Getting Control of Your Projects! Kirk Schanzenbach NY State Comptrollers Office

Successful Projects Provide Increased Organizational Benefits Increased Organizational Benefits Happy Executives!! Happy Executives!! Happy Customers/Users Happy Customers/Users Happy Project Participants Happy Project Participants

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

What We Get Out of Control Costs/Staff Time Out of Control Costs/Staff Time Everyone Survived Everyone Survived Some of the Promised Features Work Some of the Promised Features Work Delays Measured in Years Delays Measured in Years Products Not Always Used Products Not Always Used

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) (PMBOK 2000) Project management is both an art and a science. Dr. Harold Kerzner Dr. Harold Kerzner

What Is Project Management, Really? Agreeing on Expectations Agreeing on Expectations Planning the Work Planning the Work Working the Plan Working the Plan Delivering the Results Delivering the Results Learning Learning

Project Life Cycle Project Initiation Project Initiation Wild Enthusiasm Wild Enthusiasm Disillusionment Disillusionment Chaos Chaos Search for the Guilty Search for the Guilty Punishment of the Innocent Punishment of the Innocent Promotion of the Non-Participants Promotion of the Non-Participants Definition of the Requirements Definition of the Requirements

Murder Mystery: Who Killed My Project Read the Handout Read the Handout Identify Project Risk Factors Identify Project Risk Factors Collect Risk Factors & Who Done It Collect Risk Factors & Who Done It Discussion Discussion Identify Who Done It Identify Who Done It

Successful Projects : Demonstrate Need and Benefits Continuously Demonstrate Need and Benefits Continuously Go Through a Rigorous, Step-by-Step Review Go Through a Rigorous, Step-by-Step Review Keep It Small, Break It Up!! Keep It Small, Break It Up!! Have Clear, Objective, & Agreed To Scope Have Clear, Objective, & Agreed To Scope Focus on the Customer/Stakeholder Focus on the Customer/Stakeholder Conduct Thorough Business Analysis & Planning Conduct Thorough Business Analysis & Planning Have Experienced Project Manager and Sponsor Have Experienced Project Manager and Sponsor Establish a Clear Decision Making Process Establish a Clear Decision Making Process

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

Project Management Methodology

TIME EFFORT PLANNINGEXECUTION & CONTROL CLOSEOUTINITIATION Project Management Life Cycle

Project Management Office

PMO Mission To assist and support project sponsors, managers and teams in their efforts to deliver the desired products on budget and on schedule in furtherance of the Agency mission and objectives. To assist and support project sponsors, managers and teams in their efforts to deliver the desired products on budget and on schedule in furtherance of the Agency mission and objectives.

PMO Goals Improve Customer Service and Value Improve Customer Service and Value Advance Portfolio Management Advance Portfolio Management Increase PM and BA Maturity Increase PM and BA Maturity Continually Improve PM Method & Tools Continually Improve PM Method & Tools Provide Flexible and Scalable Services Provide Flexible and Scalable Services Improve Quality Assurance Improve Quality Assurance

PMO Services Project Consulting and Technical Assistance Project Consulting and Technical Assistance Planning Facilitation and Documentation Planning Facilitation and Documentation Project Tools Project Tools Project Manager Training Project Manager Training Business Process Consulting Business Process Consulting Project Team and Sponsor Training Project Team and Sponsor Training Information Services Information Services

Project Portfolio Management

Portfolio Management Committee Supports Project Management Supports Project Management Looks at Big Picture Looks at Big Picture Ranks Projects Objectively Ranks Projects Objectively Makes Sure Were Doing the RIGHT Things Makes Sure Were Doing the RIGHT Things Insures the Project is Still WORTH Doing! Insures the Project is Still WORTH Doing! Approves Project Through Gates Approves Project Through Gates

Whats Up With All Those Gates? Gate 1 – Business Case Gate 1 – Business Case Gate 2 – Concept Proposal Gate 2 – Concept Proposal Gate 3 – Project Charter Gate 3 – Project Charter Gate 4 – Project Plan Gate 4 – Project Plan Gate 5 – Project Status Gate 5 – Project Status Gate 6 – Post Implementation Review Gate 6 – Post Implementation Review

Getting Started Broadly Recognized Organizational Need Broadly Recognized Organizational Need Understanding of Your PM Maturity Understanding of Your PM Maturity Organizational Focus…Oh, and Resources Organizational Focus…Oh, and Resources Clear Strategic Focus/Objectives/Benefits Clear Strategic Focus/Objectives/Benefits Project Review and Approval Process Project Review and Approval Process Common Language and Approach Common Language and Approach

Other Uses of Project Management Audits Audits Certain Operational Type Activities Certain Operational Type Activities

Schedule Scope Budget TRIPLE CONSTRAINTS A Common Characteristic…

Controlling the Project Define the Project Define the Project Develop Plans Develop Plans Execute Plans and Resolve Issues Execute Plans and Resolve Issues Measure Progress Against Baselines Measure Progress Against Baselines Report Status to Stakeholders Report Status to Stakeholders Identify and Approve Changes Identify and Approve Changes Manage with Management Plans Manage with Management Plans WATCH OUT FOR THE SCOPE CREEP!

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