Project Management Absolute Beginner’s...

http://www.facebook.com/share.php?u=http://www.quepublishing.com/title/9780789750105

http://twitter.com/?status=RT: download a free sample chapter http://www.quepublishing.com/title/9780789750105

https://plusone.google.com/share?url=http://www.quepublishing.com/title/9780789750105

http://www.linkedin.com/shareArticle?mini=true&url=http://www.quepublishing.com/title/9780789750105

http://www.stumbleupon.com/submit?url=http://www.quepublishing.com/title/9780789750105/Free-Sample-Chapter

800 East 96th Street, Indianapolis, Indiana 46240

Gregory M. Horine

ProjectManagement

Third Edition

Editor-in-ChiefGreg Wiegand

Executive EditorLoretta Yates

Development EditorCharlotte Kughen

Managing EditorSandra Schroeder

Project EditorSeth Kerney

IndexerHeather McNeill

ProofreaderJovana Shirley

Technical EditorTodd Meister

Publishing CoordinatorCindy Teeters

Book DesignerAnne Jones

CompositorBumpy Design

Project Management Absolute Beginner’s Guide, Third EditionCopyright © 2013 by Que Publishing

All rights reserved. No part of this book shall be reproduced, stored in a retrieval system, or transmitted by any means, electronic, mechanical, photo-copying, recording, or otherwise, without written permission from the pub-lisher. No patent liability is assumed with respect to the use of the information contained herein. Although every precaution has been taken in the prepara-tion of this book, the publisher and author assume no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the use of the information contained herein.

ISBN-13: 978-0-7897-5010-5 ISBN-10: 0-7897-5010-4

Library of Congress Cataloging-in-Publication data is on file.

First Printing: October 2012

TrademarksAll terms mentioned in this book that are known to be trademarks or service marks have been appropriately capitalized. Que Publishing cannot attest to the accuracy of this information. Use of a term in this book should not be regarded as affecting the validity of any trademark or service mark.

PMBOK is a registered trademark of the Project Management Institute, Inc.

Warning and DisclaimerEvery effort has been made to make this book as complete and as accurate as possible, but no warranty or fitness is implied. The information provided is on an “as is” basis. The author and the publisher shall have neither liability nor responsibility to any person or entity with respect to any loss or damages aris-ing from the information contained in this.

Bulk SalesQue Publishing offers excellent discounts on this book when ordered in quan-tity for bulk purchases or special sales. For more information, please contact

U.S. Corporate and Government Sales 1-800-382-3419 [email protected]

For sales outside of the U.S., please contact

International Sales [email protected]

Contents at a Glance

Introduction ................................................................................................ 1

Part I Project Management Jumpstart

1 Project Management Overview ................................................................ 7 2 The Project Manager ...............................................................................23 3 Essential Elements for Any Successful Project ......................................33

Part II Project Planning

4 Defining a Project ....................................................................................47 5 Planning a Project ....................................................................................59 6 Developing the Work Breakdown Structure .........................................77 7 Estimating the Work ................................................................................93 8 Developing the Project Schedule.........................................................105 9 Determining the Project Budget ..........................................................123

Part III Project Control

10 Controlling a Project ..............................................................................13511 Managing Project Changes ...................................................................15512 Managing Project Deliverables .............................................................17113 Managing Project Issues........................................................................18514 Managing Project Risks .........................................................................19715 Managing Project Quality .....................................................................213

Part IV Project Execution

16 Leading a Project ...................................................................................22517 Managing Project Communications .....................................................23718 Managing Expectations .........................................................................25719 Keys to Better Project Team Performance ..........................................27720 Managing Differences ...........................................................................29121 Managing Vendors .................................................................................30522 Ending a Project .....................................................................................319

Part V Accelerating the Learning Curve…Even More

23 Making Better Use of Microsoft Project ..............................................32924 When Reality Happens ..........................................................................36125 Intriguing Project Management Concepts and Topics ......................383

Index ........................................................................................................405

iv

Table of ContentsIntroduction ......................................................................................................................1

About This Book ........................................................................................................ 2

Who Should Read This Book? .................................................................................. 4

How This Book Is Organized .................................................................................... 4

