PM Training Slides

Project Management Simulation

Faisal Ahmed

2

Introduction

3

Course Objectives

• To provide a high level process

knowledge and application techniques for

a successful project using Project

Management Institute (PMI) principles and

Microsoft Project ™

4

Course Milestones

5

What is a Project?

Definition:

– A Project is a temporary endeavor undertaken to

create a unique product or service

Temporary means that every project has a

definite beginning and a definite end

Unique means that the product or service is

different in some distinguishing way from all

similar products or service

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Parts of a Project

All projects consist of 5 parts: – Initiation

– Planning

– Execution

– Monitor and Control* (some consider this a part of Execution)

– Closure / Conversion

There may be a pre-project elements such as: – Needs assessment

– Business Process Analysis (BPA)

– And more…….

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Project Management Benefits

Identify functional responsibilities

Identify time limits

Measure accomplishments vs. plans

Early problem identification

Improve future estimating capabilities

Early detection of objectives that can not be

met

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Typical Project Organization

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Classes and Tools of Projects

Individual

– Does not interface with other corporate systems Timeline

Microsoft Excel

Department

– Supports multiple users and few interfaces

– Information from multiple entities AMS Real-time

Clarity

Microsoft Project Basic

Enterprise

– Integrated into corporate

– Supports multiple users and entities

– Multiple projects / sub-projects Artemis

Primavera

Microsoft Project Enterprise

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Simulation Choice

Pick a Project

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Unit 1: Define the Project

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Unit 1 Objective

• Starting from a rough description of a

project, create the project definition to be

reviewed with the sponsors

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Course Milestones

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Project Initiation

Careful analysis

Design to match resources, schedule and organization

Organizational impact

Define goals and objectives

Identify Stakeholders

Identify assumptions and constraints

Identify potential risks and impact thereof**

Develop Approach

Develop Make vs. Buy decision justification

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Definition Tasks

Make or Buy Decision

Work Breakdown Structure – Identify major products

– Identify activities

– Identify tasks

– Identify subtasks

– Identify work / material packages

Charter

Estimation of Resources and Schedule

Major Milestones

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Exercise 1

Perform definition tasks

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Unit 2: Initiate The Project

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Unit 2 Objective

• To apply project management tools and

techniques to complete the Initiation

phase

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Course Milestones

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Initiation Parts

Estimate cost and schedule

Develop a Business Case

Alternatives Analysis

Establish the Project Charter

Set up the Project Office

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Estimate cost and schedule

5 ways of estimating:

– Top Down

– Bottom Up

– Analogy

– Delphi

– Parametric

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Develop a Business Case

Components – Identify Scope

– Identify Cost estimate

– Identify Schedule estimates

– Identify Participation

– Identify Known risks

– Identify Funding source

Laws and Regulations

Mature Processes

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Alternatives Analysis

Based on Make / Buy Decision

Qualitative Analysis –Benefits

–Compliance

–Other

Quantitative –Benefits

–Budget

–Other

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Establish the Project Charter

Scope

People

Responsibilities

Relationships

Simple

Record of decision

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Set up the Project Office

Assign Project Manager

Create Responsibility Matrix

Assign Resources

Create Asset Library

Create Functional Directory

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Exercise 2

Perform Initiation tasks

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Unit 3: Plan The Project

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Unit 3 Objective

• To apply project management tools and

techniques to complete the Planning

phase

Planning is the most critical part

of a project

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Course Milestones

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Planning Parts

Finalize Requirements

Develop all plans

Compare all plans with planning standards

(Integrated Baseline Review – IBR)

Review all plans with sponsors

Create Records of Decision

Enter plans into the Project Asset Library

(PAL)

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Planning Parts

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Planning Parts

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Finalize Requirements

Perform Business Process Analysis

Prioritize and finalize all requirements

Develop a Functional Requirements Document

(FRD)

Review with Stakeholders and create Records

of Decision

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Other considerations

Integrated Baseline Review (IBR)

Project Management Planning

Services (PMPS)

Project Portal as Project Asset

Library (PAL)

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Exercise 3

Create a short list of Project plans for your

project

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Unit 4: Schedule The Project

