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Welcome to Module 1- Project Management Overview. Project Management Certificate Program. Instructor: Phyllis Sweeney. Administrative Items. Instructor: Phyllis Sweeney, Senior Director, Microsoft Phone Number: 425-703-9671 Email: [email protected] Schedule - PowerPoint PPT Presentation
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Welcometo
Module 1- Project Management Overview
Instructor: Phyllis Sweeney
Project Management Certificate Program
Project Manager Certificate Program 2
Administrative Items
· Instructor:– Phyllis Sweeney, Senior Director, Microsoft
– Phone Number: 425-703-9671– Email: [email protected]
· Schedule– 5:30 – 6:45 Presentation, class exercises– 6:45 – 7:00 Break– 7:00 – 8:00 Presentation, class exercises
· Can be found at: http://depts.washington.edu/pmclass/· Username: pmclass· Password: pm·
Presentations:
Project Manager Certificate Program 3
Basic Program Rules:
80% Attendance Required for Each Module
Can only miss 1 class per module, including the last module
Attendance is taken at every class
Class will start promptly at 5:30 and end no later than 8:00 p.m.
Basic Information
Project Manager Certificate Program 4
Project Management Certificate Program
Fall Quarter Winter QuarterProject Management Overview Cost and Scheduling Fundamentals
Communication Skills Problem SolvingProject Planning Risk Management
Spring Quarter Handouts:
Procurement and Contract Management
Program Outline
Leadership Skills Deliverables List
Project Applications Lifecycle Overview
Project Manager Certificate Program 5
Project Management Overview Course Description
• General Overview of Project Management• Project Environment/Organizational Structures• Key Definitions and Concepts based on Industry
Standards/PMBOK• Key Business Drivers – Flexibility Matrix• Project Life Cycle• Project Management Processes • Project Manager/Team Roles and Responsibilities
• Projects are determined and teams are set!• Think about “real” projects – non-profit, home improvements,
work projects• Project lasts 9 months – make it fun!
Project Manager Certificate Program 6
Books Required
· Effective Project Management– Wysocki, R.K., Beck, R., and Crane, D.B.
· PMBOK, Project Management Body of Knowledge – www.pmi.org
Project Manager Certificate Program 7
Project Management Overview Session Session Description Reading Deliverables DUE
1 Course Introduction Wysocki, Chapter 1
Student Introductions PmBOK, Chapter 1
What is Project Management?
Organizational Structures
Characteristics of Successful Projects
2 Project Life Cycle Wysocki, Chapter 1, Pg 31
Identification of Project Life Cycle Phases
PmBOK, Chapter 2
3 Project Management Processes Wysocki, Chapters 2-11 Assignment 1: Describe Project Lifecycle and Org (Ind)
Organize into Project Teams - POS PMBOK, Chapter 3-12 Teams Determined
Class Time to work on POS
Project Manager Certificate Program 8
Project Management Overview Session Session Description Reading Deliverables
4 Project Management Processes - continued Wysocki, Chapter 2-11
Planning and Execution PmBOK, Chapter 3-12
5 Project Management Process – continued Wysocki, Chapters 2-11 Assignment 2: Project Overview Statement (TEAM)
Execution, Monitoring and Control PMBOK, Chapter 3-12
6 Project Management Processes Wrap-Up
Control and Close-out Assignment 3: Change Management Process and Form (TEAM)
Wrap Up Assignment 4: Project Management Process Summary (in class) – TEAM
Deliverables For Module 1:
Project Manager Certificate Program 9
Deliverable Brief Description Due DateIndividual Assignment 1: Project Life Cycle
Provide a project lifecycle and information on current organization.
Session 3
Team Assignment 2:Project Overview Statement (POS)
Provide POS regarding the team project.
Session 5
Team Assignment 3: Change Management Process and Form
Provide change management process including variance levels and form.
Session 6
Team Assignment 4: In class assignment on project management processes.
Session 6
Project Manager Certificate Program
10
Assignment #1: Project Lifecycle1. Assignment #1, due Session 3 (October 8) by 4:00 p.m.
