View
129
Download
16
Category
Tags:
Preview:
Citation preview
LEADERSHIP MODULES
Project Management FundamentalsTM
Managing Projects that Succeed
Toolkit
1PROJECT MANAGEMENT PROCESS
Project Management Definition
Project Management is the
application of knowledge, skills,
tools, and techniques to project
activities in order to meet or exceed
stakeholder needs and expectations
from a project[and] invariably
involves balancing competing
demands among scope, time, cost,
and quality and stakeholders with
differing needs and expectations.
Project Management Body of Knowledge (The PMBOK Guide)
Initiating Processes
Planning Processes
Closing andEvaluating Processes
Executing andControlling Processes
VISUALIZE
CLOSE
PLAN
IMPLEMENT
PreliminaryGo/No-GoDecision
FinalGo/No-GoDecision
ExitProcess
ExitProcess
Continueto Plan
Yes
FinalApproval
Yes
No
No
2VISUALIZE
Planning Processes
Closing andEvaluating Processes
Executing andControlling Processes
CLOSE
PLAN
IMPLEMENT
Initiating Processes
VISUALIZE
VISUALIZE IS CLEARLY PICTURING YOUR DESIRED END RESULT IN MIND BEFORE YOU BEGIN.
Explore Project Ideas (Mindmapping)1.
Identify Stakeholder Needs2.
Create Project Vision Statement3.
Begin With the End in Mind is based on the principle that all things are created twice. Theres a mental or first creation, and a physical or second creation to all things.
Stephen R. Covey, The 7 Habits of Highly Effective People
3VISUALIZE - EXPLORE PROJECT IDEAS (MINDMAPPING)
Thought-Mapping Examples
4VISUALIZE - EXPLORE PROJECT IDEAS (MINDMAPPING)
Values Map
VALUES MAP
MyValues
5VISUALIZE - IDENTIFY KEY STAKEHOLDERS
Key-Stakeholder Interview Tool
KEY- STAKEHOLDER INTERVIEW
ASK: As you think about success on this project, tell me, what kinds of things are important to you ?ADD: Anything else?PRIORITIZE: What is your priority for these things?
Key Stakeholder: __________________________________________________________________________________________
Desired Results Priority
6VISUALIZE - CREATE PROJECT VISION STATEMENT
Vision Statement Exercise
PURPOSE
DESCRIPTION
DESIRED RESULTS
SPECIFICIs the vision statement clear and specific?
MEASURABLEDoes it provide a quantifiable or identifiable standard
against which to measure results?
ACHIEVABLEIs the project realistically doable in terms of time and
resources?
RELEVANTDoes the project reflect the organizations (or your
personal) mission, vision, and values and strategic
initiatives?
TIME-DIMENSIONEDIs the project deadline clear and specific?
7VISUALIZE
The Project Initiation Tool
The Project Initiation tool lets you record the
project vision statement.
__________________________________________________________________________
PROJECT INITIATION(Includes Vision Statement)
Project Title: ____________________________________ Current Date: _______________________________________
Start Date: ______________________________________ Target Finish Date: ___________________________________
VISION STATEMENTPURPOSE _________________________________________________________________________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________
DESCRIPTION __________________________________________________________________________________________________________
__________________________________________________________________________________________________________
DESIRED RESULTS __________________________________________________________________________________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Prioritize the desired results from highest to lowest.
Priority
Compare the project vision statement with the SMART criteria.
Speci c Measurable
Achievable
Relevant
Time-Dimensioned
APPROVALSPreliminary approval (executive sponsor, key stakeholders) to proceed to the Plan stage. This needs to be completed
for every project.
Signature: _______________________________________ Date: _______________________________________________
Signature: _______________________________________ Date: _______________________________________________
Signature: _______________________________________ Date: _______________________________________________
KEY STAKEHOLDERS SIGN TO INDICATE THEIR PRELIMINARY APPROVAL.
8VISUALIZE - SUMMARY
YOUR ORGANIZATIONAre there any other questions unique to your organization that you should ask your key stakeholders?