Conventions Used in This Book ............................................................................... 5

I Project Management Jumpstart

1 Project Management Overview.............................................................................7

What Is Project Management…Exactly? ................................................................. 8What Is a Project Exactly? ................................................................................... 8Managing Projects..............................................................................................10An Academic Look .............................................................................................10

What Is the Value of Project Management? .........................................................13

Why Are Projects Challenging? .............................................................................14

Growing Demand for Effective Project Managers ..............................................16

Trends in Project Management ............................................................................17

Additional Resources ..............................................................................................18

2 The Project Manager .............................................................................................23

One Title, Many Roles ............................................................................................24

Key Skills of Project Managers ...............................................................................25

Qualities of Successful Project Managers .............................................................27

15 Common Mistakes of Project Managers .........................................................28

3 Essential Elements for Any Successful Project .................................................33

What Exactly Is a “Successful” Project? ................................................................34

Learning from Troubled Projects ...........................................................................35

Learning from Successful Projects .........................................................................38

Essential Project Manager Toolkit .........................................................................40

II Project Planning

4 Defining a Project ..................................................................................................47

Setting the Stage for Success ................................................................................48

v

How Does Defining a Project Relate to Project Planning? .................................49

Project Definition Document ..................................................................................50Required Elements .............................................................................................50Additional Elements to Consider .....................................................................52

Project Definition Checklist ....................................................................................54General ................................................................................................................54Scope ...................................................................................................................55Stakeholders .......................................................................................................55Project Approach ................................................................................................56Other ....................................................................................................................56Acceptance .........................................................................................................56

5 Planning a Project ..................................................................................................59

Key Project Planning Principles ..............................................................................60

Important Questions Project Planning Should Answer .......................................62

Building a Project Plan ............................................................................................64

Summary of Supplemental Project Plan Components ........................................72

Project Plan Checklist ..............................................................................................74

6 Developing the Work Breakdown Structure ....................................................77

What Exactly Is a WBS? .........................................................................................78Isn’t WBS Just Another Name for the Project Schedule? .............................81Key Differences Between the WBS and the Project Schedule ......................83Different Types of Breakdown Structures ........................................................84

Why Is the WBS Important? ...................................................................................84

The Process of Building a WBS ..............................................................................86Getting Started ...................................................................................................86Guidelines for Effective WBS ............................................................................86Knowing When to Stop .....................................................................................88

7 Estimating the Work..............................................................................................93

Next Step in the Schedule Development Process .............................................94

Managing the Risk, Managing the Estimates ......................................................96

Reasons for Estimating Woes ...............................................................................97

Powerful Estimating Techniques and Methods ..................................................99

Best Practices .........................................................................................................101

8 Developing the Project Schedule .................................................................... 105

The Impact of the Project Schedule ...................................................................106

The Goal of the Schedule Development Process ..............................................109

vi

Key Inputs for Building a Schedule ....................................................................110

Creating a Schedule ..............................................................................................111Determining Task Relationships (Sequencing the Work) .............................113Building the Preliminary Schedule ..................................................................115Perform “Reality” Check ..................................................................................116Shorten the Schedule ......................................................................................117Walk Through the Schedule ............................................................................118Presenting the Schedule ..................................................................................119

9 Determining the Project Budget...................................................................... 123

The Impact of the Project Budget ......................................................................124

Principles of an Effective Budget .........................................................................125

Creating a Project Budget ....................................................................................126Sources of Project Costs .................................................................................126Develop Initial Budget .....................................................................................129Finalize Budget .................................................................................................130

Common Budget Challenges ...............................................................................131

III Project Control

10 Controlling a Project .......................................................................................... 135

What Is Project Control? ......................................................................................136PDA: The Principles of Project Control .........................................................137Components of Project Control ......................................................................138

Management Fundamentals for Project Control ...............................................139

Powerful Techniques for Project Control ............................................................141

Performance Reporting .........................................................................................144

Variance Responses .............................................................................................146

Leveraging Earned Value Management Concepts ............................................146

Common Project Control Challenges .................................................................150

Lessons from Project Recoveries .........................................................................151

11 Managing Project Changes ............................................................................... 155

What Exactly Is a Project Change and What’s the Big Deal, Anyway? .............................................................................156

