Project Management Life Cycle Katy Koenen 05/07/2013

2 Agenda TaxonomyThe Process Best Practices Introduction Q & A

3 Project Management Life Cycle Goals Understand the Project Life Cycle Objectives Be able to explain each element of the Project Management Life Cycle Section Introduction

4 Managing Projects Like many business processes, each project has a life cycle. It starts with a kick-off meeting and ends with project close-out activities. This presentation highlights each state of managing a project and provides techniques to help you be successful. Section Introduction

5 Life Cycle Stages Section Introduction 1.Create a Project Charter 2.Define the Project Scope 3.Collect and document Business Requirements 4.Establish Roles and Responsibilities with a RACI matrix 5.Conduct a Kick-off Meeting

6 Life Cycle Stages, continued Section Introduction 6.Create a Work Breakdown Structure (WBS) 7.Schedule Project Milestones 8.Monitor & Facilitate Project Progress 9.Communicate Project Status 10.Conduct a Lessons Learned session

7 Taxonomy TermDefinition RACIMatrix showing who is Responsible, Accountable, Consulted, or Informed for each high-level project task Work Breakdown StructureMatrix of high-level work items for executing the project and the individuals responsible for each. Assign one individual per task.

8 The Process Create the Project Charter 1.Define the project vision: Who is the customer and what benefits will the project provide? 2.Identify the measurable goals that will satisfy the aims of the project. 3.Identify other relevant factors to consider, e.g. usability, training, documentation, etc. 4.Determine the budget for the project. 5.Determine the due date for the project deliverables.

9 The Process Define the Scope 1.Define the project’s deliverables and the work required to create those deliverables. 2.Define the acceptance criteria for the project’s deliverables. 3.Call out what will be done, as well as what won’t be done. 4.Identify project constraints, e.g. budget or inflexible delivery dates.

10 The Process Document Business Requirements 1.Identify, very specifically, what the customer needs. 2.Identify the key success factors, and how you will know the requirements have been met. 3.Provide business models, diagrams, or flow charts to illustrate current and future states.

11 The Process Create a Responsibility Assignment Matrix A Responsibility Assignment Matrix (RACI) describes and communicates the participation, by role, of project members in the completion of a project.

12 The Process RACI Roles RoleDescription Responsible (R)Those who actually do the work Accountable (A)Those who approve the work Consulted (C)Subject Matter Experts whose opinions are sought and with whom there is two-way communication Informed (I)Those who are kept up-to-date on the progress and completion of tasks, with whom there is one-way communication

13 The Process RACI Example R – Does the work A – The buck stops here C – Provides input I –Receives Output Task Steering Committee Project Manager Systems Engineer Architect Support Services Designee Define GoalsCRCCC Create High-Level Design IIARI Prepare Deployment Plan IA, RIII Analyze Deployment Resource Needs IARCC Implement SolutionIR

14 The Process Conduct a Kick-off Meeting Educate the team about tools and processes Review the Project Charter and Scope Validate the RACI Matrix Identify Project Priorities Identify Project Risks

15 The Process Create a WBS Identify the major areas of work to form the top-level of the WBS Identify the next level of work in each major group Identify the third level of work under each item in Level 2 Continue to break down the required work until you reach a level of tasks that will take roughly half a day to complete

16 The Process Items to include in a WBS Project Planning Tasks Approval Cycle Tasks Key Project Meetings Management & Customer Meetings Training Project Management Tasks Test Planning, Development, and Execution Quality Control/Defect Repair Project Reviews Project Closing Tasks

17 The Process Schedule Milestones Identify the tasks required to produce project deliverables Estimate the effort required to complete each task or activity Estimate the duration of each task or activity Estimate the calendar time that will be required to complete each task or activity

18 The Process Monitor and Facilitate Manage the project schedule Ensure project objectives are met Facilitate project meetings Facilitate team communication

19 The Process Communicate Project Status Conduct regular status meetings Send regular status reports to stakeholders Raise awareness when risks and changes occur

20 Best Practice Do…  Plan for the project  Create project documentation  Manage and facilitate project execution  Communicate, communicate, communicate  Conduct a Lessons Learned session Don’t…  Neglect project documentation  Assume stakeholders and team members know what you know Best Practices

21 Q & A What are your questions?

22 Section Wrap-up In this section we… Learned how to plan for a project Learned the importance of project documentation Learned what documentation to provide Learned the importance of a Lessons Learned session Learned how to conduct a Lessons Learned sesson

23 Section Wrap-up Sources Emprend Inc./Project Connections.com. “PC1401: Getting Started With New Project Management Techniques” © 2009

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