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Using The 5 Phases of Project Management
Today We Will...Get comfortable with “Project Management”
All 5 phases
Focus on planning
Learn how to construct a Charter that prevents scope creep while identifying risks and satisfying stakeholders
And maybe identify what all these jargon-y words really mean
Brainstorm our way into an excellent WBSThen use that to create a killer Gantt Chart
Be comfortable with planning. And planning to plan.
Poll: Define a “Project”
Project ManagementThe art and science of managing people, money and time to produce a specific service or product.
Basic, common sense “best practices” for getting stuff done that is all wrapped up in specialized jargon and specific tools.
The best way to make sure you produce something that makes everyone happy - but not a guarantee that this will happen.
Project ManagementPhases
"Project Management (phases)" by Alphamu57 - Own work. Licensed under GFDL via Commons - https://commons.wikimedia.org/wiki/File:Project_Management_(phases).png#/media/File:Project_Management_(phases).png
JargonProject
Scope
Scope creep
Stakeholders
Dependency
Milestone
Risk
Issue
Deliverable
Constraints
PERT
Gantt
Project Management - PlanningFirst 2 phases
Initiation
Plan to plan
Planning and Design
Document the plan
The rest of the phases execute, monitor and close out the plan
Initiation - Planning to PlanGather needs/assess current environment
Determine total budget
Determine total human resources
Determine time available
Identify Stakeholders
Run through project initiation checklist
Create Project Charter (output)
Environmental ScanWhat problem is the project solving?
What options are available as solutions?
What resources are available to help solve the problem?
Time, People, Money
What constraints are in place?
Where is the library *now* - how far do you have to go to get to “done”?
ConstraintsBudget
How much money will each solution require?
How much money is available?
Will fundraising need to happen?
What stakeholders can you approach to get funding increases?
People
What staff skills are in place right now?
What skills are needed?
How many people are available for the work?
Time
What deadlines are externally imposed?
How long will each solution take to put into place?
StakeholdersWho is affected by the project?
Affected by the work being done?
Affected by the solution chosen?
Affected by the budget, time, people requirements?
Affected by the end result?
Sponsors
Workers/Project Team
Final usersimage credit: https://openclipart.org/detail/35563/abstract-people
The Charter - RequirementsWhatever you need to make your project a success…Scope statementStatement of Conditions
Assumptions, Risks, Constraints, etc.Project Structure
Waterfall? Agile? begin thinking about how to planCommunication plan
Team OrganizationWho is on the project team?Who are the project’s sponsors?Who are the stakeholders that need to be considered during the work?
The Charter - ResourcesSimple Charter - One Page
https://www.dropbox.com/s/fw4jruu6eqlrgbd/Project-Charter-Simple.doc?dl=0
Full Charter - with Table of Contents and more than you probably need
https://www.dropbox.com/s/qa37ylgt1hbkuwa/ProjectCharter.docx?dl=0
Planning/DesignFigure out planning method
Waterfall? Agile?
Get planning team together
Figure out scope of project
Work out deliverables needed for projectCreate WBS from deliverables list
Project estimatesBudget, people, time
PM estimating tricks
Risk identification
Get approval of plans to start work
Planning MethodWaterfall
Plan at the beginning through to the end (traditional)
Agile
Plan for 2 weeks, meet again at the end of those weeks to reassess and plan for next two weeks
Rinse, repeat
Agile software development
Rolling Wave
Cross between Waterfall and Agile
Plan to end, but revisit occasionally to assess and change as needed
Planning TeamMore brains is more better
Get as wide a cross-section of the organization as possible
Have a defined goal for each meeting
“Run an effective meeting”
Agenda!
Action Items!
Use brainstorming techniques as well as discussions
Photo credit: https://openclipart.org/detail/192626/brain
ScopeWhat *isn’t* appropriate for this project?
What *exactly* are we doing here?
Scope change forms - keep them handy for use during the execution stage
Be ruthless!
DeliverablesWhat will be produced as a result of this project?
Not just end-stage results - internal project docs, too
Plan ahead for what needs to be produced before other project activities can go ahead
Know what dependencies are in your project
Critical Path Planning (helpful in project time estimates)
Match skills to required deliverables
People management - the hardest part of project management
WBS?
https://upload.wikimedia.org/wikipedia/commons/e/e0/WBS_Painting_Exampl.png - By Arithmandar (Own work) [Public domain], via Wikimedia Commons
Poll: Estimation Is An Art – How Good are You?
Project EstimationGeneral Estimation Tips
Figure the resource needed, double it
With more experience, that formula can be tweaked
Estimating people needed
Estimating time needed
That Critical Path Planning thing again
Estimating money needed
Gantt Chart Fever
https://www.flickr.com/photos/perhapstoopink/467087455
Risk identificationProject Assumptions
What if you are wrong?
Past projects
Documentation is vital here
Experienced staff
Pick their brains!
Brainstorming
ApprovalsSponsor feedback
Administration’s signatures
Project team’s buy-in
Start work!
Photo credit: https://openclipart.org/detail/84457/approved-stamp
The rest of the processExecution
Do the work laid out in the WBS/Gantt Chart
Monitoring and Controlling
Use the charter and other planning documents to make sure you are on time, budget and schedule
Photo credit: https://openclipart.org/detail/140587/working-with-laptop
The rest of the processClose Out
Finalize documentation and file it for use in future projects (reinventing the wheel is time-consuming!!)
Have a party!
Photo credit: https://openclipart.org/detail/213201/party-meal
Questions?
Image Credit: https://openclipart.org/detail/231627/prismatic-3d-question-mark
