Principals of PM PowerPoint_Class2

Principles of Project Management

An foundation course to project management terms and practices

Bellevue College 2013

Class # 2

Questions before we start?


Read Chapters 1,2 and 3 of the 5th edition of the PBMOK

Read Chapters 1 & 2 of Eric Verzhuhs Fast Forward MBA in Project Management

Bring in one concept area that you had learned in your reading and be prepared to share at the start of next class.

Homework


Last Class Agenda

PMIs five Project Management Process Groups and the ten Project Management Knowledge Areas

Describe the key concepts and terminology utilized by the Project Management Institute (PMI)

Todays Training Agenda

Use key tools and techniques to help initiate a project successfully

Stakeholder Management

Objective 3

Use key tools and techniques to help initiate a project successfully


Most projects begin with a SOW (Statement of Work)

What is a SOW? Business need

Product/service/result scope description

Strategic plan

How do we use it? Initial understanding of the project

Feasibility within the given assumptions

Beginning of risk identification

Getting Started


Dont use words with multiple interpretations Spell out every activity and deliverable. Be careful when dealing with semantics!

Add negative scope- Sections for example that are out of scope or not part of the SOW.

Define the acceptance and rebuttal loop To make sure you ensure a happy customer while still maintaining a effective hourly rate. Spell out review cycles and a change request process.

Tips for creating a Statement of Work

Bellevue College 2013Source: http://www.techrepublic.com/blog/project-management/tactical-tips-for-creating-a-successful-deliverables-based-

sow/4385

Sample Statement of Work Layouts


Section # Purpose Description

1 Introduction/Overview of Project

Describe the project

2 Background/History Describe the history and background of project

3 Scope Description of the Scope of the project.

4 Objectives Description of the Objectives of the project.

5 References All included reference documents for the project. E.g. Screen shots, reports for IT efforts.

6 Requirements Tasks, Deliverables, Schedule and assumptions of the SOW

7 Tasks Describes the tasks in the methodology, specifications, performance requirementsetc.

8 Deliverables Work products and acceptance criteria.

9 Schedule / Timeframes Milestones, and key target dates for deliverables.

10 Assumptions Known assumptions for project should be documented in this section. E.g. company to have desks and computers provided by company during the life of the project.

Source: http://www.ncmahq.org/files/Articles/9BAF4_CM0807_C02_p58.pdf

Have you seen any other sections in SOWs not listed here?

Project Assessment (Its an output of the SOW) Clearly define project goals and expected outcomes at the start.

Why are project assessments important? All projects, regardless of size, need a second set of eyes to

objectively assess if theyre on a trajectory to deliver successful outcomes

Business Case An analysis of the organizational value, feasibility, costs, benefits,

and risks of the project plan

Project Assessment vs. Business Case


Specific

Describe intended outcome in quantifiable terms

Measureable

Have a baseline to measure change

Assignable

Are delegated to one person for completion

Realistic

Can really be done with available resources

Time-based

State when the objective starts and finishes

Characteristics of SMART PM Objectives


By June 15, 2014, implement a new project time tracking system for full and part-time, permanent and temporary staff, using clearly defined processes and guidelines so employees, managers, contractors, and vendors can more efficiently account for time worked on all projects.

Example of a SMART PM Objective


Using your class project and the Statement of Work layout example we just covered, gather into your teams and document the 10 sections for your class project. Assuming your project already had a business case but the work was to be outsourced outside of the company.

Complete each of the 10 sections on the Post-It Note pads

Pick one Project Manager to lead this effort to guide your team through the process.

Be prepared to share with your class mates.


Statement of Work Exercise

Break


Project Charter & Scope


The charter formally authorizes the project

At a minimum, it includes: The business requirement that will be met by the project

Product/service description

PM authority granted by a manager external to project

Signed contracts act as project charter for seller

The Project Charter


This is an individual exercise, so only talk to your team members if you need help, otherwise please complete this activity alone.

Using the project charter elements listed at the top of your handout identify the data in the document that corresponds to which specific charter element.

Be prepared to talk about your answers you selected.

Skill Check 3: Part A Charter Exercise


Break


Objective 4

Stakeholder Management


Identifying Stakeholders


Customers/Users* Sponsor Portfolio Managers/Portfolio Review Board Program Managers Project Management Office Project Managers Project Team Functional Managers Operations Management Sellers/Business Partners And more

*Most important stakeholder

Develop Project Charter to document information about internal and external parties involved in and affected by project.

Identify the Enterprise Environmental Factors such as Org structure/culture or any government/industry standards.

Perform Stakeholder Analysis Determine roles, interests/influence, expectations should be considered the most throughout project.

Create Stakeholder Register Whos who on project.

13.1 Identify Stakeholders

PMI Stakeholder Management Identify Stakeholder

1. Stakeholder Register1. Stakeholder Analysis

2. Expert Judgment

3. Meetings

Identifying all the people or orgs that are impacted by the project.

Identify them as early as possible in the project for greater chance of success.

For projects with a large number of stakeholders, classify them according to their interest, influence and involvement in project.

Create a Stakeholder Register to have common repository for project.

1. Project Charter

2. Procurement Documents

3. Enterprise Environment Factors

4. Organizational Process Assets

Output

Tools & Techniques

Input

PMI Stakeholder Management Identify Stakeholder

The Stakeholder Register can have any fields you want, you just want to make sure you have the information you need to communicate and

understand your stakeholders.

Stakeholder Management Stakeholder Register (Example)

Stakeholder Name

Role in ProjectContact Information

EmailMin. Expectations

Major Requirements

Bob Orr CEO 425-564-1212 [email protected] On time, On Budget 5 new reports on Budget

Pete McEnroe President 425-123-4535 [email protected] Did not mention On Scope, On Budget, Flexible on Time

Mary Field COO 509-123-9030 [email protected] On Schedule On Time Delivery

Bill James Customer 203-456-8912 [email protected] On time, On BudgetOn Scope, On Budget, Flexible on Time

Power and Interest Grid

Used to Classify and Prioritize Stakeholders

PMBOK, Fifth Edition, pg 297

Keep Satisfied Manage Closely

Monitor (Minimum Effort)

Keep Informed

Power

Interest

High

HighLow


Bob OrrPeter McEnroe

Bill James

Listen to Your Stakeholders


Look for their pets- Pet peeves Pet projects Pet people

Determine- Their pain points How their performance is evaluated What they need to accomplish to have their boss give

them an attaboy or a promotion/raise

How do we make this project a win for most of our stakeholders?

(NOTE: You cant please all of the people all of the time!)

PMI Baltimore Chapter

While working in your project teams, create the following tools for your class project. Use large note pads for both tools so it is easily shared with your class mates.

Stakeholder Register

Power & Interest Grid

Skill Check 3: Part BPower and Interest Grid & Stakeholder Register Exercise


Be prepared to share with your class.

Class Summary

1. Remember the SMART Principals when planning your projects.

2. All projects require a Project Charter. Develop and utilize the project charter throughout the life of the project.

3. Develop a Stakeholder Register and Power Interest Grid to identify your project stakeholders for every project.

Read Chapters 4 & 5 of the 5th edition of the PBMOK

Read Chapter 4 & 15 of Eric VerzuhsFast Forward MBA in Project Management

Complete any work in class that you did not get to finish.

Homework
