Project Management For the last day and a half we’ve talked about the APD process – how to get the funding and approval for your project. There is one very important piece that brings a PAPD or IAPD to a successful end. That is good, solid project management. There is no way we can teach you project management in such a short session. What we want to do is provide you with some basic guidance on PM = things to avoid and things to make sure you do. These are based upon our experience with State Systems and training in PM. We hope you find them useful. Is anyone ready for candy??? (Ask the audience for examples of good project management – list on flip chart!) (Ask the audience for examples of bad project management – list on flip chart!)

PM Fundamentals Project Management is the utilization of skills, tools and management processes to undertake a project successfully. A project management methodology includes: A Set of Skills. Specialized knowledge, skills and experience help reduce a project’s level of risk and thereby increase its likelihood of success. A Suite of Tools. Project Managers use various types of tools to improve a project’s success rate. Examples: templates, forms, registers, software and checklists. A Series of Processes. A suite of management processes are needed to monitor and control the project, such as time management, cost management, quality management, change management, risk management and issue management.

The Project Management Process The project management process means planning the work and then working the plan. 6 steps of planning 45 min: pg.12 book Explain that the project management process means planning the work and then working the plan. A baseline plan must be established that provides a roadmap for how the project scope will be accomplished on time and within budget. Review the 7 steps of planning. The 7 steps will be the foundation for final project and presentation. Each week class time will be set aside to complete one of the steps. Have students complete the step 1: ( in class assignment) students are to prepare a brief proposal 1 paragraph of a project that will be the basis for the course project. Theam based projects should include a list of all team members. 21 21 15 21 15 15 15 15 15

The Project Management Process Clearly define the project objective. Divide and subdivide the project scope into major “pieces” Define the specific activities for each piece (work package) Make a time estimate for how long it will take to complete each activity – resources needed. Make a cost estimate for each activity. Calculate a project schedule and budget to determine whether the project can be completed within the required time, with the allotted funds, and with the available resources. 45 min: pg.12 book Explain that the project management process means planning the work and then working the plan. A baseline plan must be established that provides a roadmap for how the project scope will be accomplished on time and within budget. Review the 7 steps of planning. The 7 steps will be the foundation for final project and presentation. Each week class time will be set aside to complete one of the steps. Have students complete the step 1: ( in class assignment) students are to prepare a brief proposal 1 paragraph of a project that will be the basis for the course project. Theam based projects should include a list of all team members. 21 21 15 21 15 15 15 15 15

Objectives To explain the main tasks undertaken by project managers To introduce software project management and to describe its distinctive characteristics To discuss project planning and the planning process To discuss the notion of risks and the risk management process

Topics covered Project Management Project planning Project scheduling Risk management

Management Activities Project staffing. Project planning and scheduling. Project costing. Project monitoring and reviews. Report writing and presentations.

Project Staffing May not be possible to appoint the ideal people to work on a project Project budget may not allow for the use of highly-paid staff; Staff with the appropriate experience may not be available; An organisation may wish to develop employee skills on a software project. Managers have to work within these constraints especially when there are shortages of trained staff.

Project Planning Probably the most time-consuming project management activity. Continuous activity from initial concept through to system delivery. Plans must be regularly revised as new information becomes available. Various different types of plan may be developed to support the main software project plan that is concerned with schedule and budget.

Project Planning Identify all stakeholders up front! Develop the project plan before starting the project Establish communications protocols

Project Planning Define your requirements in detail Make contingency plans Plan a reasonable roll-out schedule

The project Plan The project plan sets out: The resources available to the project; The work breakdown; A schedule for the work.

Project Planning Process Establish the project constraints Make initial assessments of the project parameters Define project milestones and deliverables while project has not been completed or cancelled loop Draw up project schedule Initiate activities according to schedule Wait ( for a while ) Review project progress Revise estimates of project parameters Update the project schedule Re-negotiate project constraints and deliverables if ( problems arise ) then Initiate technical review and possible revision end if end loop

Project Scheduling One of the most important things you can do is schedule. Also one of the first things you should do! Tools help! Microsoft Project Starting here on April 1, 2010

Project Scheduling Split project into tasks and estimate time and resources required to complete each task. Organize tasks concurrently to make optimal use of workforce. Minimize task dependencies to avoid delays caused by one task waiting for another to complete.

