2014 Fire Rescue - Project Managment 101 training

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Intro to Project ManagementFire Rescue Services

January 8, 2014Marilyn Hussey & Ian Robertson, Community Strategies & Development

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Session Outline1. Introduction

What is a Project? What is Project Management? What types of Project Management roles are there? Why should I care? Why do some projects fail?

2. Project Management Framework Project Phases Project Management Tools and Templates

3. Using PM Tools & Templates Different Project Sizes Most Common PM Templates “3 Key Take Aways” & Questions

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Some Housekeeping Items

Snacks & Breaks (2 - 5 min breaks) Restrooms Questions / Active Participation Fire Alarms Mini PM Booklet & Evaluation Form Project Management Course Binder

(Tabs 1-7)

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1. Introduction

The type of work we do can be generallybe divided into two different categories: Operations (completed through

regular programs, services, processes or procedures)

Projects (completed through special initiatives)

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Work Categories

Operations (regular) - the on-going and routine work of delivering services and programs that define the ‘work’ of the organization.

Projects - are temporary and unique. Projects are typically initiated and defined in order to create change in the organization. This may include creating or changing plans, services, programs or processes, building new facilities or retiring existing service offerings.

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Definition of ProjectBased upon the descriptions above, a project can be distinguished regular operations using the following three general principles:

A project should result in a unique outcome. A project should have a clear beginning and an end. A project should follow a specific life cycle of concept,

development, implementation and termination through a defined set of activities and assignment of resources.

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Q- Which is a project versus performing a (regular) operation?

Coordinating new emergency plans

for the next Grey Cup

Delivering a public education

program to young children

Responding to a fire rescue

services dispatch call

Creating an update to the Fire Rescue Master Plan

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Projects can turn into operations.

When newly identified targets or standards have been integrated into current practices.

If the same plan is used every time the Grey Cup event is

hosted in Edmonton.

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Operations can turn into projects.

If asked to create a new program that better relates to a target audience.

If asked to identify new processes to more

effectively meet future fire suppression needs.

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So to summarize, why we do projects.

1. To improve day to day operational processes.

2. Bring a new product or service to market.

3. To effects a change in structure, staffing etc.

4. Allows City Department’s to meet a compliance requirement.

5. Undertake the legwork (to plan, consult, design, build) a new facility.

6. To document work in a formal way to create institutional memory.

(3)Basic Types of Projects

• Planning• Create, Action or

Review• Optimize

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What is Project Management

A structured and systematic approach to managing projects that involves balancing competing demands among:

Scope, time, cost and quality Stakeholders with differing needs and

expectations Identified requirements (needs) and un-

identified requirements (expectations)

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The three areas of effective Project Management include:

Project efforts are co-ordinated: Issues are identified and resolved The appropriate team is in place The necessary resources to support the

team are secured Everyone has the information they need

to manage their individual contributions

Overall Success Criteria

Can be stated as: achieving desired outcomes, within time

and budget parameters.

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Overall processes are managed: The process by which project results are

managed and the intended objectives to be delivered are defined.

For any project, there are choices in how this can best be accomplished, and project management provides the tools to coordinate, negotiate and define this process as required.





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Expectations are managed: Ensuring that all stakeholders who have

an interest in the project (or may be impacted) have an appropriate level of awareness of the project and its impacts.

Ensuring that all stakeholders are aware of changes to the project as they occur.





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Summary:

Project Management (PM) is the application of knowledge, skills, tools and techniques to project activities in order to meet or exceed stakeholder needs and expectations.

PM Methodology:gives the organization a framework/protocol and a systematic approachthat makes it achievable for moving from a vision to action.

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Project Sponsor: Is typically the main customer

of the project and responsible for championing project and confirming project goals.

Steering Committee: Helps the Project Sponsor in overseeing the project, and

makes all high level decisions affecting the project so that the project objectives can be achieved.

Different types of Project Management Roles:

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Project Manager: Is the key representative

responsible for the project organization, and is responsible for day-to-day issue resolution and ensuring that the project is delivered on time, within budget and in accordance with the project’s objectives.