Howdoesthisprojectfitwithmycurrent
performance review goals?
Howwouldyouaccesstheimpactto
associates when this project is launched?
DoIneedtoconsiderotherprojects,
initiatives, and the potential impact on
resources?
Whatwillbeyourinvolvementinthis
project?
Howwouldyouliketobeupdated?
Whoelseshouldbeintheupdateloop?
How and how often?
Shouldthisprojectbedelayedforany
reason?
Whatstheconfidentialitylevelofthis
project?
Whatpossibleoutsidefactorsmighteffect
the deadline or the timeline?
WhocanIcallonasasubject-matterexpert
on this project?
Willthisprojectchangethewayweoperate
here? If so, how?
Haveyouidentifiedotherpotentialteam
members?
Arethereanylegalorregulatoryissues?
IsthereaSOXproject?
Isthetimelinesetinstone?
Isthereasetbudgetinmind?
Whatmightbetheimpactofthisproject
upon our public image/brand?
Summary of Visualize Phase Determinethesuccessoftheproject.
Identifyexpectations.
Createbuy-in.
Createsharedvision.
Would you tell me pleasewhich way I ought to go from here?
That depends a good dealon where you want to get to, said the Cat.
I dont much care where...said Alice.
Then it doesnt matter which way you go, said the Cat.
From AlicesAdventuresinWonderland
9PLAN
PLAN IS PREDETERMINING A COURSE OF EVENTS OR TASKS IN wRITING.
Prioritize performance factors.1.
Identify hotspots/risks.2.
Break project into manageable pieces 3.
(major/minor, tasks).
Enter pieces sequentially into a timeline tool.4.
Determine task durations.5.
Clarify task dependencies.6.
Determine resources/budget.7.
Planning Processes
Closing andEvaluating Processes
Executing andControlling Processes
CLOSE
PLAN
IMPLEMENT
Initiating Processes
VISUALIZE
I have always thought that one man of tolerable abilities may work great changes, and accomplish great affairs among mankind, if he first forms a good plan, and, cutting off all amusements or other employments that would divert his attention, makes the execution of that same plan his sole study and business.
Benjamin Franklin, Autobiography
10
PLAN - PRIORITIZE PERFORMANCE FACTORS (STEP 1)
Quality/scopeTime Cost
11
PLAN - IDENTIFY HOTSPOTS/RISKS (STEP 2)
HOw TO IDENTIFY HOTSPOTS Identifyprioritiesamongtheperformancefactors.
Involveprojectteammembers.
Lookforpossibleproblems/alternatives.
ASSESS THE RISK LEVELUse the scale below to identify the risk level of each hotspot:
1. Causes minor adjustments.
2. Sacrificesthelowest-priorityperformancefactor.
3. Sacrificesthemedium-priorityperformancefactor.
4. Sacrificesthehighest-priorityperformancefactor.
5. Causes total failure.
ASSIGN A probability OF THE RISK OCCURRING:1. Very unlikely
2. Somewhat unlikely
3. Neutral
4. Somewhat likely
5. Very likely
Risk-Level ScaleAddtherisklevelandtheprobabilitytodeterminethe
total risk level.
Risk ______ + Probability ______ = _______ Total Risk
MANAGE HOTSPOTSTo manage a hotspot, answer the following questions:
1. How can we avoid the hotspot?
2. If we cant avoid it, what is our contingency plan
to manage the risk?
3. Whoisresponsibleformanagingthishotspot?
12
PLAN - IDENTIFY HOTSPOTS/RISKS (STEP 2)
Project Planning Tool
The Project Planning tool provides space to
document the first three steps of planning for
a project: performance factors, hotspots, and
project pieces.