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Unit 4 Objective

• To apply project management tools and

techniques to develop a Work Breakdown

Structure (WBS) and translate the WBS to

a Milestone Schedule

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Course Milestones

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Scheduling Parts

Work Breakdown Structure

Milestone Chart

Relationships / Dependencies

Buffers / Lags / Leads

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Work Breakdown Structure

The most important part of scheduling

Component include:

– Control Accounts

– Work Packages

– Tasks

– Resource

– Cost

– Time

The more detail the WBS the better the ability to

manage the schedule

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Milestone Chart

Breaking a big project into multiple manageable pieces

Used primarily to brief the Sponsors and Stakeholders

Used as a review and celebration point

Might require additional review and planning

Zero Duration

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Relationships / Dependencies

Relationships include: –Among Milestones

–Among Control Accounts

–Among Tasks

Dependencies include: –Among Work Packages

–Among Tasks

–Among Resources

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Buffers / Lags / Leads

Buffers: – Amount of free time that can be dedicated for project

contingencies

Lags: – Amount of time must pass until the next related Work

Package or Task can start

Leads: – Amount of time must be allocated to a Control Account,

Work Package or Task in advance in order for the next related item to start

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Exercise 4

Create a list of Dependent tasks and

possible Buffers / Lags / Leads

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Unit 5: Using Microsoft Project

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Unit 5 Objective

• Learning to use Microsoft Project ™ as a

scheduling tool

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Course Milestones

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Intro. To MS Project 2003

Create and Save a Project Schedule

Calendar Functions

Create, Copy and Move Tasks

Create Indent Structure and WBS

Relationships and Constraints

Define and Allocate Resources

Status and Adjust

Print Reports and Graphs

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Create and Save a Project Schedule

Start MS Project

Select File > New

Select File > Save As

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Calendar Functions

Select Project > Project

Information

Set Project Dates

Select Tools > Options

Set Parameters

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Create, Copy and Move Tasks

Click on the first Task Name field and enter a task name and enter

Select Edit > Copy Task and Right Click > Paste (Rename)

Drag and Move Task

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Create Indent Structure and WBS

Create Subtasks as per WBS

Select multiple Sub-Tasks and Right Click > Indent

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Relationships and Constraints

Assign Predecessors

Notice Successors

Assign Start to Start / Lag Days

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Define and Allocate Resources

Create Resource List

Select View > Resource Sheet

Assign Resources to task using dropdown in the Resources Column

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Status and Adjust

Change Status Date (Select Project > Project Information)

Adjust Task Durations

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Print Reports and Graphs

Select File > Print Preview

Select Report > Reports / Visual Reports

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Exercise 5

Create a project schedule using Microsoft

Project 2007 and adjust tasks

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Unit 6: Control The Project

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Unit 6 Objective

• To apply project management tools and

techniques to control the project tasks

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Course Milestones

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Controlling Parts

Schedule

Cost

Resource

Change

Quality

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Schedule

The schedule is monitored as frequently as

needed

The schedule is monitored for task completion

dates, deliverable dates, meetings, reports, etc

The schedule is monitored for monthly status

reports

The primary responsibility of the PM

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Cost

The cost is monitored as frequently as

needed.

The cost is monitored for task completion,

invoices, spending of the PMO, etc

The cost is monitored for monthly status

reports

The primary responsibility of the COTR and

Budget Analyst

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Resource

The resources are monitored as frequently as needed.

The resources are monitored for task assignments, staffing requirements, technology needs, etc

The resources are monitored for monthly status reports and reporting to sponsors

The primary responsibility of the Business Operations manager and PM

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Change

Change management occurs with any needed

change and directly relates to Scope

Change is managed through a change management

process established by the PMO and outlined in a

Change/Configuration Management Plan

The changes are monitored for monthly status

reports and reporting to sponsors

The primary responsibility of the Change Control

Board (CCB)

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Quality

Quality Assurance (QA) management occurs on an established measurement intervals

QA is managed through a management process established by the PMO and the acceptable quality levels (AQLs) outlined in a Quality Assurance and Surveillance Plan (QASP)

Acceptable quality levels are monitored for monthly status reports and reporting to sponsors

The primary responsibility of the COR/COTR and the Business Operations Manager / PM

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Knowledge Review

Final Project Schedule

Quick test

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Contact

Dr. Faisal Ahmed

faisal_b_ahmed@hotmail.com

(202) 369-6781