1. February 23, 2017 Luncheon

2. Life’s a Project! Everyday Project Management
Association of Government Accountants Monthly Luncheon
February, 2017
Dr. John Stinnett, PMP

3. Life’s a Project!
Workshop Purpose: Discuss project management and apply some of the key tools and techniques to everyday life
Scope
Time
Cost
Quality
Risk
Communication
Putting it all together!

4. Question:
Is anyone here a project manager?

5. Answer: Everyone is a project manager!
Project: A temporary endeavor undertaken to create a unique product, service, or result
PMI PMBOK

6. Traditional Project Management
IT Development – Software Development
Construction – Data Centers, New buildings, Roads, Bridges
Military – Weapon Systems – Submarine, Trucks

7. Everyday Project Management
Building a house
Planning a wedding
Preparing for a baby
Going on vacation
Cleaning out a garage/basement
Others??

8. Why use Project Management for my Everyday Life?
Visualize the Outcome vs. Visualize the Process
More likely to succeed with process
Planning Fallacy
We tend to be overly optimistic about what we can accomplish
Writing it down
40% more likely to accomplish your goals and accomplish them in the way you want!

9. Project Phases Initiating Planning Executing Monitoring/Controlling
Closing
Our focus today: Initiating & Planning

10. The “Triple Constraint”
Cost of resources
Time required/allowed
Scope of the work
Each is in balance with the others
All must achieve Quality outcomes (the “fourth constraint”)
Costs of Resources (Labor & Materials)
What and/or Who you will need, and What you Must Pay to get them
Time Required (Effort & Elapsed)
How long you have to get it done
Scope (Magnitude of the Work)
Performance Requirements: What is, and what is not, included in the approved deliverables
The features/functions of what you produce
What is meant by the concept of Balance among the constraints?

11. Triple Constraints – Another View

12. Project Management Plans
Scope Plan
Time Plan
Cost Plan
Quality Plan
Risk Plan
Communications Plan

13. Project Scope Statement
Scope – What the project is going to do. What it is NOT going to do
Elements of the project scope statement: major deliverables, assumptions, and constraints, success criteria
Stakeholders: Who are they?

14. Task Plan
Work Breakdown Structure (WBS): A hierarchical decomposition of the total scope of work to be carried out
Decomposition: technique used for dividing and subdividing the project scope and deliverables into smaller, more manageable parts

15. Sample WBS

16. Time Plan Define Activities Decomposition Estimate Activity Durations
Historical, Expert Judgment
Develop Schedule & Sequence
Task Relationship – Finish to Start, Start to Start

18. Cost Plan
Plan the cost: establish the policy and documentation for planning, managing, and controlling costs
Estimate costs
Determine budget
Control costs
Key: Prepare for costs by getting good estimates for all areas!

19. Cost Plan Creation
Develop the high level cost estimates and budget for your project
Include your planning assumptions and constraints

20. Quality Plan
Quality: The degree to which a set of inherent characteristics fulfills requirements
Quality is how well something works! Does it do what it is supposed to do as well as you expected it to do it!
Conformance (maintaining quality) & Nonconformance (the costs not having quality)

21. Risk Plan
Risk: The possibility that an unwanted circumstances will occur that result in some loss
Risk Management: The identification, assessment, and response to project risks in order to minimize the likelihood and impact of risks on the project objective

22. Risk Plan Sample

23. Risk Plan Creation
In your teams, identify potential risks, the consequence, chance of occurrence, impact, trigger, responsibility, and response plan

24. Communications Plan
The process of developing an appropriate approach and plan for project communications based on stakeholder’s information needs and requirements.
What is needed?
Communication Methods?
Frequency?
Audience?

25. Communications Plan

26. Project Plan - Elements
Scope Statement
Time Plan
Cost Plan
Quality Plan
Risk Plan
Communication Plan
USE ALL OF THESE TO EXECUTE AND MANAGE YOUR PROJECT!!

27. What’s Next?
Seek ways to utilize the project management tools and techniques in your life
Practice on small projects
Use what works
PM Tools/Techniques scale to the size of the project!

28. Life’s A Project! Putting it all together:
Visualize the Outcome vs. Visualize the Process
More likely to succeed with process
Planning Fallacy
We tend to be overly optimistic about what we can accomplish
Writing it down
40% more likely to accomplish your goals and accomplish them in the way you want!

29. Project Success – Final Thought
“The only truly successful project is the one that delivers what it is supposed to, gets results, and meets stakeholder expectations.”
(James P. Lewis, Lewis Institute)
Projects don’t succeed by accident – they succeed by management!

30. Project Management Resources
More info available:
Project Management Institute
Central Ohio Chapter of PMI
Questions:
John’s Cell: