The Exciting World of

Project Management

Carlos R. Cruz

Gayle Moxness

Agenda

I. Common Problems

II. What is Project Management

III. Project Management Cycle

IV. Documents

V. Software

VI. Benefits

VII. Questions or Comments

Common Problems

• Have you EVER experienced a project where something goes wrong?

Common Problems

• Some common mistakes … and how to avoid them

Common Problems

Common Problems• Ways to avoid project problems:

I. Project team with the right people / right skillset II. Clarity in scope: what is inside vs outsideIII. Understandable project specificationsIV. Buy-in from stakeholders V. Spend time planning – planning IS real workVI. Uncover dependencies VII. Risk assessmentVIII.Assess the impact of changesIX. Communications catered to audience / X. Frequent communications managing progressXI. Address problems promptly and clearly

What is Project Management

Project management history…•It has always been practiced informally, but began to emerge as a distinct profession in the mid-20th century.•Two forefathers of project management:

– Henry Gantt, called the father of planning and control techniques, famous for his use of the Gantt chart as a project management tool;

– Henri Fayol for his creation of the five management functions that form the foundation of the body of knowledge associated with project and program management.

What is Project ManagementProject management is..•The application of knowledge, skills, and techniques to execute projects effectively and efficiently. •A strategic competency for organizations, enabling them to tie project results to business goals.•Brings a unique focus shaped by the goals, resources, and schedule of each unique project.

Project management processes fall into five groups:•Initiating•Planning•Executing•Monitoring, and Controlling•Closing

The Project Management Cycle

Documents

I. Project Charter

II. Scope of Work

III. Requirements Document

IV. Resource Plan

V. Financial Plan

VI. Communications Plan

VII. Project Plan Overview

VIII.Change Control

IX. Detailed Project Plan

X. Lessons Learned

Documents

• A closer look at a Project Charter– Project Goal– Project Definition – Project Organization

• Customers/End Users• Stakeholders• Project Sponsor• Project Manager

– Considerations – Risks, Assumptions, Constraints– Overall Project Plan

Documents Examples

Software

• Project Management = Software?• Which software is best?

I. For what purpose

II. Size of team

III. Complexity needed

IV. Consider learning curve

V. Integration with other standard systems used e.g. email

VI. Cost of software

VII. Not one right answer

Software• What do you need help doing?

I. Plan projects II. Visualize task dependenciesIII. Critical path analysisIV. Collaborate on document development and

sharing V. Share calendars, contacts, schedulesVI. Manage progress, timeline, costs, work timeVII. Produce reports for stakeholdersVIII.Identify over-expended resourcesIX. Centralized informationX. Project prioritization

Software

• Closer look at a critical path analysis

Software

• Many, many software tools available

I. MS Project

II. BaseCamp

III. Trello

IV. Smartsheet

V. Others: Has anybody used anything else?

Software• MS Project

I. Complex, powerful, and expensive (licenses)

II. Big projects – many tasks, dependencies, resources

III. Multiple projects with shared resources

IV. Budgets based on assigned works and resource rates

V. Steep learning curve / Time-consuming to use

VI. Would likely complicate management of simple projects• Basecamp

I. User friendly, powerful, collaborative, and web based (mobile)

II. Price dependent of number of projects, but very accessible

III. File storage, to-do lists, discussion board

IV. Real time progress, calendars

V. Can grant access to external users if needed

Software – MS Project

Software – Basecamp

• https://launchpad.37signals.com/basecamp

Benefits of Project ManagementI. Work smarter II. Increase efficiencyIII. Improve customer satisfaction (internal & external)IV. Meet project deliverablesV. Improve team performanceVI. Higher team moraleVII. DocumentationVIII.Minimize impact on other projectsIX. Increase collaboration and communicationX. Increase project controlXI. Reduce riskXII. Minimize what can go wrong

QuestionsDoes it always works? Not always…

Questions or Comments?