WEEK 3Introduction to Project Management

Wk. 3 AgendaReview

◦Any questions from last week◦Steps in the Initiating Phase◦Phase 1: Initiation Check List

Phase 2: Planning ◦Project Plans & Deliverables

Review of Week 2Any ?’s from last week?

Steps in the Initiating PhaseIdentify the project sponsorIdentify the stakeholdersComplete a Needs Assessment

Interviews Document Review Surveys Audits Workshops

Develop the Project Charter

Project CharterWritten agreement between:

Senior Manager Project and Operational Managers

Needs to be as concise as possible

Identifies positions of responsibilities

Summarizes project goals and objectives

End result / desired outcome

Can be:◦End deliverable◦Position in the market◦Resolution to a problem or weakness

Best done using the SMART model

Project Goals

Project DeliverablesAre measurable outcomes or specific

items that must be produced to fulfill the outcomes of the project.

All deliverables must be described in enough detail so that they can be differentiated from related deliverables. For example:

A twin engine plane vs a single engine plane

Planning Projects“Planning is laying out the project groundwork to ensure your goals are met“

Initiating Plannin

gExecuti

ngControlli

ng Closing

Purpose of Planning ProcessAnswers:

How are we going to solve the problem?

What resources are required? How much effort is required? What are the due dates?

Project PlansAre documents that

Define schedule Define resources needed Project deliverables

Are Not a Microsoft Project Files.◦Microsoft Project is a tool used to

manage project schedules.

Project Planning ProcessesScope Planning

Specifies the in-scope requirements for the project and facilitates the creation of the WBS

Preparing a Work breakdown structure (WBS)

Specifies the breakdown of the project into tasks and sub tasks

Communication Planning Communication strategy with all project

stakeholders

Project Planning Processes Cont.Project Schedule Development

Specifies the entire schedule of the activities detailing the sequence of execution

Resource Planning Specifies who will do the work Any special equipment or skills required

Risk Planning Charts the risks, contingency plan and

mitigation strategies

DEVELOPING SMART GOALS

Articulating Project ObjectivesSpecific (get into the details). Measurable (use qualitative language so you

know when you are finished).Achievable or Acceptable (to stakeholders). Relevant or Realistic (in terms of

achievement). Time bound (deadlines not durations)

http://www.youtube.com/watch?v=YmOS3dj9h0s

When Goals are Drafted Is this goals specific? Are the results easily measurable? Achievable? Realistic? Does my goal include a completion date?

SMART Goals ExampleGOAL = Write A Long Essay

◦Specific: I will write my 15 page final paper for my Business class.

◦Measurable: I will report my progress in terms of pages completed per week.

◦Achievable or Attainable: By completing 2 pages a day for 8 days, I will be able to finish my paper.

◦Realistic: I cannot write a lot at a time, so I am spreading it out over time.

◦Timely: I will finish this paper in 8 days.

Develop SMART Goals Workshops

PROJECT REQUIREMENT PLANNING

Project RequirementsRequirements specify what the

project deliverable should look like and what it should do.

Divided into six basic categories: Functional Regulatory

Non-Functional Business

Technical User

WORK BREAKDOWN STRUCTURE (WBS)

Define WBSPMI describes WBS as “a

deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create required deliverables.”

In our words:◦A structured method for defining the

work of the project

Sample WBS WBS does not show the sequence When creating, start with the goal

and then break it down into smaller and smaller deliverables (milestones)

Deliverables ◦ define what you are going to do ◦ re nouns

Activities ◦ define how you are going to accomplish

it ◦ Activities are verbs

Goal

Deliverable

Deliverable

Deliverable

Deliverable

ActivityActivityActivity

ActivityActivityActivity

Simple WBS

Simple WBS

Benefits of WBS Identifies all work necessary to meet the

scope of the projectClarifies responsibilitiesForces detailed planning and

documentationProvides structure for measuring successIdentifies milestones

MilestonesIdentifiable points that

represents a requirement or completion of an important set of activities

Why use milestones?◦Helps identify progress◦Helps define dependencies◦Provides visibility of major

deliverable dates

Milestones vs TasksMilestones are what

management &/or clients really want to hear about

Milestones are the large outcome of many little tasks.

Tasks are activities that need to be completed in order to make the milestone happen.

WBS Comes from

◦Past projects◦Templates and documents of

procedures◦System tutorials◦Brainstorming ◦Subject Matter Expert (SME)

WBS Exercise #1 Group Activity

◦Using sticky notes create a WBS for ……

Hybrid / HomeworkChapter/Lesson 1

Presents a process for ensuring that information is entered into the software in the proper order.

Note: entering information out of sequence could result in inaccurate information or re-entry.

Note: please save your work on your computer in a file directory of your choice.

Quiz Time