PROJECT PLANNING
PROJECT PLANNING TOOLProject Name: ____________________________________________________________________________________________Start Date: _____________________ Target Finish: __________________ Actual Finish: _____________________Prioritize performance specifi cations (quality/scope, time, and cost) for this project. 1. _______________________________________________________________________________________________________2. _______________________________________________________________________________________________________3. _______________________________________________________________________________________________________
HotspotsList potential hotspots defi ned by key team members. Use the scale to identify the risk level of each hotspot: 1. Causes minor adjustments. 2. Sacrifi ces the lowest-priority performance factor. 3. Sacrifi ces the medium-priority performance factor. 4. Sacrifi ces the highest-priority performance factor. 5. Causes total failure.
Hotspot Risk Level
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
PERFORMANCE SPECIFICATIONS Use this space to identify
and prioritize the triple
constraint of quality/
scope, time, and cost.
HOTSPOTS Listallthepossible
hotspots that might block
success on the project,
then identify the risk
level of each using the
scale provided.
13
PLAN - IDENTIFY HOTSPOTS/RISKS (STEP 2)
MANAGING HOTSPOTSRefer to the risk levels you identifi ed above and, for each hotspot, identify the following:a. How can you avoid the hotspot? b. If you cant avoid it, what is the contingency plan to reduce the risk?c. Who is responsible for managing this hotspot?
Hotspot Contingency Plan Responsibility
Project Pieces: Map and sequence the major and minor pieces of this project.
MANAGING HOTSPOTSIdentify ways you and
other team members can
manage the hotspots you
identified on the front
side of this tool.
PROJECT PIECES Use this space to begin
mapping the main pieces
or parts of the project.
These are generally
separate from the hotspot
issues you have identified,
but may help address
some of the hotspots
before they occur.
14
PLAN - BREAK PROJECT INTO MANAGEABLE PIECES (STEP 3)
Planning Map Example
m
mc
p
4
1
2
33.1
3.33.2
5
15
PLAN - STEPS 4 7
PROJ
ECT
TIM
ETAB
LE
16
PLAN - SUMMARY
Summary of Plan Phase
Prioritize performance factors.1.
Identify hotspots/risks.2.
Break project into manageable pieces 3.
(major/minor, tasks).
Enter pieces sequentially into a timeline tool.4.
Determine task durations.5.
Clarify task dependencies.6.
Determine resources/budget.7.
Questions for Decision Point 2
Cantheprojectmeettheprioritized
performance factors?
Arethehotspotslowtomediumrisk
and manageable?
Aretheresourcesandtimelinerealistic
and available?
Willtheplanachievethekeystakeholders
desired results?
17
IMPLEMENT
IMPLEMENT IS PUTTING THE PLAN INTO ACTION AND COORDINATING ACTIVITIES, RESOURCES, AND SCHEDULES.
Time-Activate1. TM
Conduct Effective Meetings2.
Handle Change Requests3.
Initiating Processes
Closing andEvaluating Processes
Executing andControlling Processes
VISUALIZE
CLOSE
IMPLEMENT
Planning Processes
PLAN
A successful life does not result from chance; nor is it determined by fate or good fortune, but rather through a succession of successful days.
Ari Kiev
18
Prioritized Daily Task List
Time-Activate
projects into
your Prioritized
DailyTaskList.
Scheduleor
block appoint
ment time for
work on key
projects.
IMPLEMENT - TIME-ACTIVATETM
19
IMPLEMENT - TIME-ACTIVATETM
Schedule Monthly
20
IMPLEMENT - CONDUCT EFFECTIVE MEETINGS
Meeting Planner Tool
MEETING METHODS Directeddiscussion
Opendiscussion
(most common)
MEETING TYPES Establishgoalsand
objectives
Communicate
information
Plan
Makedecisions
Coordinate
Evaluate
GUIDELINES FOR PROJECT MEETINGS1. Be clear about the
meetings objectives.
2. LinktheMeeting
Planner tool to the
date of the scheduled
meeting.
3. Record important
notes and delegated
tasks during the meeting.
4. Store the completed
Meeting Planner
tool with the other
project files.
