WIXLIB

Project Management forGraduate StudentsCOURSE WORKBOOKJanuary 22nd, 2018 from 9:00AM-3:30PM(LUNCH & NETWORKING - 11:45AM-1:15PM)

Graduate School Office of Professional DevelopmentTable of Contents:Welcome, Overview and Introductions . 3Introductions. 6Project / Portfolio Lifecycle . 8Basic Definitions . 9Aligning Projects with Strategies . 10An Example from Southwest Airlines . 12Your Goals . 13Identifying and Engaging your Stakeholders . 15Stakeholder and Relationship Map Template . 16Identifying Your Stakeholders . 18Project Charter Template . 19Project Charter. 20Identifying and Validating Project Requirements and Tasks . 22Topic Selection—Sifting and Winnowing . 23Topic Selection – Funnel Perspective . 24Requirements Gathering . 25Requirements Gathering (Step-by-Step) . 26Identifying Project Tasks . 27Identifying / Validating Your Requirements . 28Organizing Project Tasks . 29Managing Risk and Communication Planning . 31Identifying Risks and Risk Management . 32Typical Risk Response Strategies . 34Communication Planning Template using Chronological Sequence . 35Communication Planning Template for Milestones and Tasks . 36Monitoring Progress and Status Reporting . 38Status Reporting. 39Status Reporting—Who, What, When, How and Why? . 40Managing Change . 42Change Happens! . 43Discussion Questions . 44Project Close Out . 46Project Closeout / Lessons Learned . 47Recap . 48Course Evaluation / Follow-up . 49Project Management for Graduate Students2

Graduate School Office of Professional DevelopmentWelcome, Overview andIntroductionsProject Management for Graduate Students3

Graduate School Office of Professional DevelopmentIntended Course AudienceThis course has been especially designed for UW-Madison graduate students who wantto enhance their capability to successfully lead a project (or multiple projects) tocompletion (e.g., a capstone project, a dissertation, field work, etc.)Course Goals:This course will help you 1. Set clear, actionable, and attainable goals that you can measure and monitor2. Identify and engage those who may influence and affect the attainment of yourgoals3. Learn and apply proven and practical project management techniques used byprofessional project managers4. Tailor your communication and planning to maximize the value and impact5. Enhance your project leadership, management, collaboration, and teamworkskillsProject Management for Graduate Students4

Graduate School Office of Professional DevelopmentMajor Topic Areas for this Course1. Understanding the project management lifecycle—from beginning to the end of aproject (and why the lifecycle is important)2. How to identify and engage your stakeholders in defining and endorsing theproject requirements3. Managing risk, communication, and change4. Executing and controlling the tasks, timeline, and resources5. Preparing for a successful project closure and transitionTips for Getting the Most from this Course Be open to learning Ask questions Listen actively Share your experiences Respect othersProject Management for Graduate Students5

Graduate School Office of Professional DevelopmentIntroductionsOpening Activity1. Introduce yourself ( 1 minute)Project Management for Graduate Students6

Graduate School Office of Professional DevelopmentProject Management for Graduate Students7

Graduate School Office of Professional DevelopmentProject / Portfolio LifecycleProject Management for Graduate Students8

Graduate School Office of Professional DevelopmentBasic DefinitionsPortfolio: A combination of projects and programs that help achieve an overarchingstrategy.Program: A group of projects that focuses on an area of a portfolioProject: A specific set of tasks that need to be complete to achieve the goals of theprogram / portfolio.As an example . Your Education Goals might be one of your “Portfolios” Attending Graduate School might be one of your “Programs” Completing your dissertation or your capstone might be one of your “Projects”Adapted from Technical Project Management in Living and Geometric Order:A Practical Perspective by Russell, Pferdehirt, and Nelson (2017)and by Morgan, Levitt and Malek (2007)Project Management for Graduate Students9

Graduate School Office of Professional DevelopmentAligning Projects with StrategiesPortfolio management translates strategy into actionFigure Adapted from Mark Morgan, Raymond E. Levitt, and William A. Malek. Executing Your Strategy:How to Break It Down and Get It Done, Harvard Business School Publishing, 2007.Project Management for Graduate Students10

Graduate School Office of Professional DevelopmentSo Many Projects – Such Limited Time and Resources How to decide what to take and what to leave behind?Adapted from Technical Project Management in Living and Geometric OrderProject Management for Graduate Students11

Graduate School Office of Professional DevelopmentAn Example from Southwest AirlinesSouthwest Airlines Company offers short-haul, low-cost, point-to-point servicebetween midsize cities and secondary airports in large cities.Adapted from Technical Project Management in Living and Geometric Order A PracticalPerspective by Russell, Pferdehirt, and Nelson (2017)Project Management for Graduate Students12

Graduate School Office of Professional DevelopmentYour GoalsThink, Pair and Share1. Write 2-3 goals that you have for your current projecta.b.c.2. Pair up and describe your goals to your partnera. Your partner should listen and ask 1-2 clarifying questionsi.ii.b. Switch roles and repeati.ii.Project Management for Graduate Students13

Graduate School Office of Professional DevelopmentProject Management for Graduate Students14

Graduate School Office of Professional DevelopmentIdentifying and Engagingyour StakeholdersProject Management for Graduate Students15

Graduate School Office of Professional DevelopmentStakeholder and Relationship Map TemplateExternalResources Your Dissertation Internal ResourcesCustomers?Project Management for Graduate Students16

