Project Management Life CycleKaty Koenen05/07/2013

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Agenda

Taxonomy The Process

Best PracticesIntroduction Q & A

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Project Management Life Cycle

GoalsUnderstand the Project Life Cycle

Objectives• Be able to explain each element of the

Project Management Life Cycle

Section Introduction

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Managing Projects

Like many business processes, each project has a life cycle. It starts with a kick-off meeting and ends with project close-out activities. This presentation highlights each state of managing a project and provides techniques to help you be successful.

Section Introduction

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Life Cycle Stages

Section Introduction

1. Create a Project Charter

2. Define the Project Scope

3. Collect and document Business

Requirements

4. Establish Roles and Responsibilities

with a RACI matrix

5. Conduct a Kick-off Meeting

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Life Cycle Stages, continued

Section Introduction

6. Create a Work Breakdown Structure

(WBS)

7. Schedule Project Milestones

8. Monitor & Facilitate Project Progress

9. Communicate Project Status

10.Conduct a Lessons Learned session

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Taxonomy

Taxonomy

Term Definition

RACI Matrix showing who is Responsible, Accountable, Consulted, or Informed for each high-level project task

Work Breakdown Structure

Matrix of high-level work items for executing the project and the individuals responsible for each. Assign one individual per task.

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The Process

The ProcessCreate the Project Charter1. Define the project vision: Who is the customer and

what benefits will the project provide?

2. Identify the measurable goals that will satisfy the

aims of the project.

3. Identify other relevant factors to consider, e.g.

usability, training, documentation, etc.

4. Determine the budget for the project.

5. Determine the due date for the project deliverables.

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The Process

The ProcessDefine the Scope1. Define the project’s deliverables and the work

required to create those deliverables.

2. Define the acceptance criteria for the project’s

deliverables.

3. Call out what will be done, as well as what won’t be

done.

4. Identify project constraints, e.g. budget or inflexible

delivery dates.

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The Process

The Process

Document Business Requirements

1. Identify, very specifically, what the customer needs.

2. Identify the key success factors, and how you will

know the requirements have been met.

3. Provide business models, diagrams, or flow charts to

illustrate current and future states.

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The Process

The Process

Create a Responsibility Assignment Matrix

A Responsibility Assignment Matrix (RACI) describes

and communicates the participation, by role, of project

members in the completion of a project.

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The Process

The ProcessRACI Roles

Role Description

Responsible (R) Those who actually do the work

Accountable (A) Those who approve the work

Consulted (C) Subject Matter Experts whose opinions are sought and with whom there is two-way communication

Informed (I) Those who are kept up-to-date on the progress and completion of tasks, with whom there is one-way communication

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The Process

The ProcessRACI ExampleR – Does the workA – The buck stops hereC – Provides inputI –Receives Output

Task

Steering Committee

Project Manager

Systems Engineer

Architect

Support Services Designee

Define Goals C R C C C

Create High-Level Design

I I A R I

Prepare Deployment Plan

I A, R I I I

Analyze Deployment Resource Needs

I A R C C

Implement Solution I R

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The Process

The Process

Conduct a Kick-off Meeting• Educate the team about tools and processes

• Review the Project Charter and Scope

• Validate the RACI Matrix

• Identify Project Priorities

• Identify Project Risks

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The Process

The ProcessCreate a WBS• Identify the major areas of work to form the top-level

of the WBS

• Identify the next level of work in each major group

• Identify the third level of work under each item in

Level 2

• Continue to break down the required work until you

reach a level of tasks that will take roughly half a day

to complete

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The Process

The ProcessItems to include in a WBS• Project Planning Tasks

• Approval Cycle Tasks

• Key Project Meetings

• Management & Customer Meetings

• Training

• Project Management Tasks

• Test Planning, Development, and Execution

• Quality Control/Defect Repair

• Project Reviews

• Project Closing Tasks

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The Process

The ProcessSchedule Milestones• Identify the tasks required to produce

project deliverables

• Estimate the effort required to

complete each task or activity

• Estimate the duration of each task or

activity

• Estimate the calendar time that will be

required to complete each task or

activity

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The Process

The Process

Monitor and Facilitate• Manage the project schedule

• Ensure project objectives are met

• Facilitate project meetings

• Facilitate team communication

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The Process

The Process

Communicate Project Status• Conduct regular status meetings

• Send regular status reports to stakeholders

• Raise awareness when risks and changes occur

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Best Practice

Do… Plan for the project Create project documentation Manage and facilitate project execution Communicate, communicate, communicate Conduct a Lessons Learned session

Don’t… Neglect project documentation Assume stakeholders and team members know

what you know

Best Practices

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Q & A

Q & A

What are your questions?

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Section Wrap-upSection Wrap-up

In this section we… Learned how to plan for a project

Learned the importance of project documentation

Learned what documentation to provide

Learned the importance of a Lessons Learned session

Learned how to conduct a Lessons Learned sesson

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Section Wrap-upSection Wrap-up

SourcesEmprend Inc./Project Connections.com. “PC1401: Getting Started With New Project Management Techniques” © 2009

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