The Project Manager reports to the Steering Committee and works with the Project Team in achieving the project goals.


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Project Team: Provides the staffing support &

resources necessary to ensure the successful completion of the project objectives.

Completes the assigned activities through guidance from the Project Manager.

Participates in all scheduled project meetings for which their participation is identified.


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Advisory Committees: Support either the Project

Manager or the Steering Committee by providing analysis, advice and information related to the project from their diverse perspectives.

These committees may include internal stakeholders from other departments or external stakeholders from the community, organizations, and other levels of government.


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Q- Can a person perform more than one role?

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Q- Does every project require all these roles to be performed?

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Q- Thinking back, who might be involved in this project?

Project Sponsor

Steering Committee

Project Manager

Project Team

Advisory CommitteesCreating an

update to the Fire Rescue Master Plan

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Why care about Project Management

It’s City Directive (A1406 & A1424A): Ensure, where possible, that standardized

project management systems are used across the corporation for managing the scope, quality, time, cost, risk and human resources of corporate projects.

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City Manager = Well Managed City: Responding to Citizens and City Council

Concerns Project Failures, Poor quality of work Quality of City Services Length of time to get the job done Cost Management Use of Human Resources Project Communication


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Why care about Project Management What does your Fire Chief think:

“Edmonton Fire Rescue Services has employed the Project Management process to great advantage over

the past several years. Two of our more notable projects include the Fire Rescue Master Plan as well as our CFAI accreditation project. The outcomes of these bodies of work have been significant and have served

to underpin the success of Edmonton Fire Rescue Services in becoming a leading Fire Service committed

to continuous improvement.”

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More personal reasons to consider: You may be asked to perform a specific role You want to be successful So you can reduce your stress and the

potential stress of those around you So you can preserve and maintain improved relationships So you can avoid many common project failure pitfalls,

through employing the right: The Right Project; The Right Team; The Right Project

Manager; The Right Expectations; and The Right Project Management Tools.


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Reasons why some Projects fail to achieve results

1. Inadequately trained/experienced project mgrs2. Weak project initiation and validation of goals3. Failure to document detailed plans4. Failure to exercise project management

authority or put in place the right team 5. Poor scheduling and effort estimation6. Poor communication, tracking or reporting

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Quick 2 Minute Video –Summary of Project Management

http://www.youtube.com/watch?v=9LSnINglkQA

*Take notes as we will recap the gist of the video.

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Assignment #1

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In groups of three, take 15 minutes to:

1) Come up with a specific example of a project you might be asked to support.

2) Identify 3 specific issues that may prevent successful completion of this project.

3) Indicate how using a project management approach to completing this project could help resolve some of those issues.

Please be prepared to share back your answers with the entire class.

At Fire Rescue ServicesProject Management Practice

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Let’s Re-cap

1) Introduction

Know how to define a project.Know key components of project management.Know some key project management roles.Know why project management is important.Know some common project pitfalls to avoid.

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Section 1 Break(10 minute break)

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2. Community Services Project Management Framework

There are many different approaches used in the industry to support project management, but all share similar characteristics.

Community Services has developed our own customized version that we follow.

Every project goes through distinct phases and life cycles that require different support.

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What are some of the different PM approaches used in Canada

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What do many of these PM approaches have in common

Integration Management•Project Plan Development

•Project Plan Execution

Scope Management•Scope Planning

•Scope Definition

•Scope Verification

Time ManagementActivity Definition

Activity Sequencing

Schedule Development

Cost ManagementResource Planning

Cost Budgeting

Cost Control

Quality ManagementQuality Planning

Quality Control

Human Resource ManagementStaff Acquisition

Team Development

Communication ManagementCommunications Planning

Information Distribution

Performance Reporting

Risk ManagementRisk Identification

Risk Response Development

Risk Response Control

Procurement ManagementSource Selection

Contract Administration

Contract Close-out

Project Management

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Which approach do we most closely followThe PMBOK Guide recognizes 42 processes that fall into five basic process groups and nine knowledge areas that are typical of almost all projects.