MEETING PLANNER
Date Scheduled: ___________________________________________________________________________________________
Meeting Title: ____________________________________________________________________________________________
Meeting Purpose: _________________________________________________________________________________________
Desired Results: ___________________________________________________________________________________________
Location: _________________________________________________________________________________________________
Scheduled Time: ___________________ Actual Time: ___________________ Meeting Cost: __________________
Start: ________ Stop: _________ Total: _________ Start: ________ Stop: ________ Total: _________
Meeting Method: ____________________________________ Meeting Type: ___________________________________
Facilitator: __________________________________________ Recorder: _______________________________________
Group Leader: _______________________________________ Time Keeper: ____________________________________
_________________________________________________Group Members to Attend Value Per Hour Total
1. _______________________________________________________________________________________________________
2. _______________________________________________________________________________________________________
3. _______________________________________________________________________________________________________
4. _______________________________________________________________________________________________________
5. _______________________________________________________________________________________________________
6. _______________________________________________________________________________________________________
7. _______________________________________________________________________________________________________
8. _______________________________________________________________________________________________________
9. _______________________________________________________________________________________________________
Items to Be Discussed Seq. #
1. _______________________________________________________________________________________________________
2. _______________________________________________________________________________________________________
3. _______________________________________________________________________________________________________
4. _______________________________________________________________________________________________________
5. _______________________________________________________________________________________________________
6. _______________________________________________________________________________________________________
7. _______________________________________________________________________________________________________
8. _______________________________________________________________________________________________________
9. _______________________________________________________________________________________________________
10. ______________________________________________________________________________________________________
11. ______________________________________________________________________________________________________
12. ______________________________________________________________________________________________________
13. ______________________________________________________________________________________________________
14. ______________________________________________________________________________________________________
15. ______________________________________________________________________________________________________
16. ______________________________________________________________________________________________________
17. _______________________________________________________________________________________________________
18. ______________________________________________________________________________________________________
19. ______________________________________________________________________________________________________
September 10
Trade Show Review Meeting
Review project progress
Review and update project progress as needed
Kinseys office
Kinsey W.
Lauren B.
Katherine W.
Judy B.
Lynne S.
Current progress
Discuss hotspots
Review timeline with team
Check available resources with Lynne
1
3
2
5
8:00 9:00 1 hr. 8:00 9:00 1 hr.
21
IMPLEMENT - CONDUCT EFFECTIVE MEETINGS
MONITORING A PROJECT Conductregularly
scheduled review
meetings.
Reviewthe
meeting agenda:
1. Whathashappened?
2. Whatstillneedsto
happen?
3. Whatproblems(if
any) are we having?
4. Whatarethehotspots
and possible resolutions?
5. Addressanyother
agenda items.
Updateandrevisethe
plan and resources
as needed.
MEETING PLANNER
Material and Preparation Needed (Number each item.) Person Responsible
Delegated Tasks Person Responsible
Meeting Notes
1. Updated copies of timeline for each team member (5 copies)
2. Overhead projector
Lauren
Lauren
Contact & schedule video team
Schedule location
Edit
Deliver video to Lauren B. by 10/12
Kinseys team will tape live narrator on 9/25.
Kinseys team will record voice-overs on 9/27.
Understands our timeline and will deliver tape by 10/12.
Kinsey
Kinsey
Kinsey/Lisa
Meeting Planner Tool
22
IMPLEMENT - HANDLE CHANGE REQUESTS
CHANGE REQUEST
PROJECT CHANGE REQUESTComplete this tool if the change meets one or more of the following criteria: The change is estimated to cost more than _____________________________ (fi ll in). The change moves the schedule by more than ________________________ % (fi ll in). The change alters the original project vision statement.
Describe the proposed project change: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
List the reasons for the proposed change: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Identify how the change will aff ect the following project elements: Project Schedule: ______________________________________________________________________________________ Cost: _________________________________________________________________________________________________ Resource s: ____________________________________________________________________________________________
Does the change aff ect the original project vision statement? If yes, how? _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Describe the eff ect on the project if this change is not made: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Accountability Person Making the Change RequestName: _________________________________________________________________ Date: __________________________
Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________ Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________ Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________ Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________
Key Stakeholder Approval
Change Request Tool
23
IMPLEMENT
Summary of Implement Phase
Actonyourplan.