• 3 Pages Maximum• Email Assignment to [email protected]
2. Experience and Class Expectations
3. Organization (1 page)
Overview: • Organizational design (matrix, functional, etc.)
Project Environment/Descriptions:• Number of projects per year• Dollar value range• Typical project duration• Types of projects• Organizational Influences
Project Manager Certificate Program 11
Assignment #1: Project Lifecycle4. Project Life Cycle Flowchart and Description (1-1/2 pages) – template provided in lecture material
• List at least 4 phases• List at least 4 activities per phase• List major deliverables• Identify major milestones (i.e. - Go/No Go)• No Bar Chart or CPM Schedules
Project Manager Certificate Program 12
Project Lifecycle Template
Use the template as described above. Hint:• Activity = Verb + Noun• Milestone = Noun + Verb (past tense)• Deliverable = Noun
Phase Major Activities
Major Milestones
Major Deliverables
Project Manager Certificate Program 13
Team Assignment #2: Document Position Overview Statement (POS)
1. Assignment #2, due Session 5, October 152. Sent via email to Instructor by 4:00 p.m. at
[email protected]• 2 Pages Maximum
2. Team Assignment – Include All Members of Team on Assignment Information
3. Teams must be decided by Session 3, October 84. Use Position Overview Statement Template provided in
lecture material – preparation for 8 month assignment
Project Manager Certificate Program 14
Team Assignment #3: Change Management Form
1. Assignment #3, due Session 6, October 20• Email to [email protected] by 4:00 P.M.• 1 Page Maximum for form, 2 Pages Maximum for Instructions
2. Team Name (Insert Name in Header) with Individual Team Members Identified
3. Document a Change Management Form the team will be using to identify changes to the sponsor. Details to follow in lecture material.
Project Manager Certificate Program 15
Team ProjectTeam Rules:
Will work on an 8 month team project No “individual” team projects allowed Students pick teams by Session 3
If 39 students– 7 teams – 3 teams, 5 people each– 4 teams, 6 people each
If 36 students-- 7 teams– 6 teams, 5 people each– 1 team, 6 people each
No Exceptions – Teams May be Asked to Absorb Team Members
Project Manager Certificate Program 16
Team ProjectAssignment Consists of:
Turning in a Project Notebook The team must demonstrate the use of the tools and techniques
learned in the Certificate Program for a specific project Presentation by team done in the last module Will have peer evaluations Supervisors/Spouses can be invited to attend Important to demonstrate ability to work as a team – no one can
be voted off team Must be a “real” project
Helpful Hint Establish Team Operating Rules that everyone understands and
agrees to
Project Manager Certificate Program 17
University of Washington Extension – Project Management Certificate Program Team Project Notebook Guide (Page 1 of 2)
Notebook Element Primarily Covered in these Courses
Business CaseCustomer request defined (problem, expected outcomes)Project Proposal/Flexibility Matrix
Project Management Overview
Project Planning Document (POS, Charter, Project Definition) Project Management Overview
Change Management Plan Project Management Overview
Roles and ResponsibilitiesTeam Organization and structure (Responsibility Matrix) and operating rules
Project Planning
Communication Plan (e.g., tools, status reports, meetings, etc.) Communications
Feedback Plan Communications
Work Breakdown Structure (e.g., project and/or product lifecycle, network diagram, work packages)
Project Planning
Project ScheduleTask sequencing & relationships (Gantt and/or Pert Chart)Critical Path
Cost and Scheduling Fundamentals
10/01/03- Rev0
Note: This worksheet represents a guide for the team notebook. If an element is missing, you should provide an explanation as to why. Individual instructors may have additional requirements. Team projects, by their nature, may have additional items.
