MBF Consulting Services Inc © 2006 MBF Consulting Services Inc If this was easy someone else would be doing it! Michael B. Flint, PMP October 2006 An Introspective View Of Project Management in the Real World.

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 2 Why am I here? Senior Consultant & 35-year veteran of Project Management (knew I was a PM for about ½ of that!) PMI Southern Ontario Chapter Have had many successful projects, that have been challenging, difficult and stressful... Use phrases like “If this was easy...” And.... I love what I do!

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 3 Challenges of Project Management... Scott Adams must have been a Project Manager as he has a vast number of Project Management strips that just totally apply … This is an example of how Projects just don’t get started well....

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 4 Top 10 Reasons... Project Management is not Easy 1. Communications: Don’t just use thisuse these 2. Expectations & Focus: Accepting “Good” not “Great”! 3. Deliverables: Teams “Hope” things will happen, not “Expect” it! 4. Vision: Just like business – Projects need a Vision 5. Risk: Most often undervalued – all projects have risks! 6. Priorities: Scope, Time, Cost – Triple Constraints + Quality 7. Scope Creep: Constant in life and Projects - Change 8. Project Team: PM Role - Leader, Team Player, Director, Mother Stakeholders & Support: Known & Unknown, Project Killers Process: Methodology, Standards & Approach – which to use?

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Let’s Level Set... What it is... the basics

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 6 What is a Project? “A project is a temporary endeavor undertaken to create a unique product or service” - the PMBOK ® Guide

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 7 What is Project Management? Application of knowledge, skills, tools and techniques Application and integration of project management processes of: Initiating Planning Executing Monitoring Controlling Managing Projects include: Identifying requirements Establishing clear and achievable objectives Balancing the competing demands for quality, scope, time & cost Adapting the specifications, plans and approach to the different concerns and expectations of various Stakeholders 9 Knowledge Areas 5 Process Groups 43 Project Management Processes

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 8 What is a Project Manager? An individual responsible for managing a project.(PMBOK ® Guide)

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc A few of the steps... Try to have fun...

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Process Methodology...

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Process Methodology...

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Stakeholders & Support... Not all there to help you... Some are highly visible... Others not... Absolutely need to know who is supporting you... If in doubt follow the money!

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Whose on your team... Establish the Team... Right Resources on the “Bus”... Skills & Attitude, Focus & Commitment Align the Team Lead the Team Win with the Team Vision... Vision...

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Vision... Know where you are... Know where you want to be... Know how to get there... Know why you want to get there... Know what you need for the trip... Know who will travel with you... Take the steps – initiate and deliver!

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Vision Problem Statement Quick Fix Fundamental Choice Unintended Outcomes

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Scope Creep... Monitor & Control... Plans set & agreed to... Ideas added... New Needs... “It makes sense”... Back to the constraint triangle... Scope, Time & Cost

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Priorities Scope, Time & Cost Delivery to Requirements = Scope Management Meet Expectations = Scope, Time, Cost Management Manage & Controlling Processes = Quality Management Anticipation & Resolution of Issues = Risk Management Delivery Focus = Project is the key – not day-to-day activities Completion & Closeout = Success defined & measurable Success is – Delivery to Scope, Time, Cost plus Quality & Risk Success is – Delivery to Scope, Time, Cost plus Quality & Risk

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Risk Management Head in sand approach? or Spin the Dial? Risk Identification Risk Assessment Impact of Risk Event Probability of Risk Event Risk Mitigation or Action

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Requirements Clear definition of requirements are the only way you can possibility deliver on expectations Most Users do not know what their requirements are!

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide Expectations... Questions need to be asked... Need to understand Expectations What is the defined Project Who is defining the Project What is the Scope AND MANY MORE... A curious mind is a good thing if you are a Project Manager

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 21 What you say... What you don’t... When you say it... To Whom... How... Frequency Communications DocumentationChartsReportsPlansSchedules COMMUNICATE! COMMUNICATE! COMMUNICATE!

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc How to run a Project... A very quick highlight...

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 23 Finish and Closure Execution and Control Definition and Planning Standard Methodology Approach Initiation and Concept Project Charter Statement of Work Customer Interview Checklist Communication Plan WBS Time Estimation Schedule Budget Risk Management Configuration Management Change Control Issues Log Project Reporting Project Cost Reporting Sign Off Project Closure Post Implementation Review Documentation

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 24 Project Definition Determine the need – the requirement Define what it is you want to end up with Words to Live by: “Start with in end in mind” Detail the Business point of view Business Case; Reason for doing; Qualify to justify priority Detail the Objectives & Goals Specific expectations of the project Detail Success Criteria How will you know when you are done? Initiation and Concept

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 25 Project Charter Project Definition Purpose Goals & Objectives Success Criteria Project Approach Project Strategy Deliverable Definition Milestones & Interim Deliverables Scope Definition In Scope & Out of Scope Assumptions & Constraints Schedule; Budget; Resources; etc Project Organization Stakeholders Project Organization Chart Roles & Responsibilities Communications Plan Reporting Criteria Risk Management Plan Risks; Identification; Mitigation Change Management Plan Process Completion Criteria Project priority Initiation and Concept

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 26 Bring the plans together... Budget & Cost Estimates Schedule Project Plan Work Breakdown Structure Project Approach & Process Definition and Planning

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 27 Project Process Definition and Planning

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 28 Execute the Plans... Deliver against the Plan Develop the software Implement the solution Provide the Pilot infrastructure Meet expectations And many more... Monitor & Control Communicate Execution and Control

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 29 Progress, Monitor & Control Defined Start & Finish Project Management “GPS” is Needed Milestones Progress through Tasks Key Task Deliverables Phase Deliverables Earned Value Reporting Go/No-Go Decision Points Execution and Control

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 30 Reporting Communicate, Communicate, Communicate Enacting the Communications Plan... To keep the stakeholders informed... Showing progress – both positive & negative Highlighting potential issues/concerns/risks etc... Informal escalation process... through colours.. Getting the message out there... Rewarding the team... Communicating Execution and Control

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 31 Project Closeout Always, Always, Always Closeout the Project Lessons Learned & Feedback Historical information for next project – continuous improvement Confirmation of completeness Confirmation that what was promised was delivered Able to address and deal with Issues Deal with “Bring Forwards” Closure for the Team & Celebrate the Finish Finish and Closure

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc What’s next... Pain, suffering, long hours, late nights, no credit for job well done, & lots of blame if not successful... And enjoy what you do!

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 33 Summary Clear Scope Definition of Project at Start Make sure all Processes are addressed Provide Plans for each Phase Provide Milestones & Deliverables Obtain Clarity on Risk Management Manage Expectations COMMUNICATE! Plan to Finish, & Finish what you Planned And Enjoy What You Do! Have Fun!

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 34 Any Questions? Michael Flint, PMP

MBF Consulting Services Inc © 2006 MBF Consulting Services Inc Slide 35 References “PMBOK® Guide–2000 Edition “Good to Great” by Jim Collins Oct 2001 “Lateral Thinking” by Edward de Bono 1973 Inspirational mentors Peter de Jager ( Dr. Jerry Brightman, President, The Leadership Group (TLG)