Makeminorrevisionstotheplanasyou
implement it.
Time-Activatethepiecesandtasks.
Scheduleappointmenttimefortheproject
at both a daily and a monthly level.
UsereviewmeetingsandtheMeeting
Planner tool to monitor the progress of the
project and communicate project issues.
Usedelegationtechniquestoeffectivelyfollow
up on the completion of project pieces and tasks.
QUESTIONS TO ASK AmIholdingregularandeffectivereview
meetings?
Ismydelegationabsolutelyclear?
HaveIbeenTime-Activatingmytasks?
AmIontrackaccordingtotheProjectVision
Statement?
24
CLOSE
Close
THE PROJECT IS COMPLETE wHEN THE EXPECTATIONS HAVE BEEN MET.
REMEMBERThis thing is supposed to end.
Initiating Processes
Closing andEvaluating Processes
Executing andControlling Processes
VISUALIZE
CLOSE
IMPLEMENT
Planning Processes
PLAN
Evaluating a project with an eye toward success is what separates the average from the expert project manager.
G. Lynne Snead
25
CLOSE
PROJECT EVALUATION
Project Title: _______________________________________________________________________________________
Project Manager: ____________________________________________________________________________________
Project Start Date: _______________________________________Finish Date: __________________________________
On a scale of 1 to 5, rate the following areas to describe your project.
1. Very poor 4. Good
2. Poor 5. Very good
3. Average
VISUALIZE RATING
Enter a number value from 1 to 5 here.
1. The end result met original desired results.
2. The original plan was achievable (realistic).
3. I (we) accomplished what was actually achievable.
4. How do others view the project?
Customers Team Members Management Self Other 5. Stakeholders were accurately identi ed.
6. Stakeholders desired results were understood.
Total:
PLAN RATING
1. The project met budget speci cations.
2. The project met timeline speci cations.
3. The project met technical speci cations.
4. Hotspots were clearly identi ed.
5. Hotspots were successfully managed.
6. Adequate resources were identi ed and used.
Total:
IMPLEMENT RATING
1. I (we) implemented the plan successfully.
2. I (we) revised the plan su ciently and expediently.
3. Necessary resources were available.
4. Review meetings were timely.
5. Review meetings were managed e ectively.
6. Project documentation was adequate.
Total:
PROJECT PRIORITIES MATRIX
PRESENT FUTURE
AVital
BImportant
COptional
DWorthless
26
APPENDIX
Resources
SUGGESTED READINGS
Covey, Stephen R.
Principle-Centered Leadership, 1992.
The 7 Habits of Highly Effective People, 2004.
Garton, Colleen and Erika McCullah
Fundamentals of Technology Project Management, 2005.
Gido, Jack and James P. Clements
Success Project Management (with Microsoft Project2003,120-dayversion),2005.
Herrmann, Ned
Creative Brain, 1989.
The Whole-Brain Business Book, 1996.
Project-ManagementInstitute
A Guide to the Project Management Body of Knowledge
(PMBOK Guides), Third Edition, 2004.
Portny, Stanley E.
Project Management for Dummies.
Smith,HyrumW.
The 10 Natural Laws of Successful Time and Life Management: Proven Strategies for
Increased Productivity and Inner Peace, 1994.
Snead,G.Lynne,andJoyceWycoff
To Do, Doing, Done: A Creative Approach to Managing Projects and Effectively
Finishing What Matters Most, 1997.
Verzuh, Eric
The Fast-Forward MBA in Project Management, Second Edition, 2005.
Wycoff,Joyce
Mindmapping: Your Personal Guide to Exploring Creativity and Problem Solving, 1991.
KEY- STAKEHOLDER INTERVIEW
ASK: As you think about success on this project, tell me, what kinds of things are important to you ?ADD: Anything else?PRIORITIZE: What is your priority for these things?
