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Transcript of Project Management
How to Bring Projects in On-Time & Under-BudgetHow to Bring Projects in On-Time & Under-Budget
Presented by Lou Bergner
Today’s Agenda
Why Project Management? Excerpts from the ACEND Project
Management curriculum The advantages of Project
Management proficiency Summary
Additional Participant Expectations
“Project Management Test Drive” Tell me about______________”
Today’s Agenda
Why Project Management? Excerpts from the ACEND Project
Management curriculum The advantages of Project
Management proficiency Summary
Why Is Today’s Organization Different The end of hierarchy Hyper-competition and the
“Velocity of Technology” drive short-term focus and a chaotic environment
Let’s bet the organization on the project outcome
Let’s cut our resources to the bone
Project Management on the front line Increasing importance of projects
in driving organizational change and strategic positioning
Need to reduce project costs and increase project success
Need to do MORE with LESS … FASTER
The Importance of Project Management
• And yet ….
• Continued failure of projects to deliver – agreed upon SCOPE– on TIME– on BUDGET
Exercise
What are the top three factors that create a perception of success?
Successful vs.
Unsuccessful Projects
What are the top three factors that cause a perception of failure?
Successful v UnsuccessfulThe Statistics* • Standish Group’s Chaos Report• The Robbins-Gioia Survey• The Conference Board Survey• The KPMG Canada Survey• The OASIG Survey
* www.it-cortex.com/stat_failure_rate.htm
Successful v UnsuccessfulThe Statistics • Standish Chaos Report, 2003
– 66% of major information technology (IT) projects failed!
– Average cost overrun – 43%– 82% of projects experienced schedule overrun– Only 52% of required features and functions
made it into the released systemsFailed Project:
>20% over budget
>20% late
Failing to meet >20% of the business requirements
Standish Group Reports that …• Common obstacles to success
– Unclear objectives – Lack of senior management support – Lack of effective project integration – Inadequate funding or change in business
priorities – Original assumptions invalid – Ineffective team – Lack of communications
“When projects fail, it’s rarely technical.” - Jim Johnson, The Standish Group
Deficiencies of Normal Project Management Random activities Paralysis Establishment of
unrealistic expectations
Unclear or incomplete deliverables, requirements or scope
Inability to identify successes & failures
Ineffective implementation
Lack of coordination
Staff burnout and frustration
Project failure The blame game
There Is Hope!
94% of organizations that have embarked on a project management improvement initiative have reported positive results!
ACEND has a full suite of project management workshops designed to increase individual and organizational competency in project management.
Today’s Agenda
Why Project Management? Excerpts from the ACEND’s Project
Management curriculum The advantages of Project
Management proficiency Summary
ACEND’s Project Management Curriculum
• An opportunity to kick the tires
• The project life cycle
• Excerpts from the PM curriculum
How are Classes Conducted?• Student Books
– Theory content– Case study and exercises
• Slide presentations– Theory and practical “Street” tools
• Group Discussions• “Hands On” exercises
Adults learn
By DOING
Corporate
Government
Curriculum Excerpt: Concept and Practice of Project Mgmt. Unit-3
Corporate Project Environment
CorporateStrategy
TacticalImplementation
TacticalImplementation
TacticalImplementation
Program Portfolio
Project Project Project
Project WBS Project WBSSub Project Sub Project
Sub Project WBS Sub Project WBS
Operations
Project
A temporary endeavor undertaken to create a unique product, service, or result.
Guide to the Project Management Body of Knowledge, 4th Edition
Portfolio
A portfolio is a collection of projects or programs and other work that are grouped together to facilitate effective management of that work to meet strategic business objectives.
Guide to the Project Management Body of Knowledge, 4th Edition
Program
A program is a group of projects managed in a coordinated way to obtain benefits not available from managing them individually.
Guide to the Project Management Body of Knowledge, 4th Edition
Operation
Operations are ongoing and produce repetitive products, services, or results.