Graduate School Office of Professional DevelopmentStakeholder and Relationship Map Example - Leverage Your Support SystemsExternalResourcesMy DissertationAlumniInternal ellowStudentsOtherResearchersLab and ITResourcesSubjectMatterExpertsCustomers (Future employers, Grant agencies, Foundations, etc.)Project Management for Graduate Students17

Graduate School Office of Professional DevelopmentIdentifying Your StakeholdersRefer to Exercise 1 in the Case StudyProject Management for Graduate Students18

Graduate School Office of Professional DevelopmentProject Charter TemplateProject NameExecutive SponsorProject ManagerPrimary Stakeholder(s)Project Description / Statement of WorkBusiness Case / Statement of Need (Why is this project important and why is it important now?)Customers (Direct users/Those impacted bythe project)Customer Needs / RequirementsProject DefinitionProject GoalsProject ScopeProjectDeliverablesProject Risks (Actions, events, and situations outside the project plan that may positively or negatively impactthe project)Implementation Plan / Milestones) (Due dates and durations)Marketing Plan (Market Analysis, Tactical Plan, Budget, and Timeline)Project Budget / Resources (Money, people, services, materials, etc.)Communication Plan (What needs to be communicated? When is communication needed? To who? How?)Change Management / Issue Management (How decisions will be made? How changes will be made?)Project Team Roles and ResponsibilitiesTeam membersRolesResponsibilitiesSource: and-templates.htmProject Management for Graduate Students19

Graduate School Office of Professional DevelopmentProject CharterRefer to Exercise 2 in the Case StudyProject Management for Graduate Students20

Graduate School Office of Professional DevelopmentProject Management for Graduate Students21

Graduate School Office of Professional DevelopmentIdentifying and ValidatingProject Requirements andTasksProject Management for Graduate Students22

Graduate School Office of Professional DevelopmentTopic Selection—Sifting and onsProject Management for Graduate StudentsPossible TopicsPersonalSifting andWinnowingInterestsMy ApprovedTopicGrandChallengesBuilding ona Body ofKnowledge23

Graduate School Office of Professional DevelopmentTopic Selection – Funnel PerspectivePossible TopicsTip: Begin with the“End in Mind”(Remember the 25,000Shower Curtain)Your Approved TopicProject Management for Graduate Students24

Graduate School Office of Professional DevelopmentRequirements GatheringRefer to Exercise 3 in the Case StudyProject Management for Graduate Students25

Graduate School Office of Professional DevelopmentRequirements Gathering (Step-by-Step)PlanElicit and AnalyzeDocument and SpecifyQuantify and VerifyManage ChangeProject Management for Graduate Students26

Graduate School Office of Professional DevelopmentIdentifying Project TasksStep One Identify the high-level tasks Identify additional details as needed Sequence the tasks Identify the resources/people needed to perform /complete the tasksStep Two Use the tasks, available resources, and projecttimeline to create a scheduleProject Management for Graduate Students27

Graduate School Office of Professional DevelopmentIdentifying / Validating Your RequirementsBrainstorm ideas - - - - - - - - - - - - - - - - - - - - - Organize, Arrange, Cluster Project Management for Graduate Students28

Graduate School Office of Professional DevelopmentOrganizing Project TasksRefer to Exercise 4 in the Case StudyProject Management for Graduate Students29

Graduate School Office of Professional DevelopmentProject Management for Graduate Students30

Graduate School Office of Professional DevelopmentManaging Risk andCommunication PlanningProject Management for Graduate Students31

Graduate School Office of Professional DevelopmentIdentifying Risks and Risk ManagementRisk—An uncertain event or condition that, if it occurs, has a positive or negative effecton one or more project objectives (Project Management Institute).Risk Management—The process of identifying, quantifying, and managing the risks thatan organization faces (Financial Times).Fishbone Diagram—Identifying RisksPossible Causes .Project Management for Graduate Students32

Graduate School Office of Professional DevelopmentRisk Identification: What could possibly go wrong go wrong go wrong?What is the best-case scenario?What is the worst-case scenario?Generate a list of questions – such as . Are you performing a new technique? Do you have to wait on a lengthy submission / approval process with your InternalResearch Board? Could your equipment delivery be delayed? Could your advisor retire or go on a sabbatical? What variability is possible due to unforeseen events?What are the critical steps?What are the deadlines / timelines?How can I prepare for delays and changes?Project Management for Graduate Students33

Graduate School Office of Professional DevelopmentTypical Risk Response StrategiesMitigationStrategiesNegative RisksPositive Risks1. Accept the Risk1. Accept the Risk2. Avoid the Risk2. Ensure the Risk Occurs to Exploitthe Risk3. Prepare Mitigation Plan in Casethe Risk Happens3. Enhance the Chance of the RiskOccurring4. Transfer the Risk4. Share the Risk5. Escalate the Risk5. Escalate the RiskRisk Matrix TemplateExampleYour RiskRefer to Exercise 5 in the Case StudyProject Management for Graduate Students34

Graduate School Office of Professional DevelopmentCommunication Planning Template using Chronological sibilityProject LaunchLaunch yourprojectSponsors /stakeholdersInitial meetingYou6 Months Prior toCompletion1 Month Prior1 Week PriorDay ofCompletion1 Week After1 Month AfterProject Management for Graduate Students35

Graduate School Office of Professional DevelopmentCommunication Planning Template for Milestones and TasksProject dentifyStakeholdersProjectRequirementsProject DesignProjectImplementationPost-ProjectReview / DebriefProject Management for Graduate Students36

Graduate School Office of Professional DevelopmentProject Management for Graduate Students37