Key Stakeholder: __________________________________________________________________________________________
Desired Results Priority
__________________________________________________________________________
PROJECT INITIATION(Includes Vision Statement)
Project Title: ____________________________________ Current Date: _______________________________________
Start Date: ______________________________________ Target Finish Date: ___________________________________
VISION STATEMENTPURPOSE _________________________________________________________________________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________
DESCRIPTION __________________________________________________________________________________________________________
__________________________________________________________________________________________________________
DESIRED RESULTS __________________________________________________________________________________________________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Prioritize the desired results from highest to lowest.
Priority
Compare the project vision statement with the SMART criteria.
Speci c Measurable
Achievable
Relevant
Time-Dimensioned
APPROVALSPreliminary approval (executive sponsor, key stakeholders) to proceed to the Plan stage. This needs to be completed
for every project.
Signature: _______________________________________ Date: _______________________________________________
Signature: _______________________________________ Date: _______________________________________________
Signature: _______________________________________ Date: _______________________________________________
PROJECT PLANNING
PROJECT PLANNING TOOLProject Name: ____________________________________________________________________________________________Start Date: _____________________ Target Finish: __________________ Actual Finish: _____________________Prioritize performance specifi cations (quality/scope, time, and cost) for this project. 1. _______________________________________________________________________________________________________2. _______________________________________________________________________________________________________3. _______________________________________________________________________________________________________
HotspotsList potential hotspots defi ned by key team members. Use the scale to identify the risk level of each hotspot: 1. Causes minor adjustments. 2. Sacrifi ces the lowest-priority performance factor. 3. Sacrifi ces the medium-priority performance factor. 4. Sacrifi ces the highest-priority performance factor. 5. Causes total failure.
Hotspot Risk Level
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
Impact Level
1 2 3 4 5
Probability Level
1 2 3 4 5
TOTAL:
MANAGING HOTSPOTSRefer to the risk levels you identifi ed above and, for each hotspot, identify the following:a. How can you avoid the hotspot? b. If you cant avoid it, what is the contingency plan to reduce the risk?c. Who is responsible for managing this hotspot?
Hotspot Contingency Plan Responsibility
Project Pieces: Map and sequence the major and minor pieces of this project.
PROJ
ECT
TIM
ETAB
LE
MEETING PLANNER
Date Scheduled: ___________________________________________________________________________________________
Meeting Title: ____________________________________________________________________________________________
Meeting Purpose: _________________________________________________________________________________________
Desired Results: ___________________________________________________________________________________________
Location: _________________________________________________________________________________________________
Scheduled Time: ___________________ Actual Time: ___________________ Meeting Cost: __________________
Start: ________ Stop: _________ Total: _________ Start: ________ Stop: ________ Total: _________
Meeting Method: ____________________________________ Meeting Type: ___________________________________
Facilitator: __________________________________________ Recorder: _______________________________________
Group Leader: _______________________________________ Time Keeper: ____________________________________
_________________________________________________Group Members to Attend Value Per Hour Total
1. _______________________________________________________________________________________________________
2. _______________________________________________________________________________________________________
3. _______________________________________________________________________________________________________
4. _______________________________________________________________________________________________________
5. _______________________________________________________________________________________________________
6. _______________________________________________________________________________________________________
7. _______________________________________________________________________________________________________
8. _______________________________________________________________________________________________________
9. _______________________________________________________________________________________________________
Items to Be Discussed Seq. #
1. _______________________________________________________________________________________________________
2. _______________________________________________________________________________________________________
3. _______________________________________________________________________________________________________
4. _______________________________________________________________________________________________________
5. _______________________________________________________________________________________________________
6. _______________________________________________________________________________________________________
7. _______________________________________________________________________________________________________
8. _______________________________________________________________________________________________________
9. _______________________________________________________________________________________________________
10. ______________________________________________________________________________________________________
11. ______________________________________________________________________________________________________
12. ______________________________________________________________________________________________________
13. ______________________________________________________________________________________________________
14. ______________________________________________________________________________________________________
15. ______________________________________________________________________________________________________
16. ______________________________________________________________________________________________________
17. _______________________________________________________________________________________________________
18. ______________________________________________________________________________________________________
19. ______________________________________________________________________________________________________
MEETING PLANNER
Material and Preparation Needed (Number each item.) Person Responsible
Delegated Tasks Person Responsible
Meeting Notes
CHANGE REQUEST
PROJECT CHANGE REQUESTComplete this tool if the change meets one or more of the following criteria: The change is estimated to cost more than _____________________________ (fi ll in). The change moves the schedule by more than ________________________ % (fi ll in). The change alters the original project vision statement.
