1. Project ManagementDay 2 in the pm Project Management (PM) DO

2. Day 2 in the pm # 2 / 26 Project ManagementCook Project Success Factors  Clear project mission  Top management support  Good project schedule/plan  Good client consultation  User involvement  Clear statements of requirements  Proper planning  Excellent Project Leader

3. Day 2 in the pm # 3 / 26 Project ManagementCook Project Leader Skill Set  Leadership skills: sets example, energetic, vision (big picture), delegates, positive  Team Building skills: empathy, motivation  Communication skills: listening, persuading  Organizational skills: planning, goal-setting, analyzing  Coping skills: flexibility, creativity, patience, persistence  Technological skills: experience, project knowledge

4. Day 2 in the pm # 4 / 26 Project ManagementCook Project Manager’s Job  Define scope, focus on goals, and lead by example  Identify stakeholders and decision-makers  Develop detailed task list (WBS or Gantt charts)  Identify interdependencies  Estimate time, talent, resources & budget requirements  Identify & track critical milestones and job performance  Identify & evaluate risks early and have contingency plans  Participate in project phase review and recognition  Manage the configuration and change control process  Report project status and problems – present and future

5. Day 2 in the pm # 5 / 26 Project ManagementCook Project Manager’s Levers  - Authority: the legitimate hierarchical right to issue orders  Assignment: influence on worker's later work assignments  Budget: ability to authorize use of discretionary funds  Promotion: ability to improve a worker's position  - Money: ability to increase a worker's pay and benefits  - Penalty: ability to dispense or cause punishment  + Work challenge: the ability to assign work that capitalizes on a worker's enjoyment of doing a particular task  + Expertise: special knowledge that others deem important  Friendship: the ability to establish friendly personal relationships between the project manager and others

6. Day 2 in the pm # 6 / 26 Project ManagementCook Covey’s 7 habits of Success  Project managers can apply Covey’s 7 habits to improve effectiveness on projects  Be proactive  Begin with the end in mind  Put first things first  Think win/win  Seek first to understand, then to be understood  Synergize  Sharpen the saw

7. Day 2 in the pm # 7 / 26 Project ManagementCook Performance Reporting  Performance reporting keeps stakeholders informed about how resources are being used to achieve project objectives  Status reports describe where the project stands at a specific point in time  Progress reports describe what the project team has accomplished during a certain period of time  Project forecasting predicts future project status and progress based on past information and trends  Status review meetings often include performance reporting

8. Day 2 in the pm # 8 / 26 Project ManagementCook Sample Monthly Status Report

9. Day 2 in the pm # 9 / 26 Project ManagementCook Risk Management - Tracking  Top 10 risk item tracking is a tool for maintaining an awareness of risk throughout the life of a project  Establish a periodic review of the top 10 project risk items  List the current ranking, previous ranking, number of times the risk appears on the list over a period of time, and a summary of progress made in resolving the risk item

10. Day 2 in the pm # 10 / 26 Project ManagementCook Risk Management Options  Risk avoidance: eliminating a specific threat or risk, usually by eliminating its causes  Risk acceptance: accepting the consequences should a risk occur  Risk mitigation: reducing the impact of a risk event by reducing the probability of its occurrence

11. Day 2 in the pm # 11 / 26 Project ManagementCook Risk Resolving & Hedging

12. Day 2 in the pm # 12 / 26 Project ManagementCook Procurement Management  Procurement planning: determining what to procure and when  Solicitation planning: documenting product requirements and identifying potential sources  Solicitation: obtaining quotations, bids, offers, or proposals as appropriate  Source selection: choosing from among potential vendors  Contract administration: managing the relationship with the vendor  Contract close-out: completion and settlement of the contract

13. Day 2 in the pm # 13 / 26 Project ManagementCook Procurement Planning  Procurement planning involves identifying which project needs can be best met by using products or services outside the organization.  It includes deciding:  whether to procure  how to procure  what to procure  how much to procure  when to procure

14. Day 2 in the pm # 14 / 26 Project ManagementCook Stages of Procurement

15. Day 2 in the pm # 15 / 26 Project ManagementCook Risk versus Contracting Type

16. Day 2 in the pm # 16 / 26 Project ManagementCook RFP Evaluating

17. Day 2 in the pm # 17 / 26 Project ManagementCook Contract Administration  Contract administration ensures that the seller’s performance meets contractual requirements  Contracts are legal relationships, so it is important that legal and contracting professionals be involved in writing and administering contracts  Many project managers ignore contractual issues, which can result in serious problems

18. Day 2 in the pm # 18 / 26 Project ManagementCook Management Cautions  Analytic PM Techniques are more useful when:  Situation is stable  Technology is known  Pace is not absolutely critical  Safety is more important than Frugality  Size gets beyond single person comprehension  As a guideline, consider the extent of formalism as a function of project size

19. Day 2 in the pm # 19 / 26 Project ManagementCook Minor Project  Interface Program or Enhancements  < 160 hours work effort  < 90 days duration  1 or 2 development resources  1 MM RMB or less budgeted

20. Day 2 in the pm # 20 / 26 Project ManagementCook Minor Project Project Plan Project Charter Weekly Status

21. Day 2 in the pm # 21 / 26 Project ManagementCook  Multiple Technologies  < 2000 hours work effort  < 180 days duration  3-4 development resources  5 to 7 teams involved  10,000,000 RMB or less budgeted Average Project

22. Day 2 in the pm # 22 / 26 Project ManagementCook Average Project Project Plan Project Charter Monthly Reviews Budget Resource Plan Status Reports Scope Definition

23. Day 2 in the pm # 23 / 26 Project ManagementCook Major Project  Multiple Technologies & Locations  > 2000 hours  5+ development resources  > 10 teams involved  Budget exceeds 10,000,000 RMB  Multi-phase

24. Day 2 in the pm # 24 / 26 Project ManagementCook Major Project Project Plan Project Charter Issue Log Budget Resource Plan Status Reports Scope Definition Communications Plan Quality Plan Risk Mgmt Plan Procurement Plan

25. Day 2 in the pm # 25 / 26 Project ManagementCook Wisdom  Watch the pattern of diffusion of work group tools (if grows like a cancer, good and healthy; if jumps from place to place, not healthy – CASE as a referent tool)  Watch the pattern of advocacy (if furthest from the action likes it most and those doing the work like it the least, then do your best to sweeten it for those doing the work)  It’s easy to err on the side of a too elaborate a project management system; being too simple is much harder  Pencil and paper can still out perform tools for strategies, contingencies, and possibilities when done by those with good experience, judgment, intentions and access to talent.

26. Day 2 in the pm # 26 / 26 Project ManagementCook Concluding Remarks  Questions and Answers  Thank you, again. You can find a copy of this lecture (220 KB) on the Internet at: http://cha4mot.com/TG-PM0309