Guide to the Project Management Body of Knowledge, 4th Edition
Project Management and Project Manager
StakeholderExpectations
SCOPE
TIM
E
COST
KNOWLEDGE SKILLS
TOOLS TECHNIQUES
The Project Triple Constraints
Cost
Scope
TimeProject
Deliverable
Work Breakdown Structure
Schedule Resources
Curriculum Exert: Concepts and Practice of Project Mgmt. Unit-4
Framework
• PMI – Prince2 – CS/CSC - Others• The basic model of project
management includes:– Project life cycles comprised of Project Phases– Project Phases comprised of groups of
management tasks– Management Tasks in several different skill
areas
PMI Project Management Model• Two key architectural components• Process Groups – groups of logically
related project management processes (activities)
• There are 5 Process Groups
• Skill Sets – project processes segregated by skill set
• There are 9 Skill Sets called Knowledge Areas• There are 42 Processes (management tasks) within the 9
Knowledge Areas
Process Groups
Initiation
Closure
Planning
Execution
Monitoring and Control
Knowledge Areas
Project Integration ManagementProject Scope ManagementProject Time ManagementProject Cost ManagementProject Quality ManagementProject Human Resource ManagementProject Communication ManagementProject Risk ManagementProject Procurement management
Curriculum Excerpts: Scope (Unit-5) and Time Management (Unit-7 and 8)
Sample Project
Use Project Management Tools & Techniques to:
Define the deliverables Plan the project activities Plan for issues and uncertainties
Plan the “World’s Best Superbowl Party”
Decomposition Example
GuestsEntertainment Food
Super Bowl Party
Main TV
Backup Antenna
Kitchen TV
Cable Service
Invitations
Responses
Guest List
Envelopes
Beverages
Snacks
Hot Food
Desserts
Decomposition Example
Food
Super Bowl Party
Beverages
Snacks
Hot Food
Desserts
Ice Cream
Pie
Whipped Cream
Mints
The First Variable … Scope
Scope
ProjectDeliverable
Activity Lists
• Schedule Activity– A discrete scheduled component of work
performed during the course of a project. A schedule activity normally has an estimated duration, an estimated cost, and estimated resource requirements.
• The Activity List:– Contains all activities that will be performed on
the project – Concerns only those activities required as part
of the project scope
VERBSNOUNS
Decomposition Example - Activities
Food
Super Bowl Party
Beverages
Snacks
Hot Food
Desserts
Ice Cream
Pie
Whipped Cream
Mints
Decide on Flavors
Travel to Grocery
Purchase Ice Cream
Store Ice Cream
Implement Ice Cream
Network Example
Super BowlParty
Network Example
Super BowlParty
Network Example
Super BowlParty
2.0Food
1.0The Game
3.0Guests
Network Example
Super BowlParty
2.0Food
1.0The Game
3.0Guests
1.1Cable Service
1.2Big Screen TV
2.1Food
2.2Drinks
3.1Friends
3.2Neighbors
Network Example
Super BowlParty
2.0Food
1.0The Game
3.0Guests
1.1Cable Service
1.2Big Screen TV
2.1Food
2.2Drinks
3.1Friends
3.2Neighbors
1.2Install Service
1.2Test Service
Network Example
Super BowlParty
2.0Food
1.0The Game
3.0Guests
1.1Cable Service
1.2Big Screen TV
2.1Food
2.2Drinks
3.1Friends
3.2Neighbors
1.2Install Service
1.2Test Service
Network Example
Super BowlParty
2.0Food
1.0The Game
3.0Guests
1.1Cable Service
1.2Big Screen TV
2.1Food
2.2Drinks
3.1Friends
3.2Neighbors
1.2Install Service
1.2Test Service
1.2Buy TV
1.2Install TV
1.2Decide on food
1.2Buy food
1.2Decide on drinks
1.2Buy drinks
1.2Invite friends
1.2RSVP’s
1.2Invite neighbors
1.2RSVP’s
1.2Hookup cable
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
WP 3.2.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
S F
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
Network Example
PROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
Network ExamplePROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
Network ExamplePROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
Network ExamplePROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 2.2.1
activity 2.2.2
Network ExamplePROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 2.2.1
activity 2.2.2
Network ExamplePROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 2.2.1
activity 2.2.2 activity 3.1.1
Network ExamplePROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 2.2.1
activity 2.2.2 activity 3.1.1
Network ExamplePROJECT 1
DELIVERABLE 1.0 DELIVERABLE 2.0 DELIVERABLE 3.0
WP 1.1 WP 1.2 WP 2.1 WP 2.2 WP 3.1 WP 3.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 1.2.2
activity 2.1.1
activity 2.1.2
activity 2.2.1
activity 2.2.2
activity 3.1.1
activity 3.1.2
activity 3.2.1
activity 3.2.2
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 2.2.1
activity 2.2.2 activity 3.1.1
The Second Variable … Time
Scope
TimeProject
Deliverable
The Link to “COST”$$
$ or
Wor
k
Time
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 2.2.1
activity 2.2.2 activity 3.1.1
•Activities involve WORK•Work requires RESOURCES•Resources cost MONEY
•The cost of your resources on any activity define the activity’s cost
Network Example$$
$ or
Wor
k
Time
SFactivity 1.2.2
activity 2.1.1
activity 2.1.2
activity 3.1.2
activity 3.2.1
WP 3.2.2
activity 1.1.1
activity 1.1.2
activity 1.2.1
activity 2.2.1
activity 2.2.2 activity 3.1.1
The Third Variable … Cost
Cost
Scope
TimeProject
Deliverable
Variance Analysis
0
25
50
75
EV =actual workaccomplished
126
Time Now
Time
Do
llars
18
AC - what the workactually cost
planned orscheduled work
PV -
Curriculum Exert: Risk Management. Unit-5
Project Risk
An uncertain event or condition that, if it occurs, has a positive or negative effect on a project’s objectives.