Project Manager Certificate Program 18
University of Washington Extension – Project Management Certificate Program Team Project Notebook Guide (Page 2 of 2)
Notebook Element Primarily Covered in these Courses
Resource Estimates (e.g., people, equipment, cost, etc.)Project cost summaryCost allocation/scheduleStaffing requirements & allocationProject cost budgeting
Project Planning
Project Controls (e.g., metrics, tools, milestones, scheduled reviews)Cost/Schedule/Quality in-process measuresAssessing variance to planPert
Project Planning
Project Cost and Scheduling Fundamentals
Problem Solving Planning (Issue Resolution, Process) Problem Solving
Risk Management PlanningProbability and impact matrixRisk assessment and mitigation summary
Risk Management
Procurement Plan Procurement and Contract Management
Project Leadership (Team Building Plan) Leadership Skills
Project Closeout PlanProject Cutover and Delivery PlanProject EvaluationsCustomer Buy-Off/signaturesLessons Learned and Best Practices
Project Planning
Project Applications
10/01/03- Rev0
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Project Manager Certificate Program 19
Session 1 Objectives
· Meet and greet each other· Understand different organizational structures and
project impacts· Understand key definitions· Be introduced to three-tiered constraints· Understand the Key Flexibility Matrix· Start to formulate teams
The student will be able to:
Project Manager Certificate Program 20
Listen closely – you will select teams by Session 3!
Introductions:- Name- Company- PM Experience- Class Expectations- Projects Would Like to Be Involved in
Student Information - Include on Sheet Being Passed Around:
NameEmail AddressEmployerTitleTypes of Project Want to Do
Introductions
Project Manager Certificate Program 21
WHAT IS PROJECT
MANAGEMENT?
Setting the Stage for Successful Projects
Session 1
Project Manager Certificate Program 22
Key Definitions What is a Project?A project is a sequence of unique, complex, and connected activities having one goal or purpose and that must be completed by a specific time, within budget, and according to specification.
– Sequence of Activities– Unique Activities– Complex Activities– Connected Activities– One Goal– Specified Time– Specified Budget– Certain Specifications/Features
Project Manager Certificate Program 23
Key Definitions
What are some examples of projects?
What are some examples of projects that are really not projects?
What is the difference between a project and a program?
Project Manager Certificate Program 24
Examples (From Previous Classes):• Wedding (Second marriage, each with children)• Going to the Rose Bowl with no tickets• Developing Word for Windows (Japanese) in 6
months• Implementing 4 day workweeks for nursing staff• Starting a new Science Program in a School District• Converting 35 banks (new signs) in one weekend• Finding a new job after downsizing
Project Manager Certificate Program 25
Key Definitions
What is a Project?PMBOK: A temporary endeavor undertaken to create a unique product, service, or result.
– What does temporary mean?
Project Manager Certificate Program 26
Key Definitions
What is Project Management?The art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, cost, time, quality and participant satisfaction.
– Art or Science?– How Technical Do You Need to Be?
Project Manager Certificate Program 27
Key Definitions
What is Project Management?PMBOK: The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements. Project requirements should typically meet stakeholder needs.
– What’s a stakeholder?– Who is a stakeholder?
Project Manager Certificate Program 28
Key Definitions
What is a Project Manager?Individual appointed with the responsibility for managing the project and implementing project management principles.PMBOK: The person assigned by the performing organization to achieve the project (goal and) objectives.
– What is the difference between responsibility and accountability?
Project Manager Certificate Program 29
Quality
Scope
Cost Time
Project Parameters
Resources
Project Manager Certificate Program 30
Key Definitions - Review
What is a Project?A project is a sequence of unique, complex, and connected activities having one goal or purpose and that must be completed by a specific time, within budget, and according to specification.PMBOK: A temporary endeavor undertaken to create a unique product or service.
Project Manager Certificate Program 31
Key Definitions - Review What is Project Management?The art of directing and coordinating human and material resources throughout the life of a project by using modern management techniques to achieve predetermined objectives of scope, cost, time, quality and participant satisfaction. PMBOK: The application of knowledge, skills, tools, and techniques to project activities in order to meet the project requirements (stakeholder expectations).
What is a Project Manager?Individual appointed with the responsibility for managing the project and implementing project management principles.PMBOK: The person assigned by the performing organization to achieve the project objectives.
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Why Do Projects Exist Within Organizations?
· Projects are performed in order to realize some potential advantage for the owner/sponsor
– What are some other reasons?
Project Manager Certificate Program 33
Why Do Projects Fail in Traditional Organizations?
