PDD: Project Management Today & Tomorrow Doug Forsell, PMP ® HomeNet Communications, Inc

2 Project Management: Today & Tomorrow I. Where are we today? II. Why should we change? III. Where do we want to be tomorrow? IV. Who is involved? V. How do we get there? VI. When will we arrive?

3 I. Where are we today?  Organization maturity –At what level does the organization’s Capability Maturity Model (CMM) operate? –51% reported ERP implementation unsuccessful 1 –61% reported failed IT projects 2  Organization Culture –Identify the organization’s acceptance to the rate of change. 1) Robbins-Gioia Survey 2) The KPMG Canada Survey

4 I. Where are we today?  How did we get here? –Analyze changes in leadership, players, market share/shifts, costs, or competition –Inventory current project processes –Operating on assumptions that are no longer valid –Summarize the current situation

5 II. Why Change  Encountered? –Conflict due to poor communication –Team unsure of roles & responsibilities –Do not understand why project management provides a path for success –Required to justify timelines

6 II. Why Change  Experiencing any of the following? –Budget overruns –Schedules not being met –Constant scope creep –Unhappy customers –Poor quality

7 III. Where do we want to be tomorrow?  “Ability to deliver what was agreed upon. On time, on budget while ensuring exceptional customer satisfaction.”

8 III. Where do we want to be tomorrow?  Benefits of PMI structured project management –Increased resource utilization –Forecast budget $$$ with confidence –Accomplish more work over the same period –Complete work as scheduled

9 III. Where do we want to be tomorrow?  Understanding Project Management –The foundation of PMI structured project management is derived from empirical knowledge and utilizes traditional practices widely accepted and applied –Project management is the application of knowledge, skills, tools, and techniques to achieve project requirements. –Project management is accomplished through the use of the processes: initiating, planning, executing, controlling, and closing.

10 III. Where do we want to be tomorrow?  Understanding a Project –A project is unique, temporary, and consists of progressive steps toward closure –Operations are ongoing & repetitive

11 IV. Who is involved?  Roles & Responsibilities –Define at beginning of project –Ensure acceptance of R&R  Engage All Stakeholders –Stakeholder: Anyone with a vested interest the outcome of the project.  State expectations about resources allocated to project

12 V. How do we get there?  There are many ways to complete the work, but there is only one way to be successful… the right way!  Follow established guidelines / industry proven practices –PMI ® (Project Management Institute) –PMP ® (Project Management Professional) –CMM (Capability Maturity Model)

13 V. How do we get there?  Create a clear vision statement of project management for the company –e.g. “Ability to deliver what was agreed upon. On time, on budget while ensuring exceptional customer satisfaction while enabling the most efficient use of resources”  Define practical short & long-term objectives for implementation of a project management approach

Essence of Project Management CostSchedule Scope

Essence of Project Management CostSchedule Scope Customer & Quality

Essence of Project Management Schedule ControlExecutionPlanning Initiation Closure Scope ControlExecutionPlanning Initiation Closure Cost ControlExecutionPlanning Initiation Closure Customer & Quality

Essence of Project Management CostSchedule Scope Customer & Quality Pragmatism

18 V. How do we get there?  Requirements Definition (Scope) –Technology requirements –Personnel requirements –Resource requirements  External requirements –Products/services/technology required for purchase from outside company

19 V. How do we get there?  Requirements Definition (Scope) –Capture requirements in three stages Project Proposal 10,000ft High-Level Definition 1000ft Low/Detail-Level Definition 1ft

20 V. How do we get there?  Schedule –Determine the phases of the project –Determine a representative for each phase –Determine beginning, middle, & end of each phase –Set check points for each phase

21 V. How do we get there?  Schedule –High-level schedule milestones JanFebMarAprMayJunJulySepOctNovDec Phase 1 Phase 2 Phase 3

23 V. How do we get there?  Compose a financial plan: –Financial model with assumptions –Capital resources –Human resources –Time –Highlight financial benefits

24 V. How do we get there?  Identify roadblocks of project management –Isolate issues needing short-term resolution –Isolate issues needing long-term resolution –State consequences of decision delay –Obtain upper management support –If seeking funding, state why

25 V. How do we get there?  Establish a Reporting Plan –High-level overview of progress against schedule Ahead in what areas On-track in what areas Behind in what areas –Unexpected delays or issues –Financial data

26 V. How do we get there?  Define goals  Define objectives (S.M.A.R.T.) –Specific, Measurable, Attainable, Realistic, Time-based  Hold a kickoff meeting  Develop project plan –Communication plan  Identify risks of project  Determine risk mitigation strategy

27 V. How do we get there?  Project Closure –Host meeting –Identify what worked and what did not –Request attendees to be candid –Record lessons learned (scribe) –Turn over meeting to neutral facilitator & leave room

28 VI. When will we arrive?  Journey, not a destination  Following structured processes evolves the organization to a higher CMM level  Each project implementation is a stepping stone towards improved project management  Project management approach is proven over time through results. Projects will be on time & on budget.

29 Next Steps  Educate yourself about project management -Join PMI® -Attend PMI® monthly chapter meetings -Become PMP® certified -Read project management publications

30 Next Steps  Educate your company about Project Mgmt -Discuss advantages with management -Publish information in company newsletter -Host user groups -Host meetings discussing project management FOR MORE INFO...

31 Questions  Doug Forsell