Project Change Types—More Than Scope ...................................................157Relation to Configuration Management and Organizational Change Management ......................................................................................158

Fundamentals for Managing Project Change ....................................................159

What Causes Unplanned Scope Changes? .......................................................160

vii

Essential Elements of a Project Change Control System ..................................162Principles ...........................................................................................................162Guidelines .........................................................................................................163Components .....................................................................................................163

Powerful Techniques for Minimizing Project Changes ......................................165

Common Project Change Control Challenges ...................................................166

12 Managing Project Deliverables ........................................................................ 171

“Managing Project Deliverables” Means What Exactly? .................................172

Why Do This? It’s Too Much Work ......................................................................173

Identify, Protect, and Track: The Principles of Managing Work Products ......174

Best Practices .........................................................................................................175

Configuration Management Plan .........................................................................180

Common Challenges and Pitfalls .........................................................................181

13 Managing Project Issues .................................................................................... 185

The Goals, Objectives, and Principles of Project Issue Management .............186

Key Features of Issue Management Systems .....................................................187

Options for Issue Log ............................................................................................190

Best Practices .........................................................................................................191

Some Special Situations .......................................................................................192

14 Managing Project Risks ...................................................................................... 197

Key Risk Management Principles .........................................................................198

The Essential Process for Managing Project Risks .............................................199Risk Response Options ....................................................................................201Key Risk Management Tools ...........................................................................202

The Common Sources of Project Risk .................................................................203

Typical Problems ...................................................................................................207

Powerful Risk Control Strategies ..........................................................................209

Are You Sure It’s a Risk? .......................................................................................210

15 Managing Project Quality ................................................................................. 213

What Is “Project Quality”? ...................................................................................214

Unique Aspects of Managing Project Quality ....................................................215

Principles of Managing Project Quality ...............................................................215

Powerful Tools and Techniques for Project Quality ..........................................217

Powerful Quality Strategies ..................................................................................220

Typical Quality-Related Challenges ....................................................................221

viii

IV Project Execution

16 Leading a Project ................................................................................................ 225

More Than Managing ...........................................................................................226

Where Is Leadership Needed on a Project? ......................................................228

Twelve Keys to Better Project Leadership ..........................................................230

Power of Servant Leadership Approach .............................................................233

17 Managing Project Communications ................................................................. 237

What Are Project Communications? ...................................................................238

The Importance of Project Communications ......................................................239

Why Communicating Can Be Tough ...................................................................240

Seven Powerful Principles .....................................................................................242

Best Practices of Effective Project Communicators ...........................................244General Communications Management ........................................................245Communications Options ................................................................................246Tips for Email (and Other Text-Only) Communications ...............................250Status Reporting ...............................................................................................251Meetings ............................................................................................................252Interpersonal Skills ...........................................................................................253

18 Managing Expectations ..................................................................................... 257

Value of Reviewing Stakeholder Expectation Management .............................258

Critical Aspects of Expectations ..........................................................................259Balancing Reality and Perception ...................................................................259Not Just Scope Management .........................................................................260

Seven Master Principles of Expectation Management ......................................264

Essential Elements of Managing Expectations...................................................266Project Planning and Control Elements—A Quick Review ..........................266Leveraging Kickoff Meetings...........................................................................268Requirements Management—The Difference Maker ...................................269

19 Keys to Better Project Team Performance .................................................... 277

High-Performing Teams ........................................................................................278

Ten Key Principles .................................................................................................279

Proven Techniques ................................................................................................282

Special Situations ..................................................................................................285

ix

20 Managing Differences ........................................................................................ 291

Five Key Principles.................................................................................................292

Proven Techniques for Leading Cross-Functional Projects...............................295

Proven Techniques for Leading Cross-Cultural Projects ...................................298

Proven Techniques for Leading Virtual Projects ................................................298

21 Managing Vendors .............................................................................................. 305

First, Let’s Clarify a Few Terms ............................................................................306

Ten Proven Principles of Vendor Management .................................................306

Twelve Tips for Buyers ..........................................................................................309

Seven Tips for Sellers ............................................................................................311

