Lisa Brown and Charles Thomas

LAWNET 2002

Taking the Mystery Out of Project Management

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Session Objectives

Discuss the attributes of a project Present a framework to use for project planning Identify common obstacles and strategies for

dealing with the same Provide an approach to ramping up your next

project and managing it

Project Management basics for the part-time Project Manager!

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What is Project Management?

“the application of knowledge, skills, tools and techniques to broad range

of activities in order to meet the requirements of a particular project.”

Source: Guide to the Project Management Body of Knowledge – 2000 Editiion, [Project Management Institute December 2000]

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Characteristics of a Project

An initiative (scope) With a beginning and an end (planning

horizon) To effect business change (tasks and

activities) Not ongoing, day-to-day operating

activities

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Organizational Considerations

Project planning occurs in an organizational context reflecting –

• Attitudes about change

• Reputation for successful past initiatives

• Project sponsors vs. Project challengers

• Ability to fund the initiative

• Management focus (operational expediency vs. organizational improvement)

• Capacity for change (PM’s, Trainers, IT Support)

• Other events on the Firm’s calendar

• Bandwidth for key players needed

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Defining the project – cont’d

Determine the desired future state -

• Goals & Objectives

• Success Criteria

• Benefits to the Firm

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Defining the project – cont’d

Scope -

• Define what’s in vs. what’s out

• Establish baseline

• Process for scope changes / management

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Defining the project

Areas that may be impacted -

• Organization • Business Process• Technical Infrastructure • Facilities• Applications• Business Data

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Defining the project – cont’d

The Triple Constraint -

Prioritize what to adjust when changes occur that impact your project!

Budget

Timing

Sco

pe

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Defining the project – cont’d

Project Initiation

• Charter• Statement of Work• Statement of Scope• Road Map • Project Proposal

Project Execution & Control

• Project Calendar• Project Plans• Risk Mitigation Plan• Budgets• Issues Log• Scope Change Control

Various tools and work products -

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Risk Management

Identify obstacles to success –

Resources availability Resource cooperation Shift in management focus Vendor commitments outside of your control Budget cutbacks

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Risk Management – cont’d

• Develop risk mitigation strategies

• Review and update periodically

• Consider scenario shifts What would you eliminate first if firm-

wide budget cuts were mandated

How a merger, acquisition or spin-off

might impact the plan

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Tactical Considerations

Work for broad support –

Present objectives, goals and benefits to stakeholders

Encourage critical review, feedback Provide the opportunities for those

interested to participate

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Tactical Considerations – cont’d

Consider pilot programs – When efforts are large/complex

When costs associated with failure are high

When expertise is not available

Focus on the most challenging aspects to

flush out the issues

Secure participant investment through

inclusion in planning & execution

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Developing the plan

Generally –

• Plan work from highest to lowest level

• Determine the Critical Path activities

• Look for activities that can run concurrently

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Developing the plan – cont’d

For larger initiatives, use Phases –

• Recommend 10 – 16 weeks each• Use “Plan – Work – Plan” approach• Promotes a sense of project efficacy• More nimble, easier to respond to new

developments • Highlights accomplishments to celebrate

and show others

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Developing the plan – cont’d

Establish a work breakdown structure –• Tasks

The detailed steps to follow Usually sequenced due to dependencies Require effort for some period of time ( expressed in hrs or

days) Work time may be different from lapsed time

• Activities A collection of tasks Undertaken to produce deliverables and achieve milestones Work products are developed along the way

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Developing the plan – cont’d

Identify milestones –

• On the critical path• Transition points

A series of dependent activities• Phase conclusions, beginnings, etc.

• Completed work products (usually)

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Developing the plan – cont’d

Assign resources to tasks –

• Staff member with time to accomplish assigned work

• Internal Subject Matter Experts• Outside consultants• Rooms, equipment, office support• IT support, other

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Developing the plan – cont’d

Determine timing –

• When should work products be available

• When will milestones be reached• When will an activity stream be

completed• Add slack to allow for contingencies

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Developing the plan – cont’d

Establish a budget –

• External resources

• Internal resources

• Travel & out-of-pocket expenses

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Project Execution

Establish the project leadership team –

• Larger initiatives may involve Project Directors, PM’s, and Project Team Leads

• Assign roles and responsibilities• Assign an owner for each Project

Management tool to be used

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Project Execution – cont’d

Activate the project –

• Develop Communications Plans Project Status Updates Issues Management Project Calendars Presentations

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Project Execution– cont’d

Hold a kick-off meeting - Present Goals, Objectives & Benefits Communicate project role and responsibility

assignments• Status Updates• Issues Management• Project plans, calendars • Securing & managing resources

Recruit an Advisory Team• Team leads from each functional area impacted• To review plans, provide feedback• To assist with issues escalation

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Project Execution– cont’d

Queue up resources for early events –

• Using a moving 6 – 8 week planning horizon• Provide background as new players are

engaged• Make sure people understand their

assignments• Secure commitment on deliverable due dates

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Project Execution– cont’d

Conduct regular Project Management Team updates –

• Report progress & new developments• Review the schedule to make sure people

remember their commitments• Update project plans• Go over issues & establish plans to resolve• Revisit risks & mitigation plans

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Project Execution– cont’d

Close out the project –

• Prepare & execute acceptance documents• Assign open issues to owners• Review budget planned & actual results• Evaluate overall project success against objectives• Hold a “lessons learned” discussion to benefit

future initiatives• Recognize project team members accomplishments• Celebrate!