1. Initiating 2. Planning 3. Executing 4. Monitoring and Controlling 5. Closing

Each of the Nine Knowledge Areas contains the processes that need to be accomplished within its discipline in order to achieve an effective project management program.

Community Services has developed its own customized “Project Management Framework” to support the types of projects conducted by the Department, and providesguidelines for ensuring reliable delivery of project results.

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What does our Project Management Framework cover

The Community Services Department Project Management Framework is 52 pages in length and provides detailed information in some of the following main areas.

1. Explains Purpose of Document2. Defines Project Management 3. Defines Project Management Roles & Responsibilities4. Identifies Different Project Phases & Life Cycles, and

provides numerous tips for how to support these steps 5. Reinforces Importance of Communications6. Shares a number of Templates to be Used7. Provides a Glossary of Terms

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So far we have already broadly covered…

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Projects (Stages/Processes/Templates)

ProjectStages

Tools &Templates

Development (Design)

Implementation (Build)

Termination (Operate)Strategy/Concept

ProjectPlanning

Tracking, Control & Reporting

Processes

EXAMPLES:Briefing Note;

Project Proposal

EXAMPLE:Issue

Identification Form

EXAMPLE:Scope Change Request Form

EXAMPLE:Project Status

Report

EXAMPLES:Project Plan; Public Involvement Plan; Committee Terms of Reference

EXAMPLE:Post

Implementation Review

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ProjectStages

Tools &Templates

Development(Design)

Implementation(Build)


ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post


Projects “4 Stages – Project Life Cycle”

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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post


Q- Does every project go through all four stages?

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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post


Projects “Processes”

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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post


Projects “Processes Cont’d”

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ProjectStages

Tools &Templates

Development(Design)


Termination(Operate)Strategy/Concept

ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post



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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post



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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post


Projects “Tools & Templates”

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ProjectStages

Tools &Templates



Termination(Operate) Strategy/Concept

ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post



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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post



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ProjectStages

Tools &Templates

Development(Design)



ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post



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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post



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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post



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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post


Q- Does every project require every template to be used/created?

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ProjectStages

Tools &Templates




ProjectPlanning


Processes


Project Proposal

EXAMPLE:Issue

Identification Form



Report


EXAMPLE:Post


Projects “Tools & Templates cont’d”

We will get into much more detail on the type of information included in these templates and

how to complete them….

but for now, we will just acknowledge that there are some templates that can help.

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So in simpler terms, what does this all mean and look like

Step 1:STARTING UP THE PROJECT- Defining the project purpose and scope, justification for

initiating it and the solution to be implemented.

APPOINT PROJECT TEAM- Recruit or appoint Project Manager, Project Team- Confirm need for a project governance committee- Confirmation of overall project goals, objectives, scope,

risk, budget, timescale, and approach

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Step 2:REFINE WORK BREAKDOWN STRUCTURE- Requirements and Work Definition- Stakeholder Identification- Effort Estimation, Cost and Schedule- Contract Development- Depending on the complexity of the project you may need

to meet with stakeholders in order to refine: Project Plan Resource and or Financial Plan Public Consultation Plan Communication and or Risk Plan

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Step 3:MANAGE THE PROJECT- Complete regular reporting of issues, risks and

progresses- Ensure that project team is working well to support

identified tasks completion.- Checking of the project plan to ensure that expected

benefits will be delivered and are still valid.- Resolving conflicts and project problems: Project schedule, delivery and costs Controlling number of changes Accomplishing the project activities correctly Perform communications management

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Step 4:CLOSE THE PROJECT- Once all the deliverables have been produced and the

client has accepted the final solution, the project is ready for closure.

