1. WEEK 5 Introduction to Project Management

2. Agenda Phase 2: Planning ◦ Compressing the Schedule ◦ Risk Analysis Phase 3: Executing

3. COMPRESSING THE SCHEDULE

4. Methods of Compressing Crashing ◦ Look at alternatives that provide the maximum compression for the least cost Fast Tracking ◦ Compressing the project schedule by overlapping activities that would normally be done in sequence INCREASES RISK

5. Increasing Resources Decreasing the time it takes to perform individual activities by increasing the number of people working on the activity ◦ Example:  If it takes Joe 4 hours to complete  Logically it would take Joe & Mary 2 hours to complete

6. Increasing Resources - Cons Consider the following ◦ New sources are not familiar with the tasks.: less productive than current team members ◦ Who will guide the new member along the learning curve? ◦ Being available != being qualified ◦ May increase costs

7. Task Splitting Aim to take a large task and split it into 2 or more smaller tasks, ◦ Each of which could start ahead of the completion of the previous one. Considerations: ◦ Task must be on critical path ◦ Cannot use same resources ◦ May cause new critical path

8. RISK MANAGEMENT

9. Risk Management Identifies threats that can affect the project Planning to proactively deal with the threats Risks should be considered for: ◦ Health & Safety ◦ Environmental ◦ Legal ◦ Financial

10. Risk Identification Techniques 1. Interview with SME’s 2. Brainstorming 3. Delphi Technique 4. Nominal Group Technique 5. Crawford Slip 6. Analogy 7. Checklist, forms, and templates 8. SWOT 9. Cause & Effect Diagram

11. Risk Identification Workshop In groups, research the techniques ◦ What is it? ◦ How it is accomplished? ◦ Prepare a mini presentation ◦ Upload the presentation to the file exchange 10 minutes to complete

12. Project Risk Review Type of ReviewQuestions StakeholdersWhat could upset them? Communication PlanWhere could poor communication cause trouble? ScheduleWhat milestones might be troublesome? Resource DemandAt what point are people overloaded? PeersCan your peers identify any additional risks? ManagementCan management identify any additional risks?

13. Plan Risk Management Example Specific Project Stakeholder Priorities ImproveKeepSacrifice Scope X Quality X Time <= 1 month to save $5,000 Cost Want to save

14. Risk Identification Identify the risk event(s) Keep them realistic Example:  Resources may be constrained due to team members working on other projects  Significant schedule delays may occur due to team being unfamiliar with the new application or process

15. Qualitative Risk Analysis Risk DescriptionProbability (10% - 90%) Impact (H 3, M 2, L 1) Severity = P * I A Resources may be constrained due to team members working on other projects 70%21.4 B Significant schedule delays may occur due to team being unfamiliar with the new application or process 80%32.4 Use Severity to identify the risks worth planning

16. Risk Response Planning Risk Response PlanSchedule Adjustment Cost Adjustment A Schedule bi-weekly meetings with sr management to provide status updates and resolve any resource conflict + 20 hrs0 B Send sr team member on training (before implementation) Contract with vendor for consulting services during the 1 st week of planning + 40 hrs + 0 hrs $2,000 $9,000

17. PROJECT EXECUTION

18. Executing Projects “Time to get to business and ‘just get it done’ “ InitiatingPlanning Executing ControllingClosing

19. Executing The process of coordinating the people and other resources to carry out the plan. Project executing efforts are now: ◦ Participating ◦ Observing ◦ Analyzing the work done

20. Executing Processes The process include ◦ Team development  Ensure your team knows documentation needs and conventions like naming, storage, retrieval and control ◦ Performance Monitoring ◦ Status reports ◦ Procurement (if applicable)  RFI, RFQ, RFP

21. Group Exercise In groups of 3 maximum Search for different versions of a status report (or deliverable template) Download and save 2 Create a mini presentation to show to the class the downloaded templates and prepare to discuss the differences or nuances Upload the templates and presentation to the file exchange 20 minutes

22. EFFECTIVE COMMUNICATIONS

23. Meetings Prepare agendas Send out agendas to allow for preparation time Minutes/action items Establish communication rules (at the beginning of the project)

24. Emails Create standardized email distribution lists ◦ Cc’s to team members (especially on client emails) Use “Out of Office” option

25. Instant Messaging Good for client calls Good for out of office team members

26. Group Exercise In groups of 3 maximum Search and list 10 things you can do to organize and lead effective meetings Download and save an agenda 20 minutes

27. Hybrid / Homework Read Chapter 3 Complete all activities required while reading chapter 3 Complete the Fill in the Blank exercise for chapter 3 Complete the Multiple Choice for chapter 3

28. Quiz Time