Introductions Name Organization Department Project management experience What would you like to take away from this class?

Why do some projects fail?

Top reason why some projects fail Project management problems  Inexperienced project manager  No project management training  Lack of leadership  Inability to manage project scope  Lack of collaboration with stakeholders

Second most frequent reason

Communication 55% is body language 38% is tonality 7% is the words we use Communication is not only about conveying the message – but also about making sure the message is understood as intended

Lack of communication 20% Failure to define objectives 17% Project management problems 32% Technical issues 14% Why projects fail Inexperience in scope and complexity 17%

Foundation

Objectives Differentiate between a project and normal operational duties Explain the characteristics of a project Identify stakeholders on a project and the role each one plays Describe the different types of power Explain the importance of ethics in project management

Definition of a project Projects have two main characteristics:  Temporary – defined start and end  Unique – never been done before

Project traits Come in all shapes and sizes Must be managed well to be successful Require resources from within the organization Are subject to the “Theory of Scarcity” Must have a project sponsor Involve uncertainty

Operations Ongoing work that must be done to keep the business running Examples:  Caring for patients  Maintaining equipment  Creating financial reports  Recruiting staff  Ordering supplies

Projects create… A product that can be either a component of another item, an enhancement of an item or an end item in itself A service or capability to perform a service An improvement to an existing product or service line A means to avoid a negative impact

Product versus project Product Tangible object produced by the project Project Organizational structure by which the product is created

What is project management? Per the Project Management Institute, project management is:  The application of knowledge, skills, tools, processes and techniques to project activities to meet the project requirements.

What is project management? Used in a coordinated way Customized to the project at hand Designed to accomplish the goal, objectives and requirements of this project

And at times it feels like…..

Triple constraints

Project stakeholders Individuals or organizations actively involved in the project or whose interests may be positively or negatively affected as a result of the project Key stakeholders on every project  Project sponsor  Project manager  Project team members

Stakeholder examples Business owner Project leaders Employees Physicians Patients Families Competition Contractors / vendors Government agencies Media Community Others?

Roles and responsibilities Role – the part each person is expected to play on the project Responsibilities – the tasks each person is expected to perform Must be established early in project Are critical to project success

Role of the project manager Ensures project is completed on time, budget and requirements Organizes the work using a detailed plan Monitors project execution, addresses variances, and takes corrective action Leads the project team Removes roadblocks for the team Motivates the team Contributes to the project’s success

What does a project manager do?

Required skills for project managers Hard skills:  Knowledge – about project management  Performance – what you can do or accomplish  Tools – ability to use software applications Soft skills:  Attitude  Personality characteristics  Leadership style

Challenges for the project manager Lack of formal authority Wearing those different hats Managing multiple projects Lack of formal project management training (accidental project manager) Lack of project management experience

Project manager’s authority Legitimate power Referent power Expert power Reward power Coercive power

Role of the project sponsor Ensures promised benefits are achieved Secures funding Actively supports the project and project management Communicates progress to peers and superiors Approves key deliverables Assists in issues resolution as needed Must have time to devote to the project

Challenges for the project sponsor Micro-managing project sponsor

Challenges for the project sponsor Invisible project sponsor

Role of the project team members Complete assigned tasks Assist with project planning Work with other team members Monitor progress of own tasks Resolve issues as assigned Monitor changes and risks Advise project manager of potential problems

Challenges for project team members Matrix reporting relationship Workload – multiple projects and operational duties Conflicting project priorities Unreasonable deadlines

Ethics in project management

Project management methodology Steps and tools necessary to manage a project successfully Project life cycle has four phases Initiation Phase Planning Phase Execution Phase Closeout Phase

Key project management deliverables Project management plan Work breakdown structure Project schedule Project budget Progress reports Action items log Issues log Meeting agendas and meeting documentation Project review

Project management toolkit Applications  MS-Excel  MS-Powerpoint  MS-Project  MS-Word

Project management templates  Project management plan  Risk management plan  Communication plan  Meeting agenda  Meeting documentation  Project schedule  Project budget  Action items log  Issues log  Decision log  Change request

Recap What are the top two reasons why projects fail? What are the two main characteristics of a project? Projects can create a product, a service, an improvement but above all must create what?