Twelve Key Project Management Skills for Better Vendor Management .......312

Stuff You Need to Know About Contracts .........................................................313Conditions for a Legal Contract .....................................................................313Key Contract Elements ....................................................................................313Primary Contract Types ...................................................................................314The Impact of Each Contract Type ................................................................315

22 Ending a Project .................................................................................................. 319

Three Key Principles ..............................................................................................320

Project End Checklist—13 Important Steps .......................................................320

Common Project Closing Challenges .................................................................322

Methods for Ending a Contract or a Project ......................................................323Terminating a Contract ....................................................................................324Terminating a Project .......................................................................................324

V Accelerating the Learning Curve…Even More

23 Making Better Use of Microsoft Project ........................................................ 329

Understand This…and It All Becomes Easier .....................................................330

Need-to-Know Features .......................................................................................333

New Project Best Practices ...................................................................................341

Keys to Making Resource Leveling Work ...........................................................345

Powerful Reporting Secrets ..................................................................................347

More Insights to a Better Project Schedule ........................................................353

Project 2010—Get Fired Up! ................................................................................355

x

24 When Reality Happens ....................................................................................... 361

What If I’m in a Project Management “Lite” Culture? ......................................362

What If I Can’t Develop a Detailed Schedule? ..................................................364

What If I Must Manage to a Hard Milestone Date? ..........................................365

What If I Have Difficult Resources? .....................................................................368

What Can I Do About Turnover? .........................................................................369

Tips for Managing a Selection Process ...............................................................370

Tips for Managing a Testing Process ..................................................................376

25 Intriguing Project Management Concepts and Topics ................................ 383

Agile Approaches ..................................................................................................384

Project Management Offices ...............................................................................386Traits of Successful PMOs ...............................................................................388

Portfolio Project Management .............................................................................390

Governance Processes ..........................................................................................391

Critical Chain Project Management .....................................................................392

Web-Based Project Management and Collaboration Tools .............................395

Requirements Management Tools ......................................................................396

Mind Mapping Tools .............................................................................................398

Value of Certifications ...........................................................................................399

Project Management Training ..............................................................................400

Index ...................................................................................................................... 405

xi

About the AuthorGregory M. Horine is a certified (PMP, CCP) business technology and IT project management professional with more than 23 years of successful results across mul-tiple industries using servant leadership principles. Primary areas of expertise and strength include the following:

• Projectmanagementandleadership

• Completeprojectlifecycleexperience

• Regulatoryandprocesscompliance

• Packageimplementationandintegration

• Qualityandriskmanagement

• Enterprisesolutiondevelopment

• Effectiveuseofprojectmanagementtools

• MicrosoftProject

• Projectandportfoliomanagementtools

• Complexapplicationdevelopment

• Dataanalysisandtransformation

• Businessprocessanalysisandimprovement

• Vendorandprocurementmanagement

• Mindmappingtools

In addition, Mr. Horine holds a master’s degree in computer science from Ball State University and a bachelor’s degree in both marketing and computer science from Anderson College (Anderson, Indiana).

Through his “servant leadership” approach, Mr. Horine has established a track record of empowering his teammates, improving project communications, over-coming technical and political obstacles, and successfully completing projects that meet the targeted objectives.

Mr. Horine is grateful for the guidance and the opportunities that he has received from many mentors throughout his career. Their patience and influence has helped form a rewarding career marked by continuous learning and improvement.

When not engaged in professional endeavors, Mr. Horine hones his project management skills at home with his lovely wife, Mayme, and his five incredible children: Michael, Victoria, Alex, Luke, and Elayna.

xii

DedicationThis book is dedicated to the “students” that I constantly visualized in my mind as I developed this book—the bright and caring family that surround my life, including my wife, parents, siblings, in-laws, aunts, uncles, cousins, and grandparents.

This book is also dedicated to the parents, families, practitioners, and researchers who are diligently fighting to rescue children from autism spectrum and bipolar disorders.

This book is dedicated to my key inspirational sources: my incredible wife, Mayme (I still wake up everyday with a smile in my heart knowing I am married to her), and my “fabulous five” children: Michael, Victoria, Alex, Luke, and Elayna (each one is a hero to me).