Lack of dedicated resources to do the “special work”– Extra work in addition to current workload– Project is different than usual work
Departments are setup for recurring or routine tasks
·Lack of project experience– Most companies are not organized for project work
What are some other causes?
Project Manager Certificate Program 34
Why do Projects Fail in Traditional Organizations?
·No project completion criteria established·Project loses priority – lose sight of original goals·No one seems to be in charge·Schedule is too optimistic·Project plan is not used
– Status is not monitored against plan·Insufficient resources, yet commitments made·No change management process
–Standish Group Report, page 546, Wysocki
Project Manager Certificate Program 35
Setting the Stage for Successful Projects
· Recognize the project· Utilize project management tools and techniques· Determine program versus project management structure
– Projects must have: Project Owner – Executive Sponsor Project Team Commitment Project Manager Authority Self-managed teams Ability to do “More with Less”
· Understand the organizational structure· Have a clear understanding of the Key Business Drivers –
Flexibility Matrix
Let’s look at some organizational structures…
Project Manager Certificate Program 36
Functional OrganizationM
F F F
W/PM
W/PMW
W
W WW
WWM = ManagementF = Functional or Line ManagementW = Project Team MemberPM = Project Manager
Responsibility vs. AccountabilityResponsibility vs. Authority
Project Manager Certificate Program 37
Matrix OrganizationM
F
WW W W
WW
WW
F F
PM W
M = ManagementF = Functional or Line ManagementW = Project Team MemberPM = Project Manager
F
Pros vs. ConsHow do you gain Authority?
Project Manager Certificate Program 38
Role Definitions for the Matrix OrganizationFunctional Manager
– Who will do the task?– Where will the task be done?– How will the task be done?– How well has the functional input been integrated into the project?
Project Manager:– What is to be done?– When will the task be done?– Why will the task be done?– How much money is available to do the task?– How well has the total project been done?
Adapted from Harold Kerzner
Project Manager Certificate Program 39
Pure Project OrganizationM
PM PM PM
W
W
W
W WW
WWM = ManagementF = Functional or Line ManagementW = Project Team MemberPM = Project Manager
W
Everything is a project.
Project Manager Certificate Program 40
Task ForceM
F F F
W
W
W
W W W
WWM = ManagementF = Functional or Line ManagementW = Project Team MemberPM = Project Manager
W
Project Manager Certificate Program 41
Project Management in the 21st Century
To be successful in the 21st Century, an organization must:
– Enhance business performance (Quality, Cost, Time, Scope)
Business Case Justification, ROI
– Be able to measure workforce contribution to the business
Workforce Productivity
– Become “Employer of Choice” and avoid the cost of turnover
Lead to successful projects!
Project Manager Certificate Program 42
Setting the Stage for Successful Projects
• Understanding Key Business Drivers – the Flexibility Matrix
Project Manager Certificate Program 43
Flexibility Matrix
Scope
Schedule
Cost
Least Flexible Optimal Most Flexible
Case Study Exercise:
Develop a new shampoo such that the company can recognize revenue 1Q 200x and the budget is $11M.
Project Manager Certificate Program 44
Project Parameters
Quality
Scope
Cost Time
Project Manager Certificate Program 45
Project Management: Art or Science?
· The planning, organizing, directing, and controlling of company resources for a relatively short-term objective that has been established to complete specific goals and objectives.
· Utilizes the systems approach to management by having functional personnel (vertical hierarchy) assigned to a specific project (horizontal hierarchy)
· Process by which people seek to guide a project to achieve established goals within cost/schedule/feature constraints.
· Project management is perceived as a "Science" because it is supported by charts, graphs, software, and other technical tools.
· Project management is also driven by political, interpersonal, and organizational factors - thus the "Art".
Project Manager Certificate Program 46
Session 1 Summary
· Understand what a project is· Understand key definitions
– Project– Program
· Be introduced to three-tiered (five) constraints– Scope, Time, Cost/Resources
· Be aware of organizational structures– Functional, Matrix, Project, Task Force
· Understand the Key Flexibility Matrix