- Final approvals include: Review of projects successes and failures Reassignment of the project team Transfer to Owner Transfer to ongoing operations

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PM, It’s About People!Once defined and approved, the roles and responsibilities need to be communicated to the people who will be engaged with the project.≈ “if it’s written down, people get it”

Key Project Manager Skills: Communication Skills Persuasive Leadership Conflict Management Change Management Adaptive Personality Optional* Technical Expertise

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Project Management can be like…

http://youtu.be/1SmgLtg1Izw

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Assignment #2

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2 Groups have the following assignment (take 10 minutes):

Your Role: Steering Committee MemberProject: To plan & host the 2015 International Fire Rescue Summit.

Q- What initial information would you expect from the project manager, and how would you like to be informed/involved in terms of project updates?


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Your Role: Project ManagerProject: To plan & host the 2015 International Fire Rescue Summit.

Q- What tools/processes would you use to clarify the project requirements with your steering committee and working committee members?



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Your Role: Working Committee MemberProject: To plan & host the 2015 International Fire Rescue Summit.

Q- What information might you ask to see from the project manager to better understand your roles, expectations and project deliverables?



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Let’s Re-cap

2) Project Management Framework

You are aware of the different stages projects go through, and the type of support that may be required at each stage.

You are familiar with the different project management templates that are available.

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We have also broadly covered…

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Section 2 Break(10 minute break)

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3. Using Project Management Tools and Templates

Projects come in many shapes and sizes, not all requiring the same level of project management rigour.

There are a number of project templates that can support various project management efforts, each providing a different level of information and some more commonly used than others.

Practice Assignment

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1. The Right Project2. The Right Team3. The Right Project

Manager4. The Right

Expectations5. The Right Project

Management Tools

Begins by recognizing the decision making function. Who approves your project/team/resources?

Project Sponsors confirming your formal project sponsorship and commit to the oversight of a project.

Every major project needs a defined Project Sponsor.

Your Project Sponsor needs to sign off on your project.

But before we begin, we recall that good project management includes…

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The Three Little Bears- Theory of Project Management

Projects vary in size:

•Wee Bear

•Middle size Bear

•Great huge Bear

•Goldilocks (PM) “wanting just right”

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Goldilocks Theory: Making your own Porridge

The Project Management Methodology is the same for small or large projects, but how you apply PM process can vary.

Basics: Project Initiating Process Getting the work done on time and on budget Working with Stakeholders Doing the Work: planning, activity, managing work

and completion of the project. Communicating about the project and outcomes

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It’s A Wee Bear

If the work is easy, there are few details or stakeholders involved, and no formal reviews are needed

You could use post it notes to figure out the budget, resource plan, risks, costs

You could use your own more customized and tailored documenting and reporting processes

You could write down the work breakdown on the back of piece of paper

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It’s a Big Huge Bear

The work is very complex, the project has high visibility, you need project rigor and formality for the situation, project constraints are unknown.

You need to bring everything to the process Every “i” has to be dotted and every “t” has to be crossed You may need consultants to help determine the scope of

work, nature of the work and components of the work You need to document, analyze, evaluate, formally submit

for approvals. You will need to apply very formal project management

tools and skills to oversee this project

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Middle Size Bear- not to much or too little Project Management

Review the Community Services Project Management Framework

Use Project Management Tools (available on-line)

Ensure a good governance model is in place

Confirm necessary support and resources

(Templates in BINDERS…)

ECity site for PM Templates:Community Services Project Management Framework - Templates

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Some of the more commonly used PM Templates for “mid to larger” size projects

Let’s go through the Binder…

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BRIEFING NOTEProject: Prepared by: Date Prepared: Date Required:

Briefing Note:[The briefing note templates is used to present issues and decisions requests associated with a project where they are to be escalated to the Department Management Team.]

Issue:[A very brief summary of the issue for which a decision is required from the Department Management Team.]

Background:[A summary of the activities and decisions to date that are relevant in supporting the decision being requested.]

Proposed Approach:[The proposed approach or alternatives that define the decision being requested.]

Recommendation:[Summarize the recommended action to resolve the decision.]

DECISION[Identify the decision made by the Department Management Team.]

