Post on 01-Mar-2018
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ProjectManagement
forEveryone
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Contact InformationProject Management for Everyone
Adam Donaldson, PMP
Business Management & Analysis GroupPhone: (202) 994-6867
Cell: (240) 472-2171
Email: adonald@gwu.edu
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Basic understanding of project management
principles
Share tools and techniques of formal project
management that can be used in daily tasksand projects
ObjectivesProject Management for Everyone
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Project Management PrinciplesProject Management for Everyone
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Project Management InstituteProject Management for Everyone
www.pmi.org
PMI is an aggregation of best practices from
thousands of professional project managers
Principles in this session are based on PMI
methodologies, there are other
methodologies
Organizations typically use these as a basis
for developing custom project management
processes
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GW MS in Project ManagementProject Management for Everyone
business.gwu.edu/programs/specialized-masters/mspm/
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- A temporary endeavor undertaken to createa unique product, service, or result.
Definition of a ProjectProject Management for Everyone
Project
Temporary / Not Ongoing
- Definite beginning and end
- Does not mean a short duration
Unique
- Outcome is a unique deliverable
- Could come in the form of eitherproducts, services or results
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Project Life CycleProject Management for Everyone
The
FiveProject
Phases
Monitoring & Control ling
PlanningPlanning
ExecutingExecuting
InitiatingInitiating
ClosingClosing
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Project Management FunctionsProject Management for Everyone
~ PMI refers to these as Knowledge Areas ~
Scope Management
Time Management
Cost Management
Quality Management
HR Management
Communications Mgt
Risk Management
Procurement Mgt
Project Integration
Things done
within the
phases to
manage theproject
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~ Managing these is the primary responsibility of the PM ~
Triple
Constraints
R e s o u r c e s
Triple ConstraintsProject Management for Everyone
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Review
Were expectationsmet?Manage
Task, action,
communication & resource management
DefineClarify the request
and objectives
PlanDevelop the
specific approach
ClosingClosing
Monitoring &
Controlling
Monitoring &
Controlling
ExecutingExecuting
PlanningPlanningInitiatingInitiating
PM in Practical TermsProject Management for Everyone
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Day to Day Use of PMProject Management for Everyone
What are some
struggles often
experienced in
projects?
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Clarify the request / initiative
Identify stakeholders
Define the requirements
DefineProject Management for Everyone
ionClari
InitiatingInitiating
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Define - ClarificationProject Management for Everyone
Defines high-level scope,
exclusions, objectives,
milestones & timeline
Project Charter Email / Memo
Document objectives
Send to requester to validate
Writing down helps clarify
Get agreement!!
PM Tool Everyday Tool
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Define - Identify StakeholdersProject Management for Everyone
Students
Faculty / Staff
University Web
Services
Legal
External Relations
Project
Team
Departmental
Management
Senior
LeadershipStakeholders may
or may not exert
direct influence over
the project
People or groups positively or negatively affected
by the project outcome.Project Stakeholder
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Stakeholder Matrix
Define - Identify StakeholdersProject Management for Everyone
Identify and track key stakeholders
Determine Impact & Influence to gauge how to manage
Ensure thoroughness of communications planning
PM Tool Everyday Tool
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Define - RequirementsProject Management for Everyone
Requirements Document Requirements List
Documents the what of the
initiative / task and breaks into
individually deliverable items
List the what items required in
the final solution Iterative process often requiring
multiple interviews
Critical to defining the solution
PM Tool Everyday Tool
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Clarification Memo
Stakeholder Matrix
Requirements List
DefineProject Management for Everyone
InitiatingInitiating
ionClari
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Organize and plan
Determine tasks to be done
Create a schedule
Plan communications
PlanProject Management for Everyone
PlanningPlanning
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Plan Project Management PlanProject Management for Everyone
Project Management Plan Project Workbook
Establishes plan for planning,
execution, monitoring & closing,
including all subsidiary plans
PM Tool Everyday Tool
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Project WorkbookProject Management for Everyone
o Include all project information- Scope / Objectives
- Stakeholders / Contacts