Describe the proposed project change: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
List the reasons for the proposed change: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Identify how the change will aff ect the following project elements: Project Schedule: ______________________________________________________________________________________ Cost: _________________________________________________________________________________________________ Resource s: ____________________________________________________________________________________________
Does the change aff ect the original project vision statement? If yes, how? _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Describe the eff ect on the project if this change is not made: __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Accountability Person Making the Change RequestName: _________________________________________________________________ Date: __________________________
Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________ Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________ Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________ Name: _________________________________________________________________ Date: __________________________Signature: ________________________________________________________________________________________________
Key Stakeholder Approval
PROJECT EVALUATION
Project Title: _______________________________________________________________________________________
Project Manager: ____________________________________________________________________________________
Project Start Date: _______________________________________Finish Date: __________________________________
On a scale of 1 to 5, rate the following areas to describe your project.
1. Very poor 4. Good
2. Poor 5. Very good
3. Average
VISUALIZE RATING
Enter a number value from 1 to 5 here.
1. The end result met original desired results.
2. The original plan was achievable (realistic).
3. I (we) accomplished what was actually achievable.
4. How do others view the project?
Customers Team Members Management Self Other 5. Stakeholders were accurately identi ed.
6. Stakeholders desired results were understood.
Total:
PLAN RATING
1. The project met budget speci cations.
2. The project met timeline speci cations.
3. The project met technical speci cations.
4. Hotspots were clearly identi ed.
5. Hotspots were successfully managed.
6. Adequate resources were identi ed and used.
Total:
IMPLEMENT RATING
1. I (we) implemented the plan successfully.
2. I (we) revised the plan su ciently and expediently.
3. Necessary resources were available.
4. Review meetings were timely.
5. Review meetings were managed e ectively.
6. Project documentation was adequate.
Total:
CLOSE RATING
1. The project ended in a timely manner.
2. Project documentation was complete.
3. We received evaluations from all team members.
4. The project documentation can help us identify and close
the gap between time estimates and real time.
5. The project documentation can help us identify and close
the gap between estimated costs and actual costs.
6. We have the identi ed areas of improvements and ways to
improve those areas for the next project.
Total:
PROJECT PRIORITIES MATRIX
PRESENT FUTURE
AVital
BImportant
COptional
DWorthless
IMPORTANT NOTICE. This is a facilitator-assisted program. Training using this participant guidebook must be conducted only by facilitators certified by Franklin Covey Co. (Franklin Covey) pursuant to the terms and conditions of the License Agreement (License) between Franklin Covey and the entity licensed by Franklin Covey. Under the License and the Franklin Covey Facilitator Agreement, those who train this program must be employed by a licensed organization and present this program only to participants who are likewise employed by that same licensed organization (unless specified otherwise in the License.)
FranklinCovey. All rights reserved. The content of this Webinar and all copyright and trademarks contained herein are the sole property of Franklin Covey Co. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or use of any information-storage or retrieval system, for any purpose without the express written permission of FranklinCovey.
Registered and/or pending trademarks of FranklinCovey in the United States and foreign countries are used throughout this work. Use of the trademark symbols or is limited to one or two prominent trademark usages for each mark. Trademarks understood to be owned by others are used in a nontrademark manner for explanatory purposes only, or ownership by others is indicated to the extent known.
All persons, companies, and organizations listed in examples and case studies herein are purely fictitious for teaching purposes, unless the example expressly states otherwise. Any resemblance to existing organizations or persons is purely coincidental.
IND080000 Version 1.0.8
Recommended