Exercise
Identify four risks associated with producing the Super Bowl party
Risk Identification & Analysis
Curriculum Exert: Communications Management … Unit-6
Communications Planning
Determining the information and communications needs of the project stakeholders: who they are, what is their level of interest and influence on the project, who needs what information, when they will need it, and how it will be given to them.
Exercise
Identify three stakeholders for the superbowl party. Fill out the grid using the identified stakeholders.
Stakeholder Roles & Responsibilities
Initial Stakeholder Analysis
STAKEHOLDERINTERNALEXTERNAL
PROCON
INTEREST1-2-3
INFLUENCE1-2-3
ROLE ISSUE
SCOPE – TIME - COST
Today’s Agenda
Why Project Management? Excerpts from the ACEND Project
Management curriculum The advantages of Project
Management proficiency Summary
The Importance of Good Project Management in Tough Times Helps effectively leverage sparse
resources Facilitates coordination of
organizational efforts Increases the probability of project
success Limits staff burnout Serve more clients better and faster Helps build and maintain a
Competitive edge
Goals of Project Management• All projects should support the
overall strategy of the organization• All projects should be initiated for
business reasons• Manage the value of project activities
against strategic and tactical objectives
• Prioritize schedule, cost, scope and quality
• Proactively manage risks
The Role of the Project Manager Proactive problem solver Negotiator Conflict manager Facilitator Salesperson/marketer (for the
project and its vision) Supervisor and Planner Definer of project requirements?
Project Manager Skills
General management Estimating and planning Facilitation and the ability to
“influence” Resolving conflict and negotiating Communicating effectively Gathering and analyzing
information Leading and motivating teams Making and facilitating decisions
The Project Manager
• Effective Project Managers don’t just “HAPPEN”
• Effective Project Managers are “TRAINED”• An effective Project Manager uses both
art and science to achieve successful results:– Art
Creativity and flexibility to balance the requirements of scope, quality, time, and budget
– Science Applying proven, repeatable tools, techniques, and processes to a project
What to do next?• Grow your Project Management skill
set• ACEND can help.
– Curriculum– Instructors– Facilities
• Consider Project Management Institute’s “Project Management Professional” certification. – Not just a credential
– VERIFICATION OF A VALUE BASED SKILL SET
Benefits of PMP® Certification• The PMP is an extremely valuable
and marketable credential:– Independent valuable certification,
demonstrating a standard of knowledge, experience, and education in project management - a core competency
– Recognized and highly regarded throughout the world by employers and peers
PMP® Value
• Check classifieds for project managers– Note requirement for PMP®
• Go to a career center website – i.e., Monster, CareerBuilder, etc.– Do a job search on “Project
Manager PMP®”
Page 82
Project Management Professional (PMP)
• Industry Standard PM Certification• Based upon PMBOK standards• Continuing Certification Requirement
PMP Pre-requisitesCategory Category 1 Category 2
General Education Bachelor's degreeHigh School Diploma
PM Education 35 Contact hrs 35 Contact hrsPM Experience 4,500 hrs and 36
mos. exp within the last 8 years
7,500 hrs and 60 mos exp within the last 8 years
Code of Professional Conduct
Yes Yes
Today’s Agenda
Why Project Management? Excerpts from the ACEND Project
Management curriculum The advantages of Project
Management proficiency Summary
Summary
• Project management is a subset of general management and is both an art and a science
• Project managers represent all the stakeholders within their project
• Project managers are proactive in that they plan for quality deliverables as well as for risks
• The road to PMP® requires training, experience and exam preparation
Summary
• ACEND has the curriculum and the instructors– Skill set
– Certification
• Talk with your ACEND Point of Contact
• Questions and answers