Recap What are individuals that can be positively or negatively impacted by the project called? What are the two categories of skills for project managers? What is the biggest challenges for the project manager? How does a project manager ensure ethics on a project?

Initiation Phase Planning Phase Execution Phase Closeout Phase

Objectives Describe the initiating processes Interview key stakeholders Develop a project charter or project management plan

Initiating processes Formally begin a new project Describe the project scope Ensure required financial resources are committed Ensure human resources are committed Ensure internal and external stakeholders are identified Align stakeholder expectations

Interview project sponsor Document information provided Discuss how you will work together Educate the sponsor  Project manager role  Project sponsor role Agree on progress reporting Ask who else should be interviewed

Interview others Subject matter experts Colleagues or other project managers Key stakeholders

Conduct research Product brochures Vendor’s website Trade industries Organizations that have done a similar project Google it!

Project charter – small projects Provides basic information about the project When approved, sanctions the project to use organizational resources Helps team members understand what is expected

Project charter – template Project SponsorProject Manager Target start dateTarget end date Project description Project scope Project objectives Project budget Project constraints Project benefits Support required

Project management plan – large projects Project goal Project objectives Project description Project scope Project boundaries Project requirements Potential project risks Project assumptions Project constraints High level project schedule High level project budget Stakeholder list Approval requirements

Project goal Long-term aim and it may not be achievable during the life of the project General statement of intent Purpose of the project; why we are doing it Link to organizational strategic goal

Project goal examples Improve patient safety Reduce operating costs Improve market share

Project objectives Short-term aim and it has to be achieved during the project period Something toward which work is directed Position to be attained Purpose to be achieved Result to be obtained Product/service to be created

SMART objectives

Project objectives Which of these objectives are SMART? A. Install ACME software. B. Improve ED throughput at Norton Hospital. C. Complete the new outpatient center no later than March 1, 2016 at a cost not to exceed $50M. D. Change medical records vendor.

Project description Summary that puts project in perspective Business problem being solved Opportunity being seized Previous attempts Other useful information Why now?

Project scope Major deliverables / categories of work Describe as a noun (what) Include brief description of each Represents what is included in the project

Project boundaries Deliverables others may assume are part of the project but are not Helps manage stakeholder expectations Avoids assuming Clarifies the scope of the project

Project requirements Features that must be included in the product or service being created Stipulations that must be followed in planning or executing the project Outlines special needs Provided by stakeholders Must be comprehensive and specific for project success

Potential project risks Unplanned events that may occur Impact can be positive or negative Represent inherent uncertainty on all projects

Project assumptions Factors considered to be true, real or certain (without proof or demonstration) for the project to be successful Are documented to ensure understanding by major stakeholders

Project constraints Limiting factors could affect project execution May limit available project management options Some may pose risks to the project

High level project schedule Time estimates the sponsor used to justify the project’s approval Provide ballpark estimates of project length at this stage Show major deliverables and estimated duration Use ranges of time

High level project schedule example #DescriptionTimeframe 1Detailed planning1 – 2 months 2Design1 month 3Pilot1 – 2 months 4Go live1 day

High level budget Costs used to justify the project’s approval Ballpark estimates Known costs or best guess Use ranges Avoid wild guesses

High level budget example #DescriptionEstimated Amount 1Vendor travel$30,000 – $35,000 2Licenses$10,000 – $12,500 3Outside printing$ 2,000 – $ 3,000 Total$42,000 – $50,500

Stakeholder list Internal stakeholders External stakeholders External stakeholders

Project approval requirements Defines what constitutes project success Determines who decides if the project is successful Lists who needs to sign off on the product of the project

Final steps Have a colleague proof your project management plan Review with your project team Review with your project sponsor Make revisions as necessary Obtain project sponsor and project team approval

Recap What should be the first step for the project manager in the initiation phase? Which document should be completed for a small project; a project management plan or a project charter? What is the phrase “Improve market share”?

Recap What is a deliverable that others may assume is part of the project but is not and should be documented as such? What is an unplanned event that could have a negative impact on the project? Who needs to sign off on the project management plan?