- Requirements
- Schedule, Milestones & Deliverables
- Action Items and Issues
o Central location for all project info- Excel workbook or other similar tool
- Local / Shared Folder
o Living document
o Serves as a template / historical artifact for
similar future endeavors
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Breaks deliverables into manageable
work packages
Plan Work Breakdown Structure
Project Management for Everyone
ContentDevelopment
WBS1
BMAG PageUpdates
WBS 1.1
Treasury PageUpdates
WBS 1.2
Departmental OrgChart Updates
WBS1.3
Verification ofPositions
WBS 1.3.1
Name / ContactInformation
Updates
WBS1.3.2
Creation ofUpdated Org
Charts
WBS 1.3.3
Home PageUpdates
WBS 1.4
WebsiteDevelopment
WBS2
Graphics Design
WBS2.1
Work
Package
Level
ControlAccount
LevelPlanning
Package
Level
Treasury & BMAG Website Updates
PM Tool Everyday Tool
Ensures we dont forget or omit
important tasks
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Plan Schedule
Project Management for Everyone
Formal Project Schedule Task List / Schedule
Sequences & defines project tasks
and monitors status of project against
milestones / baselines
PM Tool Everyday Tool
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Plan Schedule
Project Management for Everyone
Excel or other common tool
Turn WBS work packages into tasks
Clearly identify major milestones
Identify dependencies one task which relies on another
Task List / Schedule
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Plan Communications MatrixProject Management for Everyone
Communications Plan Communications Matrix
Documents the detailed plan
for communicating with all
stakeholders
PM Tool Everyday Tool
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Communications Matrix
Target communications towards stakeholders identified
Consider both internal and external communications
One of the most vital efforts in any project
Plan Communications MatrixProject Management for Everyone
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Project Workbook
Work Breakdown Structure (WBS)
Task List / Schedule
Communications Matrix
PlanProject Management for Everyone
PlanningPlanning
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Executing schedule tasks
Managing action items & issues
Report status
ManageProject Management for Everyone
ExecutingExecuting
MonitoringMonitoring
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Action & Issues Register
Manage Actions & IssuesProject Management for Everyone
Log and track all actions and issues ensures accountability
Tasks are scheduled Action Items pop up
PM Tool Everyday Tool
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Communicate Status Report
Project Management for Everyone
Project Status Report Email / Memo
Provides succinct information
conveying timelines, progress,
issues & next steps
PM Tool Everyday Tool
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Communicate Status Report
Project Management for Everyone
Description
Timeline
Progress
Deadlines
Issues
Next Steps
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Schedule & Project Workbook
Action & Issues Register
Status Report
ManageProject Management for Everyone
ExecutingExecuting
MonitoringMonitoring
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Discuss what went right & wrong
Hold final review
ReviewProject Management for Everyone
ClosingClosing
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Review Lessons LearnedProject Management for Everyone
Lessons Learned Document
Formally documents lessons
learned throughout the project
by phase
Gather key participants to
discuss lessons learned Capture important lessons
which could help others
engaged in similar activity
PM Tool Everyday Tool
Email / Memo
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Review Final ReviewProject Management for Everyone
Project Approval Document Review of Project Workbook
Documents formal signature
approval of the project
PM Tool Everyday Tool
R i Fi l R i
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Review objectives & requirements
Discuss plan to close open actions
Review Final ReviewProject Management for Everyone
Review lessons learned
R i C
C
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Lessons Learned
Project Workbook
ReviewProject Management for Everyone
ClosingClosing
S
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Project Management Concepts
Definition of a project
Project Lifecycle
Project Management Functions
Triple Constraints
SummaryProject Management for Everyone
S
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Project tools for everyday tasks & projects
Define
- Clarification Memo
- Stakeholder Matrix
- Requirements List
Plan
- Project Workbook
- Work Breakdown Structure
- Schedule
- Communications Matrix
Manage
- Schedule / Proj Workbook- Actions & Issues Register
- Status Report
Review
- Lessons Learned- Project Workbook
Summary
Project Management for Everyone
ClosingClosingMonitoring &
Controlling
Monitoring &
Controlling
ExecutingExecuting
PlanningPlanningInitiatingInitiating
Q ti
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Questions
Project Management for Everyone
Thank You!!!
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Thank You!!!
Project Management for Everyone
Adam Donaldson, PMPBusiness Management & Analysis Group
Phone: (202) 994-6867
Cell: (240) 472-2171
Email: adonald@gwu.edu