PROJECT MANAGEMENT

What is project management? Define and scope project Determine tasks, schedule activities Perform work, coordinate, communicate Monitor progress, adapt plan, manage issues Conclude work, shut down project

Why is project management important? Helps get better results with less effort Ensures a well-thought-out plan Keeps focus on the right tasks; avoids wasted effort Aids communication Helps identify and solve problems early

What are critical success factors for projects? Agreement on goals Effective teamwork Identification, resolution of issues Effective communication

Who’s responsible for project management? Team owns responsibility for success Three key PM roles Focus and motivate team members Keep everyone informed Make decisions These can be shared by the team or assigned to an individual (e.g. team captain)

Project Coordination Need a focal-point for planning and status information Project Coordination Roles Maintain the work plan Arrange project review meetings Record status information Publish action-oriented minutes

The Five Project Management Processes Initiation Planning Execution Control Closing

The Five Processes Overlap Initiation Planning Execution Control Closing

The Five Project Management Processes Initiation Planning Execution Control Closing

Initiation Form the team, define roles Understand the project context Establish the project goals Identify the key stakeholders Define risks and constraints

Having the right goals is important

Goals State the basics What is to be produced? Who will do it? When will it be complete? State unique project goals Specific Realistic Time-bounded Measurable Agreed Clear responsibility

Constraints and Risks Constraints: given limitations Risks Unpredictable factors Unknown factors

You can’t anticipate everything

Basic Risk Management Remember that Murphy was an optimist Brainstorm what might go wrong Create a “Top 10” list based on Probability Severity Determine a mitigation plan for each Update the “Top 10” list at each project review

The Five Project Management Processes InitiationPlanning Execution Control Closing

Planning List the tasks Assign responsibility Estimate task times Define task precedence Develop preliminary schedule Review and adjust schedule Define key milestones

List the Tasks You can’t fully define the work at the outset But you do know enough to get started Planning now helps define what else you need to know Your plan will evolve

Assign Responsibility Match people to tasks Skills Experience Interests Balanced workload Identify capability gaps

Define Task Precedence A network diagram may be helpful

Develop Schedule Task List Calendar Gantt Chart Alternative Formats

The Critical Path The longest set of sequential activities in the project network Defines overall duration of the project To shorten duration: Make some critical path tasks parallel Shorten some critical path task times Monitor critical path tasks closely

The Five Project Management Processes Initiation PlanningExecution Control Closing

Execution Identify issues Develop hypotheses Gather and analyze data Develop recommendations Write report Present findings and conclusions

The Five Project Management Processes Initiation Planning ExecutionControl Closing

Control Purposes Communicate Coordinate Take actions needed to stay on track Reports to stakeholders

Things don’t always go as planned

Identifying Issues Many high-performing people are reluctant to say they have issues or ask for help. But The whole team may be at risk A team is more than a set of individuals Be open Set a team culture of support, not criticism Expect, and welcome, issues

Common Issues Slow start Not enough time Poor communication “90% done” Moving objectives Lack of know-how Politics “Wisdom” from on- high Burnout

Many teams have tension

Team Health Check Conflict may develop May be a reluctance to acknowledge and address it May hurt team performance Other team members may need to intervene

If Things Go Seriously Wrong Revise the plan Eliminate lower-value tasks Shortcut some work Rebalance assignments Use overtime Seek help Ask the company Ask the faculty Ask team coach Negotiate changes Reduce the scope Revise the goals

Reports to Stakeholders Keep expectations aligned Surface issues Test ideas Consider assigning team members as communication liaisons Consider weekly, one-page, written report

The Five Project Management Processes Initiation Planning Execution ControlClosing

Closing Create enthusiasm for implementation Transition project to company champions Wrap up loose ends Reflect on learnings Celebrate success