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1Copyright, 2004 Centreline Solutions Inc.
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Why Projects Fail v.2005.02.18
getpmtraining.comgetpmtraining.com
Preventing Project Failure
Welcome
10 Major Causes of
Project Failure
Centreline Solutions Inc.Project Management Institute Global Registered Education Provider #2029
Copyright, 2004 Centreline Solutions Inc.
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Why Projects Fail v.2005.02.18
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Preventing Project Failure
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Preventing Project Failure
In this seminar we will cover:
What is project failure?The impacts of project failure?The Top 10 problems that result in project failure The cause of the problem How to fix the problem How to prevent the problem from happening
again
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Why do I.T. Projects Fail?
Why do I.T. Projects Fail?
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Why do I.T. Projects Fail?
Because nobody stops them from failing!
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Iron Triangle
Manage the Iron Triangle, or it will manage you
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I.T. Project Disposition
I.T. Projects have a bad attitude. They WANT to fail.
New technologies are difficult to use or predict Aggressive time schedules Lack of resources First time, unique services Unrealistic expectations
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Role of the PM
As Project Manager, it is your role to
prevent these projects from failing.
How?
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How? You can do it this way
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How?
Or
Learn what usually goes wrong Plan out how to deal with it Thenjust follow the plan.
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How to Manage Projects
Managing Projects is very much like driving a car.
Determine the destination, timeframe and how much you have to spend
Create a plan (route, speed, breaks, weather, etc) Follow the plan Continuously monitor progress and keep the car on
the road
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What is Project Failure?
A project is considered a failure
whenever a project does not meet the expectations of the stakeholders.
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So What if it Fails
Impacts of project failure?
Cost & Time Overruns Quality degradation Frustration, sometimes resulting in people
quitting Stress, sometimes resulting in people quitting Low job satisfaction Low corporate market value Low public opinion Negative media campaigns
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Impacts of Project Failures
The cumulative effects can be very costly to your company
May even force the company into closure
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10 Primary Causes of Project Failure
10 Primary Causes of Project Failure
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#1 - Lack of Change Management
Also known as Youd like it just a bit bigger? No problem
Oh, still a bit biggerok.
Even bigger? It wasnt in the plan but okay
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#1 - Lack of Change Management
When scope creep happens, the end result is always more work than expected.
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#1 - Lack of Change Management
The Problem:
Changes that were not initially planned for are added to the project
The project takes longer and costs more than planned and there is no record of why.
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#1 - Lack of Change Management
Cause:
Not having a method to handle or recognize changes
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#1 - Lack of Change Management
What to do:
Document the change management process to be used and followed by the project team
Educate the project team to recognize a change or deviation from the plan
Follow the change management processes
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#2 - Poor Communications
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#2 - Poor Communications
The Problems:
Team members do not have the information they need when then need it, causing delays
Issues or changes do not get escalated
Project reporting (and therefore control) is sluggish
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#2 - Poor Communications
Cause:
The projects communications plan was not completed
The projects communications plan does not have enough detail
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#2 - Poor Communications
What to do & Prevention:
Find out the communications requirements of all team members and stakeholders, document them in a comm. plan, and follow the plan Who needs the information What do they need to know What level of detail How do they want it When and how often do they need it How should it be delivered, and by whom
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#3 - Inadequate Resources
You do not have enough people, the right skillsets, or the team is not committed to the project.
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#3 - Inadequate Resources
The Problems:
Tasks take longer than expected to complete Deadlines and milestones get missed Project completion date comes into jeopardy You end up working double-shifts to complete
all the work
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#3 - Inadequate Resources
Cause:
There was no pre-commitment of resources to the project
The project was not supported
There was no analysis and documentation of all skillsets required
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#3 - Inadequate Resources
What to do:
Get executive sponsorship for the project Document which resources and skillsets are
needed to get the job done Create a plan that gives enough time to get the
job done with the allocated resources Pre-assign the required resources to the team
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#4 - Poorly Defined Requirements
Id like a set of stairs that leads up to a bridge.
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#4 - Poorly Defined Requirements
The Problems:
Customer will be unhappy Customer will complain and you will end up
doing the what they want - often at your expense
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#4 - Poorly Defined Requirements
Cause:
What the customer wants was not clearly documented
What you believe the customer wants is different that what the customer believes theyve asked for
The customer did not sign off for the requirements document
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#4 - Poorly Defined Requirements
What to do:
Find out and document exactly what the customer wants
Inform everybody of the project scope Document business, functional and technical
requirements. Have the customer agree to and sign off the
requirement documents
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#5 - Inaccurate Estimates
How do you figure out how long the project will take?