Approved: [] Deferred: [] Date: Cancelled []Signature: Name: Date:

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PROJECT PROPOSALProject: Submitted by: Date Submitted: Date Project Required: [required project completion date]

Proposal Definition[The Project Proposal should be an abbreviated document that defines the objectives of the project and confirms the understanding of the project manager as to the objectives and desired outcomes of the project. The Project Proposal should be no more than two pages long.]

Background/Current State:[Summary of events and circumstances in the target customer organization leading up to the project proposal.]

Project Objectives (What):[Summary of the business objectives for the project, describing from the perspective of the customer organization what the project is intended to produce. This describes the final product's) that should result from doing the project.]

Expected Outcomes (Why):[Brief description of the expected outcomes of the project. These reflect why the project is important to the organization. Wherever possible, consider how to quantify the outcome. Include short and long term benefits, as applicable. This will demonstrate how the project links to the business plan and performance measurement outcomes of the Department.]

Proposed Strategy:[High-level description of the proposed strategy to execute the project.]

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PROJECT PROPOSAL (cont’d)Initial Constraints:[Identification of the initial constraints that have been established or imposed on the project; these are the boundaries that have been imposed on the project that limit or constrain the proposed strategy.]

Impact on Stakeholders:[List the stakeholders impacted by the planned change and the impact on each.]

Impact of Not Doing/Doing Late:[List the business impacts of not proceeding with the request, or not completing the request by the required end date that has been identified. Include short term, long term and interim impacts.]

Impact on Other Projects/Systems:[Identify the related projects and/or systems to this request, and the impact this request would have on these projects/systems in business terms.]

Recommended Next Steps[The recommended action to be taken based upon the proposal (typically to either cancel work, or proceed with the Feasibility Study.]

Concept Phase Resource Requirements[Identification of the resource requirements to support the Concept phase of the project and attainment of the activities defined in ‘Recommended Next Steps.’]


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Q- Do all project proposals need every heading to be included?

Impact on Stakeholders:[List the stakeholders impacted by the planned change and the impact on each.]

Impact of Not Doing/Doing Late:[List the business impacts of not proceeding with the request, or not completing the request by the required end date that has been identified. Include short term, long term and interim impacts.]

Impact on Other Projects/Systems:[Identify the related projects and/or systems to this request, and the impact this request would have on these projects/systems in business terms.]

Recommended Next Steps[The recommended action to be taken based upon the proposal (typically to either cancel work, or proceed with the Feasibility Study.]

Concept Phase Resource Requirements[Identification of the resource requirements to support the Concept phase of the project and attainment of the activities defined in ‘Recommended Next Steps.’]


Can I remove this or other sections from the proposal

document?

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PROJECT PLANProject: Project Manager: Project Sponsor: Date Initiated:

Background:[Very brief description of the project purpose and required background information.]

Objectives:[Point form summary of the business objectives (from the customer’s perspective) that the project is designed to realize.]

Linkage to Business Plan:[A statement of how the project contributes to the attainment of the organizational/business unit business plan.]

Scope:[A statement or point form summary defining the precise work that the project is designed to deliver. Scope is used to evaluate requested changes to the project, and should identify both what will be accomplished, and what will not be accomplished by the project.]

Assumptions:[Assumptions developed by the project team associated with the project plan, strategy and scope.]

Constraints:[Constraints imposed on the project team associated with the project plan, strategy and scope.]

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PROJECT PLAN (cont’d)Project Completion Criteria:[Identification of the criteria that need to be satisfied in order to demonstrate that the project is complete.]

Project Success Criteria:[A statement of the measures to be applied in evaluating whether or not the project was successful in meeting its objectives.]

Project Schedule:[Identification of the deliverables and activities the project is will deliver, and the associated start date, end date and hours effort associated with each.]

Project Organization/Roles & Responsibilities:[Insert diagram of project organizational structure. Identify the roles within the organization structure, and the responsibilities and accountabilities of each role. Where the responsibilities are identified by a separate terms of reference document, that should be identified here.]