AcknowledgmentsI am grateful for the patience, support, and teamwork demonstrated by the follow-ing individuals: my editor, Loretta Yates; the Que Publishing team, my family; and my parents, Carla and Bud.

In addition, I want to acknowledge the talents and professionalism of Mr. Craig Thurmond for his graphical design contributions to this book.

xiii

We Want to Hear from You!As the reader of this book, you are our most important critic and commentator. We value your opinion and want to know what we’re doing right, what we could do better, what areas you’d like to see us publish in, and any other words of wis-dom you’re willing to pass our way.

We welcome your comments. You can email or write us directly to let us know what you did or didn’t like about this book—as well as what we can do to make our books better.

Please note that we cannot help you with technical problems related to the topic of this book.

When you write, please be sure to include this book’s title and author as well as your name, email address, and phone number. I will carefully review your com-ments and share them with the author and editors who worked on the book.

Email: [email protected]

Mail: Que Publishing ATTN: Reader Feedback 800 East 96th Street Indianapolis, IN 46240 USA

Reader ServicesVisit our website and register this book at informit.com/register for convenient access to any updates, downloads, or errata that might be available for this book.

This page intentionally left blank

INTRODUCTION

As organizations continue to move toward “project-based” management

to get more done with fewer resources—and as the demand for effective

project managers continues to grow—more and more individuals find

themselves with the opportunity to manage projects for the first time.

In an ideal world, every new project manager candidate would complete

certified project management training programs and serve as an appren-

tice before starting his first project manager opportunity, but…this is the

real world. In many cases, a quicker, more accessible, and more economi-

cal alternative is needed to guide these candidates in managing projects

successfully the first time.

The Absolute Beginner’s Guide to Project Management, Third Edition, is

intended to provide this alternative in a helpful, fun, and practical style.

2 projEcT mAnAgEmEnT ABSOLUTE BEGINNER’S GUIDE

About This BookThe objectives of this book include the following:

• Tobeapragmaticguidethatpreparesanewprojectmanagerforthe“realworld.”

• Tobeaneasy-to-usetutorialandreferenceforanypersonmanagingherfirstproject(s).

• Toteachthekeyconceptsandfundamentalsbehindprojectmanagementtechniques. When you understand these, you can apply them effectively inde-pendent of toolset, environment, or industry.

• Toreducetheon-the-joblearningcurvebysharingthetraitsofsuccessfulprojects and “lessons learned” from less-than-successful projects.

• Tobalancethebreadthoftopicscoveredwithadequatedepthinspecificareas to best prepare a new project manager.

• Toreviewtheskillsandqualitiesofeffectiveprojectmanagers.

• Toemphasizetheimportanceofproject“leadership”versusjustproject“management.”

consistent with the Absolute Beginner’s Guide series, this book uses a teaching style to review the essential techniques and skills needed to successfully manage a project. By teaching style, I intend the following:

• Amentoring,coachingstylethatisfun,easytoread,andpractical.

• Assumesthatthereaderdoesnothaveprevioushands-onexperiencewithproject management.

• Teachesthematerialasifaninstructorwerephysicallypresent.

• Presentsthematerialintask-oriented,logicallyordered,self-containedlessons(chapters) that can be read and comprehended in a short period of time (15 to 30 minutes).

• Emphasizesunderstandingtheprinciplebehindthetechniqueorpractice.

• Teachesthematerialindependentofspecifictoolsandmethodologies.

• Teachesthematerialwiththeassumptionthatthereaderdoesnothaveaccess to organizational templates or methodologies.

• Providesasummarymapofthemainideascoveredattheendofeachchapter.Researchhasshownthatthistypeof“mind-map”approachcandrivebettermemoryrecollectionwhencomparedtotraditionallinearsummaryapproaches.

INTRODUcTION 3

OUT-Of-ScOpEThe scope of this book is clearly outlined in the table of contents, but as I will cover later, it is always good to review what is out of scope to ensure understanding of the scopeboundaries.Becausethefieldofprojectmanagementisextremelybroad,andwe needed to draw the line somewhere, this book focuses on the proper manage-ment of a single project. As a result, the following advanced project management subjects are not covered in this book:

• Programmanagement

• Enterpriseportfoliomanagement

• Enterpriseresourcemanagement

• Advancedprojectriskmanagementtopics

• Advancedprojectqualitymanagementtopics

• Advancedprojectprocurementmanagementtopics

DIScLAIMERAlthough there are definitely concepts, fundamentals, and techniques covered in this bookthatareofenormousassistancetoanyonetakingthePMPcertificationexam,thisbookisnotintendedtobeanexampreparationguide.

