Enabling Project Communication, Collaboration & Workflow (CCW)

Module Objectives: At the end of this module, you will be able to:  Understand the benefits of CCW for projects  Comprehend the importance of enabling for CCW processes  Discuss and demonstrate collaboration, CCW for project management processes

EPM Components  Enables interaction and access to information  Enables team work  Technology that integrates process information flow Resource Management Desktop Tools & Applications Project Management Desktop Tools & Applications Portfolio Management Tools & Applications Budget & Cost Tracking Tools & Applications Project Reporting & Analysis Tools & Applications Organizational Workflow, Collaboration, Artifact Management and Communication Increasing Project Management Maturity and Sophistication

What is Project Communication, Collaboration & Workflow? Communication ability to continuously and quickly interact with participants to successfully execute projects Collaboration centralized access to project information and resources that streamlines knowledge sharing across the organization Workflow structured processes that enable participants to work more effectively across multiple projects Knowledge Hub TeamMembers Executives Partners Customers CustomersProjectManagers ResourceManagers

Project Communication, Collaboration & Workflow Benefits Support virtual teaming Streamlines data into useful information Promote an open & ongoing exchange of knowledge & lessons learned Maximize participation across all project stakeholders Improves Business Performance Encourages Innovation Maintains Accountability Centralize project documentation Improve Decision-Making Maximizes Operational Efficiency

Project Processes EPM enables communication, collaboration & workflow capabilities in every process Initiating Process Planning Process Controlling Process Closing Process Executing Process

Initiating Process Defining Project Scope  Activities: Scoping & authorizing the project or phase  EPM proposal workspaces features  Initiation form & checklist  Documentation templates  Storage and tracking for proposal documentation, material and forms  WSS Lists  Enables standardization & seamless workflow and tracking for the initiating process Initiating Process Planning Process Controlling Process Closing Process Executing Process

Planning Process Planning Project Activities  Activities: Planning, defining, developing, managing, estimating and budgeting  EPM planning workspace features  Planning checklists & forms  Budgeting & estimating templates  Unified storage for all materials  WSS Lists  Enables standardization & seamless workflow and tracking for the planning process Initiating Process Planning Process Controlling Process Closing Process Executing Process

Executing Process Project Plan Execution  Activities: Procurement, Quality, Team Development, Communication  EPM project workspace features  Task assignment notification  Attaching documents & materials to projects, tasks or milestones  WSS lists  Enables team workflow and collaboration within the project executing process Initiating Process Planning Process Controlling Process Closing Process Executing Process

Controlling Process Project Performance  Activities: Reporting, Change Control, Risk Monitoring  EPM features:  Issues & risks escalation  Project reporting workspaces  Change request forms and checklists  Enables standardization, workflow and process for team members and project/resource managers Initiating Process Planning Process Controlling Process Closing Process Executing Process

Closing Process Ending the Project  Activities: Contract Closeout, Administrative Closure  Closing Process Workspaces Features:  Closeout forms and checklists  Post mortem lessoned learned templates and improvement suggestions  Archiving project plans, templates and associated materials  Enables a standard set of practices for project managers and teams when closing out projects Initiating Process Planning Process Controlling Process Closing Process Executing Process

EPM Processes Capabilities

Enabling Project Communication, Collaboration & Workflow Summary  An extensive set of collaboration, communication and workflow technology is available.  You don’t have to implement it all at once  Start by focusing on the key and core project processes for your organization.  First, design and implement the capabilities that enhance your processes the most.

Questions  What process does your organization have for submitting documentation and material tied to project proposals?  Should group discussions threads be an essential part of your PM processes?  Is a project or team workspace a capability your organization needs/requires?

Questions  Are team discussions threads an essential part of your project executing process?  Is having a standard process for change requests a requirement / need?  Do you have a post mortem after the close of each project to improve the process and identify issue areas?