budget

Accepted by the customer

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Project Failure

Scope Creep

Poor Requirements Gathering

Unrealistic planning and scheduling

Lack of resources

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Triple Contraint

Quality

Scope

Time

Cost

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Triple Contraint

Increased Scope = increased time + increased cost

Tight Time = increased costs + reduced scope

Tight Budget = increased time + reduced scope.

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Key Areas of Project Management

Scope Management
Issue Management
Cost Management
Quality Management
Communications Management
Risk Management
Change Control Management

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Scope Management

Primarily it is the definition and control of what IS and �IS NOT included in the project.

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Issue Management

Issues are restraints to accomplishing the deliverables of the project.
Typically identified throughout the project and logged and tracked through resolution.

Rope not thick

Issue… already impacting the cost, time or quality

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Cost Management

This process is required to ensure the project is completed within the approved budget and includes:

Resources

people

equipment

materials

Quantities

Budget

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Quality Management

Quality Management is the process that insure the project will meet the needs

“conformance to requirements” - Crosby

“fitness for use” - Juran

“the totality of characteristics of an

entity that bear on its ability to

satisfy stated and implied need’ - ISO 8402:1994

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Communications Management

This process is necessary to ensure timely and appropriate generation, collection, dissemination, and storage of project information

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Risk Management

Risk identification and mitigation strategy
Risk update and tracking

Tree – location, accessibility,

ownership

Weather

Risk… POTENTIAL negative impact to project

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Change Control Management

Define how changes to the project scope will be executed

Scope Change

Schedule changes

Technical Specification Changes

All changes require collaboration and buy in via the project sponsor’s signature

prior to implementation of the changes

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The Project Life Cycle

Monitoring and Controlling

Randomly distribute pieces of laminated labels of the selected phases. Instruct teachers to make groups of five – all with different phases. Once in their groups, have the teachers organize themselves in the order to which a project should be implemented.

Once they have organize themselves, discuss the order of the phases. Next, lead the teachers to find another individual with the same phase and find a place to sit down. Then, ask teachers to identify what goes on in each phase. (Record teachers’ responses on easel pad.)

According to the Project Management Body of Knowledge (PMBOK), which is essentially the bible of project management, the project life cycle includes multiple phases:

Initiating the project: Determining who will be involved in and/or impacted by the project (called stakeholders); Developing a project charter, which involves developing a scope overview, identifying the purpose and benefits of the project, and generally defining the project; and Obtaining authorization to proceed with the project
Planning the project: Further defining the scope of the project; Creating a work breakdown structure; Developing a project schedule; Planning human resources, communications, quality, and risk management
Executing the project: Doing the work = Developing the project deliverable(s)
Monitoring and controlling the project: Reporting project progress; Handling issues that arise; and Keeping the project on track in terms of scope, schedule, quality, and risks
Closing the project: Submitting deliverables; Conducting a post-project review; and Documenting lessons learned

The projects that you’ll be working with throughout this workshop—and throughout the school year—contain these five phases of project management. We’ll talk more about them once we dig into the projects in a few minutes.

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Initiating Phase

Define the need
Return on Investment Analysis
Make or Buy Decision
Budget Development

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Planning Phase

Resource Planning
Work Breakdown Structure
Project Schedule Development
Quality Assurance Plan

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Work Breakdown Structure

For defining and organizing the total scope of a project
First two levels - define a set of planned outcomes that collectively and exclusively represent 100% of the project scope.
Subsequent levels - represent 100% of the scope of their parent node

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Implementing Phase

Execute project plan and accomplish project goals
Training Plan
System Build
Quality Assurance

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Closing Phase

Deliverable Complete
Post Production Transition
Lessons Learned
Self and Peer Evaluation

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Project Management Tools

PERT Chart- designed to analyze and represent the tasks involved in completing a given project

Gantt Chart - popular type of bar chart that illustrates a project schedule

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Role of a Project Manager

Process Responsibilities

People Responsibilities

Project issues
Disseminating project information
Mitigating project risk
Quality
Managing scope
Metrics
Managing the overall work plan

Implementing standard processes
Establishing leadership skills
Setting expectations
Team building
Communicator skills