©2010 asapm asapm Project Management Communities of Practice - PMCoP Program

2 ©2010 asapm What is a PMCoP  A group of people who are interested in sharing tacit and elicit knowledge about their work as Project Managers  A Community of Practice (CoP) can be a group that meets in person or it can be a virtual group that operates through a list server or chat.  asapm members have held PMCoPs since the society started in

3 ©2010 asapm How do you Organize a Physical PMCoP?  Invite your peers and colleagues to meet at your office or your local library or your home to discuss project management. Suggested minimum size is five people.  Ask each of these colleagues to invite at least one of their circle of colleagues (preferably from a different industries or companies).  Assign a PMCoP Coordinator to set up a group site. Please contact the Member Services Director of asapm, for directions on how to set up a site. 3

4 ©2010 asapm Mechanics of a PMCoP Meeting  Choose your first topic(s).  Hold the meeting at your office, your local library, coffee shop, a book store, or in your home.  Food and drink of some sort is good. 4

5 ©2010 asapm Picking a topic  The survey approach  The “pet peeve”  The biggest problem  The most profound lesson learned  The top contender for the “It doesn’t work that way in reality” award  PM Competency Topics in the National Competence Baseline (NCB) or the IPMA Competence Baseline (ICB)  See or  Emerging trends 5

6 ©2010 asapm  Respect  All attendees are peers – A PMCoP is a non- hierarchical group  Disagreements are acceptable – Diversity of opinion is welcome  Advance scheduling  Work to increase the network  Adding value through contribution 6 Core principles for a sustainable PMCoP

7 ©2010 asapm Roles in a PMCoP  The role of the host  To begin a meeting the host needs to offer a basic structure:  Agreement on topic if one hasn’t been chosen  Any goals for the meeting  Agreement on next meeting  In ongoing PMCoPs, the host role rotates so that responsibility for the group is shared among members. 7

8 ©2010 asapm The Role of Scribe  Record resources located by the PMCoP  Record the findings of the meeting  Forward these items to the PMCoP coordinator 8

9 ©2010 asapm Setting up a Virtual CoP  At the current time, we have chosen to use ning.com for our virtual CoPs. You can find an example and setup on the member’s only page of  We currently have a virtual CoPs for:  Agile Project Management  WBS  Portfolio Management 9

©2010 asapm Sample Discussion Package For a PMCoP Meeting  Risk Management

11 ©2010 asapm Scenario You are a project manager for a major telecommunications network upgrade with a NPV of US $10,000,000.  You are heavily dependent on a third party vendor for your project and your contract office informs you that there is a 30% chance that the vendor will go out of business at the end of the quarter. If that occurs, your project will incur a US $3,000,000 cost overrun due to rework.  There is also a 30% chance that a new legislation will pass that will decrease government oversight of your team's work. If this legislation passes, you estimate that your project will save US $1,600,000 in time delays.  Lastly, your technical lead indicates that there is 20% chance that a new software package will be available by month end that could save US $1,800,000 in testing time. If available, the software will cost US $500,000 to procure, install and train. 11

12 ©2010 asapm Success Factors  How have you successfully managed Risk on your most recent project?  Is that different then what’s worked in the past? 12

13 ©2010 asapm Lessons Learned  What has been the most profound lesson you have learned about Risk  How have you taken this learning and made it part of your approach to managing a project 13

14 ©2010 asapm Dealing with Risk in the Real World  What about Risk or Opportunities that still gives you the most trouble?  Do you manage risks differently than opportunities? 14

15 ©2010 asapm Tips, Tools and Techniques for Risk  What Tips do you have to share about Risk or Opportunity Management?  What tools do you recommend to help you minimize risk and maximize opportunities  What techniques do you recommend in working with risk or opportunities  Don’t list anything you don’t actually do 15

16 ©2010 asapm Resources  What articles would you recommend about Risk or Opportunity Management  What books would you recommend about Risk or Opportunity  What web sites would you recommend about for learning more about Risk or Opportunity Management 16

17 ©2010 asapm Closing out a session  Have one in the group keep notes. Publish any actions, conclusions or recommendations from the meeting.  Plan the topic for the next meeting. Planning several months ahead will allow people preparation time and as your PMCoP grows, allows time for invited guest arrangements. 17

18 ©2010 asapm Conclusion  At asapm, we look forward to hearing about your development of PMCoPs in your areas.  If you have any questions, please forward them to Brent Hansen at