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#5 - Inaccurate Estimates
The Problems:
An unrealistic timeline or budget will be agreed to
You will not be able to do all the work in the time allocated
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#5 - Inaccurate Estimates
Cause:
No formal estimating method Estimate confidence is low Volume of work not understood
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#5 - Inaccurate Estimates
What to do:
List all the work as well as possible Estimate each work package Add up all work packages Do not give elevator estimates if possible Always give answers using a range of dates:
Estimates where the work is well defined: ~15% inaccuracy
Estimates where the work is not well defined: ~100% inaccuracy
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#6 - Poor Risk Management
Sorry about the project, I left it in my car this morning and there was a bit of an incident.
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#6 - Poor Risk Management
The Problems:
Unexpected events cause delays Domino effect of things going wrong
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#6 - Poor Risk Management
Cause:
No formal risk management Just try to predict the big things that can go
wrong Its the sum of all the little things that make a
project late Nothing is more stressful than trying to keep on
schedule when unexpected things keep happening
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#6 - Poor Risk Management
What to do:
List all the work as well as possible Figure out what can go wrong with each piece of
work Prioritize each risk:
High/Med/Low probability High/Med/Low impact (or effect)
Sort the list Create a plan to deal with the risks at the top of
the list
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#7 - Poorly Defined Deliverables
Emergency phones installed. Deliverable Completed.
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#7 - Poorly Defined Deliverables
The Problems:
Difficult to get agreement that the project is finished
Customer keeps wanting more, saying you didnt do it to their specifications
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#7 - Poorly Defined Deliverables
Cause:
The milestones or deliverables were not measurable
The customer never told us how many they wanted, so we just assumed 1.
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#7 - Poorly Defined Deliverables
What to do:
Ensure milestones or deliverables are: Clearly defined Measurable (or quantifiable)
For example: Red is bad, Red #ED2D2D is better Fast is good, 1.22 GHz is better Good response is good, sub 1Ms is better
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#8 - Over Optimism
Of course we can do that for you
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#8 - Over Optimism
The Problems:
There was little or no planning before deciding you can get the job done
The task you agree to turns out to be more work than expected
It takes you longer and jeopardizes other deliverables
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#8 - Over Optimism
Cause:
Not enough time spent planning You may have been pressured into giving an
answer right then and there Didnt have a full understanding of the work
involved before committing
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#8 - Over Optimism
What to do:
Take the time to fully understand the work before agreeing to it
Its okay to say the work is not possible or will take too long
Only agree to work when youre sure it can be done, this will benefit you and your manager
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#9 - No Time for Project Management
Hurry we have a tight deadline. No time to plan. Just start digging.
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#9 - No Time for Project Management
The Problems:
The plan is flawed from the start The project gets out of control and cant be
recovered.
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#9 - No Time for Project Management
Cause:
You have to do the work and werent also given time for project management
Perhaps you only have a 10% or 20% allotment for project management duties
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#9 - No Time for Project Management
What to do:
Planning a project is like setting out a roadmap. Without it you will likely get lost.
Controlling a project is like controlling a car. You have to continuously watch the road (the plan) and make little adjustments. Imagine driving home tonight and only controlling the car 10-20% of the time.
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#10 - Improved PM Skillset Needed
I think I know how this helmet goes on. Ive been riding scooters for two years now.
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#10 - Improved PM Skillset Needed
The Problems:
Your projects dont finish on time Your projects are always squeezed at the end Your projects are stressful You have to deal with unrealistic expectations or
customers You feel your projects are out of control
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#10 - Improved PM Skillset Needed
Cause:
People often dont know what they dont know Their projects are out of control but they dont
know why They feel they are doing okay but could benefit
from formal project management education
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#10 - Improved PM Skillset Needed
What to do:
Learn the methods, tools, and techniques successful professional project manager use to initiate, plan, execute and control their projects
Contact a PMI Certified Global Registered Education Provider in your area (such as Centreline Solutions Incorporated)
Visit us on the web at: http://www.getpmtraining.com
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Thank You!
About Centreline Solutions Incorporated
PMI Global Registered Education Provider Specialists in project management education Some of our other courses include:
Managing I.T. Projects The Complete Project Management Course PMP Preparation Course Guaranteed PMP Certification Program Project Management Overview
For full details, visit us on the web at: http://www.getpmtraining.com
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Break