Transcription
Project Management 101Laura GettingsNovember 2013
For GBTAIntroductionsOverviewWhat is a Project?What is Project Management?Why do we need Project Management?Plan the ProcessCreate a Project CharterCreate a Project PlanDoing the ProjectClosing out a Project – The end .
Your InstructorLaura GettingsCurriculum Manager
What is your “motivation” for attending this session?Have you done any Project Management?What are your expectations from this session?
Course Learning ObjectivesAfter completing this course, you will be able to:Define a ProjectDefine Project ManagementCreate a basic project charterCreate a basic project planManage a basic projectClose out a project
For today’s class .Our local Chapter has decided to hold a one-day volunteer day of service.Throughout this class we will apply what we are learning, to plan, organize andmanage this project.
Official Definition:“A temporary endeavor undertaken to create a unique product, service or result,with a defined beginning and end.”A project has: A specific addressed outcome A deadline or target date . A budget that limits resources Our project: Plan a volunteer day of service To be held on January 15, 2014 With a maximum budget of 1000.00
Projects are NOT the same as Processes .A process is a collection of tasks that repeat over and over (never end )A project by definition is a collection of tasks or activities that has a beginningand an end.Is on going maintenance a project?Is reading emails a project or a task?
Official Definition:“Application of knowledge, skills, tools, and techniques to project activities tomeet or exceed stakeholder needs and expectations from a project.”– Project Management Terms – A Working Glossary
Common Project Management Terms:DeliverablesProject ScopeResourcesRiskSponsors- Project Management Memory Jogger
The Project Manager will: Plan Organize Manage the ProjectThe Project Sponsor will: Own the project Provide Resources Make the business decisions
Provides structure .that promotes successSaves time, money and resources (makes recommendations)Promotes good communicationKeeps focused on the goal/outcome
At a high level:StartStart(Define)PlanManageReview
What makes up a Project Charter? Objectives – Purpose of the project (short, about 3 sentences) Name the Project – Something that reflects the purpose of the project Roles/Stakeholders - Identify roles and responsibilities Scope – What are the needs and requirements for the project - deliverables Risks and Constraints – Identify and determine how to mitigate
What is the purpose of our project?“The ABC Travel Group will hold a volunteer day of service on January 15, 2014for the benefit of a local non-profit organization. This project will build good will,provide a sense of pride and belonging which leads to better retention andimproves membership recruitment.”Project CharterPrepared by:Project Name:Project Objective:
ABC Travel Group Annual Volunteer Day of ServiceProject CharterPrepared by:Project Name: ABC Travel GroupAnnual Day of ServiceProject Objective:
Defining ResponsibilitiesStakeholder(Role – iverables)CharityNeedsVolunteersSponsor (ChapterPresident)BudgetGroup MembersAvailable HoursVolunteerHoursMarketing mentsEach member isasked to spend 4hours volunteering
Score as follows: for Likelihood and Impact: High 3, Medium 2, Low 1RisksLikelihoodImpactActionNo volunteers13Sign up volunteersprior to eventChange in Budget 12Work within budgetlimitations
munications hedule
Sticky Notes are the best!
Project Charter TemplateProject Manager:Project OverviewProject HighlightsProject Objective:.Issue/Risk SummaryCommunication PlanStakeholderGoalFrequency Format (email, meeting,or call)Comments.Project ConstraintsConstraintCan’t MoveMove a LittleFlexible (Negotiate)R/I H, M,LDescriptionMitigation/ResolutionOwner
Plan your work, work your plan!ABC Travel Group Volunteer Day of inalizeCharityLauraMaryAnnDec. 1ReviewwithSponsorLauraMaryAnnDec. 1Mustreceiveapproval byDec. 5EstablishMessagingLauraJoeDec. 5RequiresSponsorApprovalInviteMembersLauraJoeDec. 10Status
TaskEst. Duration tocompleteAnalyzeResource RequirementsProject Plan Development30 days1 day1-Jun2-JulProject Plan Approval "Purple"Topic Approval - "Purple"5 days10 days8-Jul12-Jul12-Jul Kathy (Client)25-Jul Kathy (Client)19-Jul25-Jul Lisa/Kathy (Sponsor/Client)Start DateAdditional Topics and CustomInformation5 daysBranding/Formatingprovided by "Purple"Design Approval Process1 day1 dayCompletion of CourseInventoryEnd DateJulyResourceCommentsRisks1-Jul Lisa/Kathy (Sponsor/Client)3-Jul LauraJuly1-AugJuneKathy (Client)1-Aug Kathy (Client)1-Sep Lisa/Kathy (Sponsor/Client)DesignSMEs Providing ContentOnsite Managers ProvidingContent and DataongoingSMEs (too many to list by name)Too many SMEs, not enough timeongoingOnsite Program Managers(varies by application)Onsite Managers too busyEstimated TimeFrame/Dates forDevelopmentEstimatedTime/Dates forDeliveryAug-SeptOct -Dec.Instructional Designers/SMEsJill15 daysJuly-SeptOct -Dec.KrisDeltek Expense Training15 daysProcurement10 daysCustom Reporting Training 5 daysJuly-SeptAug-SeptAug-SeptOct -Dec.Oct -Dec.Oct -Dec.KrisBillRichCustom Costpoint Training 10 daysCostpoint NavigationBasics5 daysCostpointProject Basics5 daysAug-SeptOct -Dec.Greg, Shirley and LauraApproval taking too long - too manyOutline Complete/Waiting SME Approval functional people involvedReviwer/Approvers/ClientSMEsTimeline for reviews will move as trainingdevelopment continues to move out.DevelopCustom Course Development:Doing Business with Deltek 10 daysDeltek Time TrainingReviewers/Approversproviding feedbackongoingAug-SeptApproval taking too long - too manyOutline Complete/Waiting SME Approval functional people involvedApproval taking too long - too manyOutline Complete/Waiting SME Approval functional people involved
Monitor the Project ProgressUnderstand Project ConstraintsResolve problems and manage changeHold regular Project Team meetingsHold regular Review/Status meetings
Finalize all activitiesLessons Learned MeetingRecognize AchievementCelebrate Success!
Questions ?27
You should now be able to:Define a ProjectDefine Project ManagementCreate a basic project charterCreate a basic project planManage a basic projectClose out a project28
Project Charter TemplateProject Plan TemplateProject Management Institute (PMI) – www.PMI.org
Thank you for attending today’s session
Why do we need Project Management? Plan the Process Create a Project Charter Create a Project Plan Doing the Project Closing out a Project – The end . For GBTA . Your Instructor Laura Ge