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PROJECT PLAN (cont’d)Project Staffing Requirements:[Identification of the resources (staff) required to complete the project, the role(s) each resource will fulfill, and the estimated total hours for each resource.]

Financial Requirements:[Identification of all costs required to support the project, as well as identification of the date required for each component.]

Risks & Contingencies:[Identification of the risk factors that can uniquely impact this project, and the probability of the risk occurring, the impact if it does, and the planned strategy to mitigate or address the risk within the project.]

Stakeholder Identification & Project Communication Plan:[Articulation of the stakeholders who need to be communicated with or kept abreast of progress during the project, including identification of their key interests and objectives, their preferred communication and consultation approach, and the frequency or target date for the communications.]

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PROJECT PLAN (cont’d)Outcomes and Evaluation Approach:[Identification of the outcomes and approach by which the outcomes of the project will be evaluated. This determines how the results of the project will link into the performance measurement framework.]

Operational Impacts/Transition Strategy:[Identification of the operational impacts that will be realized as a result of implementing the project. This should identify server, network and backup requirements; required support procedures; and estimated operational support costs.]

_____________________________________________________________________________________APPROVAL[] Project management to be based upon Department Project Management Framework, including issue management, scope change management, project status reporting and post implementation review procedures.

Approved: [] Deferred: [] Defer Date: Cancelled []Signature: Name: Date:

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Project Staffing Requirements:[Identification of the resources (staff) required to complete the project, the role(s) each resource will fulfill, and the estimated total hours for each resource.]

Financial Requirements:[Identification of all costs required to support the project, as well as identification of the date required for each component.]

Risks & Contingencies:[Identification of the risk factors that can uniquely impact this project, and the probability of the risk occurring, the impact if it does, and the planned strategy to mitigate or address the risk within the project.]

Q- Does every project plan need to include all the information identified?

Do I really need to document this level of detail in this

project plan?

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Other Templates… Issue Identification Form

This form provides a more formal approach to identifying and escalating potential project management issues.

Scope Change Request FormThis form provides a more formal approach to approving all scope change requests which will have an impact on the Project Plan.

Post Implementation Review FormThis form provides a more formal opportunity to evaluate the results of the project and to identify the learning opportunities.

Project Status ReportThis form provides a more formal means of communicatingproject status updates to identified stakeholders.

Committee Terms of ReferenceThis form more formally establish the roles, responsibilities and accountability for each committee, including a project team.

*Public Involvement PlanAll Public Involvement conducted by the City requires a Public Involvement Plan (Policy C513). A separate detailed framework and training is provided on how to prepare this plan.

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Assignment #3

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Role: Project Manager

Objective: You have been asked to develop a New Fireworks Video & Community Campaign, urging the public to avoid consumer fireworks.

Task: Prepare a rough Project Plan using the hand-out in your binder, and be prepared to discuss your outline.

Time: 15 minutes

The individual assignment

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Let’s Re-cap

3) Using PM Tools & Templates

You better understand when you might want to follow more formalized approaches to supporting a potential new project request.

You can complete the main components of a Project Plan from scratch to support any type of new project request.

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We have also broadly covered…

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That is a lot of stuff to remember

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Wrap Up: “3 Key Take-Aways”

#1 EcityInternal Website

Access the City’s internal website, for up-to-date templates and

documents to help guide all your Project Management needs.

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#2 Common Language

You now have a basic knowledge of some of the terms used to support project management, and can ask

the right questions….

“Can you help be part of a new project team?”You: “Has a project plan been developed that I can see?”

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#3 You are not Alone

We have all been there… Feel free to ask for help from your

peers or call our area if you need some advice to get through a

sticky project management issue.Ian Robertson (780) 496-3881

OrMarilyn Hussey (780) 496-5851

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Cheers & Thank You !!!

“If you fail to plan, you are planning to fail!” Benjamin Franklin

or As the 7 P’s of the British Army Adage goes….

Proper Planning Preparation Prevents Piss Poor Performance.

2014 Fire Rescue - Project Managment 101 training

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