Managing Projects for Success! Kirk Schanzenbach NY State Comptrollers Office

Measuring Success On Time On Time Within Budget Within Budget Within Scope Within Scope Provides Functionality Promised Provides Functionality Promised Provides Organizational Benefits Provides Organizational Benefits Meets Customer/User Needs Meets Customer/User Needs On Time On Time Within Budget Within Budget Within Scope Within Scope Provides Functionality Promised Provides Functionality Promised Provides Organizational Benefits Provides Organizational Benefits Meets Customer/User Needs Meets Customer/User Needs

Source: KPMG Survey of 256 companies. 32% poor project management skills 20% lack of effective communication 17% unfamiliar project scope 17% failure to properly define objectives 14% inability to cope with technology The financial loss is large and often unrecoverable! Why Do Projects Fail?

What is Project Management? Project management is the application of knowledge, skills, tools, and techniques to project activities in order to meet the project requirements. (PMBOK 2000) Project management is the application of knowledge, skills, tools, and techniques to project activities in order to meet the project requirements. (PMBOK 2000)

What is PM, Really? Agreeing on Expectations Planning the Work Learning Working the Plan Helping People Deliver Results

PM Start-Up Kit For Improved Success Project Management Methodology Project Management Office Project Portfolio Management Lots and Lots of Patience Project Management Methodology Project Management Office Project Portfolio Management Lots and Lots of Patience

Project Management Methodology

SMART Projects! Common OSC PM Language Roadmap of Best Practices Templates Save Time Consistent, Repeatable Process Organizational Lessons Learned BOTTOM LINE… ITS ALL ABOUT COMMUNICATION BOTTOM LINE… ITS ALL ABOUT COMMUNICATION

Choose Your Pain! Plan & Control Now… … Or Pay Later!

Schedule Scope Budget TRIPLE CONSTRAINTS A Common Characteristic…

Top 10 Lessons Learned 1.PROJECTS ARE MOSTLY ABOUT PEOPLE! - Ron Schubin, Unclaimed Funds System Project 1.PROJECTS ARE MOSTLY ABOUT PEOPLE! - Ron Schubin, Unclaimed Funds System Project

TIME EFFORT PLANNINGEXECUTION & CONTROL CLOSEOUTINITIATION Project Management Life Cycle

TIME EFFORT PLANNING EXECUTION & CONTROL CLOSEOUT INITIATION Gate 1 - Business Case Gate 2 – Concept Proposal Gate 3 - Project Charter Initiation Phase

TIME EFFORT PLANNING EXECUTION & CONTROL CLOSEOUTINITIATION Most Project Management Define Deliverables (SCOPE) Build Schedule (TIME) Planning Phase Determine Cost (BUDGET)

Schedule Planning

Baseline Planning Defining Activities Sequencing Activities Listing Resources Duration Estimation Dependency Planning Defining Activities Sequencing Activities Listing Resources Duration Estimation Dependency Planning

…and some Management Plans! Communication Plan Organization Plan Risk Management Plan Project Change Plan Organizational Change Plan Vendor Management Plan Communication Plan Organization Plan Risk Management Plan Project Change Plan Organizational Change Plan Vendor Management Plan USE THEM ALL OR JUST A FEW…

TIME EFFORT PLANNING EXECUTION & CONTROL CLOSEOUTINITIATION Apply Resources and Budget Accomplish Objectives Take Corrective Actions Execution & Control Phase Keep Stakeholders Informed

TIME EFFORT PLANNING EXECUTION & CONTROL CLOSEOUTINITIATION Customer Acceptance Transition to Operations Lessons Learned Closeout Phase Celebrate!!

Project Success Factors Demonstrate Need and Benefits Continuously Rigorous, Step-by-Step Review Keep it Small, Break it Up!! Clear, Objective & Agreed-to Scope Customer/Stakeholder Involvement Conduct Thorough Business Analysis & Planning Experienced Project Manager & Engaged Sponsor Clear Change & Decision-Making Processes Demonstrate Need and Benefits Continuously Rigorous, Step-by-Step Review Keep it Small, Break it Up!! Clear, Objective & Agreed-to Scope Customer/Stakeholder Involvement Conduct Thorough Business Analysis & Planning Experienced Project Manager & Engaged Sponsor Clear Change & Decision-Making Processes

Not Just For Technology Audits New Programs Other Short-Term Work Other Long-Term Work Audits New Programs Other Short-Term Work Other Long-Term Work