The Project Scheduling Process Identify activities Activity dependencies Estimate resources for activities Allocate people to activities Create project charts Software requirements Activity charts and bar charts

Leadership Ensure strong, committed management support Connect the business goals to the IT project Establish clearly defined directions KEY POINT: The Project Manager is responsible for ensuring the work gets done – not DOING all the work!

Leadership Be proactive Set clear performance expectations

Communicate Communicate objectives frequently – keep everyone on the same page! Recognize different perspectives - Recognize that with the various stakeholders (program staff, IT, workers, management) come different perspectives that are all valuable to the project! Listen!! These reflect their concerns and interests. Repeat them back to make sure you understand! Check assumptions frequently - Remember those system goals and objectives we discussed during the alternatives analysis? These need to be reiterated to make sure assumptions stay consistent and are truly reflective of the business case.

Communicate Manage expectations. You need to be realistic and match the actual work involved. Sometimes states think this will solve all your problems – save time, money, staff, etc. These expectations, if overblown, can cause problems. Be very honest about what the new system will or will NOT do. Don’t give false expectations. Remember change brings a fear factor with it. Assuage fears. Encourage success.

Communicate Share success and broadcast achievements. Broadcast achievements throughout the project – newsletters, e-mails, announcements at meetings – too often only hear about the problems – need to hear the good as well! Use on-line forums or even a project blog. Invite feedback. Invite feedback from all stakeholders throughout the project! Good or bad! Be ready to manage it! KEY POINT!!! A Project Manager has to be willing and able to tell the truth to power! Remember PM’s should be empowered and this includes being the messenger to the senior managers – the project champions!

Manage Train all staff in a timely fashion Make extensive testing a priority! Ensure the system design reflects sound planning

Possible Issues in almost every Project !!! Schedule Delay Cost Over Run HR Management Risk Management Communication

How Project Management helps the organization ? Optimization of Project performance Optimized used of resource skills Adherence to Planned Cost and Schedule High motivation and job satisfaction level A Profitable Organization

Nine Project Management Knowledge Areas Knowledge areas describe the key competencies that project managers must develop. Four core knowledge areas lead to specific project objectives (scope, time, cost, and quality). Four facilitating knowledge areas are the means through which the project objectives are achieved (human resources, communication, risk, and procurement management).

Nine Project Management Knowledge Areas One knowledge area (project integration management) affects and is affected by all of the other knowledge areas. All knowledge areas are important!

Project Management Framework

Project Management Processes Initiating Processes Planning Processes Executing Processes Controlling Processes Closing Processes

The Role of the Project Manager Job descriptions vary, but most include responsibilities such as planning, scheduling, coordinating, and working with people to achieve project goals. Remember that 97 percent of successful projects were led by experienced project managers.

Project Management Job Functions* Define scope of project. Identify stakeholders, decision-makers, and escalation procedures. Develop detailed task list (work breakdown structures). Estimate time requirements. Develop initial project management flow chart. Identify required resources and budget. *Northwest Center for Emerging Technologies, “Building a Foundation for Tomorrow: Skills Standards for Information Technology,” Belleview, WA, 1999.

Project Management Job Functions* Evaluate project requirements. Identify and evaluate risks. Prepare contingency plan. Identify interdependencies. Identify and track critical milestones. Participate in project phase review. Secure needed resources. Manage the change control process. Report project status. *Northwest Center for Emerging Technologies, “Building a Foundation for Tomorrow: Skills Standards for Information Technology,” Belleview, WA, 1999.

Suggested Skills for Project Managers Project managers need a wide variety of skills. They should: Be comfortable with change. Understand the organizations they work in and with. Lead teams to accomplish project goals.

Suggested Skills for Project Managers Project managers need both “hard” and “soft” skills. Hard skills include product knowledge and knowing how to use various project management tools and techniques. Soft skills include being able to work with various types of people.

Suggested Skills for Project Managers Communication skills: Listens, persuades. Organizational skills: Plans, sets goals, analyzes. Team-building skills: Shows empathy, motivates Leadership skills: Sets examples, provides vision (big picture), delegates, positive, energetic. Coping skills: Flexible, creative, patient, persistent. Technology skills: Experience, project knowledge.