Project Management Review Steffanie McGarity

What is Project Management?

Project Management is application of knowledge, skills, tools and techniques to project activities to achieve project requirements.

What is a Project?

A project must meet two requirements: It must be temporary (have a specific start and a specific end). It must have an end result (something must be completed or created)

Scope Increases? Scope

Cost is a Function of Performance Cost Performance Time Scope

What is the role of Project Manager?

To make sure the project is On Time Within Budget and Scope At Correct Performance Level

Project Management Processes 1.Initiating 2.Planning 3.Executing 4.Monitoring/Controlling 5.Closing

1. Initiating Determine product or service to be developed Collaborate/Clarify Need Assign Project Manager What, When, Who, Why, Where and How questions Project Scope

2.Planning The project manager and team Determine Scope of work Create a Checklist Formulate Schedule Identify resources Estimate time to develop tasks Recommend major deliverables.

Project Management Tools Work Breakdown Structure Activity on Node Diagrams Gantt Chart Software Tools

3. Executing Work on Task Project Status reporting Discuss Issues Reassign Task (if needed) PM Communications critical!!

4. Monitoring and Controlling Monitor/Manage Changes Scope – Time, Performance, Cost Be sure to record these changes

5. Closing Process This is the end of the project and these activities are conducted: Lessons Learned Final work Contract closeout

Project Management Part 2 Steffanie McGarity

What is the leading cause of project failure?

Estimate Time Cost Scope Performance

Estimating Parkinson’s Law: Work expands to fill the time allowed.

Estimating Guidelines Assume a certain resource will be assigned Document assumptions

What are some methods used to estimate?

Estimating Methods Consensual Estimating (individual to group) Expert Judgment Bottom Up Analysis (WBS) Three Point Estimates Analogous (Historical Data) Parametric (Extrapolated Historical Data)

Consensual Estimating Three individuals estimate each activity individually Discuss assumptions Example: Prep for Camp Setup – Find Location – Prep Site – Setup Tent – Collect Wood – Build Fire

Bottom Up Estimation Work Breakdown Structure Example: Camping

Expert Judgment Based upon expertise that has been acquired in specific area

Three Point Estimation Accounts for uncertainty associated with estimating by – O: Optimistic (Best Case scenario) – M: Most likely – P: Pessimistic (Worst Case Scenario) The most likely estimate is weighted most heavily. The equation is:(O+4M+P)/6

Analogous Estimating Analogous is considered top-down Analogous estimating uses an “analogy” comparing a past similar project to your current project. Not extremely accurate Ex: Analogous is saying that because his house took $X my house will also take around $X..

Parametric Estimating Uses a relationship between variables (a unit cost/duration and the number of units) to develop the estimate Ex: Parametric is saying that because his house is 1000 Sq ft and it took $X to complete my house being 2000 sq ft with same quality it will take $2X... here you can see some extrapolation.

Monitoring and Controlling Tools and Techniques Collection of Project Performance Information Analysis of Project Reporting on Project Performance Management of Project Change

Collection of Project Performance Information – Pulse Meetings Few minutes long Face to face or virtual Report Start/End Activities – Variance Reports Compare actual to estimate – Program Reviews Meeting with entire team and sub-project leaders Compare current to scheduled Big Picture Focus on big picture and project integration

Sample Variance Report BAC = Budget at Completion (Total Budget for project or task) PV = Planned Value (Originally planned cost of work that should have been done by this point) AC = Actual Cost (Actual cost expended to date) EV = Earned Value (PM estimate of the amount of budgeted work complete)

Analysis of Project Technical Reviews – Formal meetings – Subject matter experts not part of team Problem Solving – Clarify – Investigate – Evaluate – Choose – Implement – Validate

Reporting on Project Performance – Project Management Information Systems PM Software File Shared Spreadsheet Meeting Room – Management Reviews Focus on key stakeholders Performance adequate – Dashboards Snapshot of project

Management of Project Change – Change Management Log

Project Control and Evaluation Compare progress to plan Each member is in control of their own work If you take no action in response to a deviation you are monitoring not controlling Project Evaluation determines if project should continue as is, be changed or cancelled. Record working times daily (not weekly)

Team

Team Dynamics Teams don’t just happen they must be built. Have entire team participate in planning. Deal with Goals, Roles and Responsibilities, Procedures and Relationships in that order.

Team Issues 1.Goals: What is the team mission? 2.Roles and Responsibilities: What is expected of each individual and by when? 3.Procedures: How we do it? Processes? 4.Relationships: Interpersonal Skills?

Team Meetings

41 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Essential Questions What are some characteristics of effective meetings? What structures and processes can be used by teams to ensure that their meetings are effective? What facilitation skills can leaders and other team members use to encourage members to participate in effective meetings?

42 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Opening Discussion Think about a meeting that you’ve been to that you consider to have been effective. How do effective team meetings contribute to collaboration?

43 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Think, Pair, Share Activity Individually, list as many ideas as you can about factors that contribute to effective team meetings. In pairs or triads, talk about your ideas and identify five ideas that and your partner consider most important to effective team meetings. Share your ideas with the whole group to begin thinking about tips for conducting effective meetings.

44 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Tips for Leading Effective Meetings Effective Meetings Need to Have: – Good structures – Good processes – Good leadership/facilitation

45 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Effective Meeting Objectives Strategies for structuring teams Processes that teams can use Strategies to facilitate effective meetings

46 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Creating Strong Structures Teams need to decide how they will be structured to conduct their business – Decide on regular meeting times – Identify group norms and purpose – Decide how meetings will be conducted (e.g., use of agendas and roles, etc.) – Talk about how decisions will be made (e.g., consensus, democratic, etc.) – Talk about how members will communicate between meetings

47 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Creating Productive Processes Use agendas with timelines – Have the group agree on the agenda ahead of time, or – Come with a partial agenda and ask for input – If there’s too much to do, prioritize and stick to your timelines Use roles and share them when possible – Typical roles include: facilitator, recorder, timekeeper – The facilitator’s role can be shared, even if there’s one “official” leader – Shared roles help to create a sense that all members are equally valued Find ways to develop trust and a sense of shared responsibility Pay attention to the use of good communication skills – Build in processing time to discuss what the group is doing well and what needs to be improved

48 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Paying Attention to Leadership and Facilitation Remember to balance the task and relationship aspects of collaboration – Focus both on getting tasks done and developing good relationships – Try to read the energy of a group and adapt as necessary

49 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Paying Attention to Facilitation (cont’d) Use your role to help develop a sense of equity among team members – Encourage equal participation among all members – Remind members that participating means listening as well as talking Use your role as a way to identify when decisions are being made – Note the difference between “discussion time” and “deciding time” When necessary, step in to help resolve conflict and/or to help in doing so

50 Tips for Leading Effective Meetings ©2008, University of Vermont and PACER Center Problem-Solving Activity Think about some times when team meetings have not been effective. Describe to the group: What happened and why you saw this as a challenge. Group members: Drawing on your own experiences as well as today’s discussion, generate alternatives to the situations described. Final thoughts: What are two or three things you learned as a result of today’s activity?

”The achievements of an organization are the results of the combined effort of each individual.” Vincent Lombardi