Project Management Information and Tracking Advanced Concepts Office of Technology Services Project Management Office

Agenda PMIT Reporting & Analysis Project Team Dynamics Project Case Study Initiation Planning Execution and Control Closeout Questions/Discussion

PMIT Architecture Two components: Data Input Reporting and Analysis ASP.Net application, SQL/Server database Reporting and Analysis SAS Enterprise Business Intelligence tool

PMIT Reporting and Analysis SAS Enterprise Business Intelligence Log in to the MyVCU Portal Select VCU Reporting Center SAS EBI has similar look and feel to Windows Internal security determines what reports user can run Folder for Project Management in every Technology Services staff user profile Operational, managerial, and strategic reports are parameter-driven and customizable by the user Output can be directed to browser, or downloaded as files to workstation

PMIT Reporting and Analysis Real-time self-service reporting on PMIT data Project Managers can look at existing project assignments to prevent staff scheduling conflicts TS staff can get information on their individual project assignments – tasks, schedules, roles and deliverables Management can monitor project status on their own without PM involvement

PMIT Reporting and Analysis Demo Reports Project Assignments – used to search for staff availability Traffic Light – used to monitor project status Upcoming Events – used to prepare a list of future tasks for one project, or all projects in a unit

Project Team Meetings Team meetings are unavoidable and needed Keys to conducting good meetings: Ask for topics from all attendees Distribute your agenda in advance Address the most important issues first Action items from the last meeting!! Make the meetings decision forums Get feedback – poll the team on how to get the most out of future meetings

Project Team Meetings Don’t be a Meek Moderator Stick to the agenda Keep to the schedule Set rules about technology tinkering Don’t be shy about reining in ramblers & philosophers Solicit input from less-vocal attendees – i.e. females Summarize meeting results at the end, including any dissentions List action items, responsibilities, and timelines Record meeting minutes and make available to all key stakeholders

Project Team Decisions Achieving consensus and decision-making Goal is to arrive at the best solution, it does not matter who suggests it Seek any and all ideas first Then, evaluate them one at a time Ask for any new approaches that may be combinations of the best suggestions Always ask what can go wrong & how to measure effectiveness Preserve and protect the team’s human dignity

Project Case Study - Initiation Describe the characteristics of the product or service expected from the project. Analyze the project’s requirements, identify potential solutions, determine the technical and economic feasibility of each, compare and select the best solution. Develop the project proposal What is to be done Why is it to be done How is it to be done How much risk is involved

Project Case Study LAB

Project Case Study - Planning Low Complexity Project Project Information Title Description Start Date End Date Sponsor and Dept WBS Work Tasks Responsible Unit

Project Case Study - Planning RBS Resource Category People Inside VCU People Outside VCU Software Hardware Training Materials Supplies Equipment Facilities

Project Case Study - Planning Assigned Resource Responsible Role Assigned Time Schedule Task Start Date Task End Date Time to Complete Milestone Event

Project Case Study - Planning Communications Plan Title Author Purpose Audience Distribution Vehicle Frequency

Project Case Study - Planning Quality Management Test Plan Title Description Start Date End Date Responsible Testers Required Resources Budget Plan Total Budget Hardware Budget Software Budget

Project Case Study - Planning Services Budget Other Budget Contingency Reserve Comments Spending Plan Expenditure Period Begin Date Expenditure Period End Date Hardware Spending Software Spending Services Spending Other Spending

Project Case Study - Planning Medium Complexity Project Information WBS RBS Schedule Communications Quality Management Test Plan Budget Plan Spending Plan Quality Management IV&V Risk Plan

Project Case Study - Planning Quality Management IV&V Description Start Date End Date Reviewer Required Resources

Project Case Study - Planning Risk Plan Description Probability Impact Weight Mitigation Strategy Mitigation Description Timeframe Begin Date Timeframe End Date

Project Case Study - Planning High Complexity Project Information WBS RBS Schedule Communications Plan Quality Management Test Plan Quality Management IV&V Plan Budget Plan Spending Plan Risk Plan Procurement Plan Change and Configuration Management Plan Performance Plan

Project Case Study - Planning Procurement Plan Item Responsible Person Method Delivery Date Delivery Location Change and Configuration Management Plan Control Item Change Process Changed Version Current Version Change Description

Project Case Study - Planning Performance Plan Business Objective Performance Goal Methodology Start Date End Date Responsible Persons Reports Deliverable Deliverable Description Acceptance Criteria

Project Case Study – Execution and Control PM’s primary focus during E&C phase is on Schedule Budget Scope Monitoring all three, updating status in PMIT, adjusting plans accordingly, and recording/resolving issues

Project Case Study - Closeout Closing a Project Follow guidelines in the Project Closeout Checklist on the PMO Web site Obtain sponsor acceptance of the deliverable(s) Document any open issues that need to be resolved In PMIT, list My Projects, then select the project and Close REMEMBER - once closed, project information cannot be updated Closed projects are no longer included in management reports

PMIT Advanced Concepts Course Take-Aways VCU Reporting Center (SAS EBI) provides real-time analysis and reporting of all project data in PMIT Reports are available for operational, managerial, and strategic purposes that all staff can run Project team meetings are necessary – it’s the PM’s job to make sure they are productive Project planning is an art form – like a picture with many artists

PMIT Advanced Concepts Your skills in listening and putting the needs of others above our own needs are key to getting the best team decisions The most effective project teams have a very high level of human dignity where all members are valued and respected You are now ready to work with your mentor and undertake the management of a Fast Track or Low Complexity project Contact the PMO for any assistance you require I Wish You All Good Luck!!!

PMIT Advanced Concepts Questions/Discussion Project Management Office tsppmo@vcu.edu