The focus is not on theory, academia, or the pmBoK® (pmI’s A Guide to the Project Management Body of Knowledge, Fourth Edition). The focus is on getting the first-timer ready to manage his first project in the real-world environment.

Although the pmBoK is admirable industry standard, it is updated every four years to better capture the evolving knowledge in the field and to improve the consistency and clarity of the standards. It is not intended to be a “how-to” guide for a first-time practitioner.

4 projEcT mAnAgEmEnT ABSOLUTE BEGINNER’S GUIDE

Who Should Read This Book?The Absolute Beginner’s Guide to Project Management, Third Edition is recom-mended for any person who fits into one or more of the following categories:

• Individualsunsatisfiedwithotherintroductoryprojectmanagementbooks

• Individualsnewtoprojectmanagement,suchas

• Technologists

• Knowledgeworkers

• Students

• Functionalmanagers

• Professionalstakingafirstprojectmanagementassignment,suchas

• Teamleaders

• Projectcoordinators

• Projectadministrators

• Projectsupport

• Functionalmanagers

• Experiencedprojectmanagersneedingarefreshercourse

• Experiencedprojectmanagerswithlimitedformalprojectmanagementeducation

How This Book Is OrganizedThis book has been divided into five parts:

• PartI,“ProjectManagementJumpstart,”setsupthegeneralframeworkforour project management discussion and accelerates your project management learning curve, including an insightful review of successful projects and project managers.

• PartII,“ProjectPlanning,”reviewstheprocessesthatestablishthefoundationfor your project.

• PartIII,“ProjectControl,”reviewstheprocessesthatallowyoutoeffectivelymonitor, track, correct, and protect your project’s performance.

INTRODUcTION 5

• PartIV,“ProjectExecution,”reviewsthekeyleadershipandpeople-focusedskillsthatyouneedtomeettoday’sbusinessdemands.

• PartV,“AcceleratingtheLearningCurve…EvenMore,”providesexperiencedinsightsandtipsonmakingbetteruseofMicrosoftProject,includingthe“game-changing”newfeaturesofMicrosoftProject2010,andmanagingspe-cificreal-lifeprojectsituations.Italsocoversmanyhotprojectmanagementtopicstofurtheracceleratetheknowledgebaseandskilllevelofthenewproj-ectmanager.

Conventions Used in This BookThroughout the book, I use the following conventions and special features:

• Atthebeginningofeachchapter,youfindaquickoverviewofthemajortop-icsthatareexpoundeduponasyoureadthroughthematerialthatfollows.

• Theendofeachchapterprovidesalistofkeypointsalongwithavisualsum-mary map.

• Youalsofindseveralspecialsidebarsusedthroughoutthisbook:

NOTE These highlight specific learning points or provide sup-porting information to the current topic.

TIp These highlight specific techniques or recommendations that could be helpful to most project managers.

CAUTION These highlight specific warnings that a project manager should be aware of.

3

EssEntial ElEmEnts for any succEssful ProjEctin this chapter, we want to continue the accelerated learning approach we

started in the previous chapter. anytime you are learning a new skill set,

especially one that is as broad as project management, one of the most

effective ways to reduce your learning curve and focus your mental ener-

gies is to understand what “successful” people do in the field, and, equally

important, understand what not to do.

With this philosophy in mind, we will take a step up in this chapter and look

at projects as a whole and not just the project manager position. We will

review the leading causes of “troubled” projects and we’ll discuss the com-

mon principles, techniques, and tools underlying most successful projects.

With this foundation in place, you will better understand the purpose and

the value of the fundamentals covered in the rest of this book, and as a

result, be much better positioned for success on your project management

assignments.

I N T H I S C H A P T E R• learn what comprises a “successful” project

• understand the common characteristics of “troubled” projects

• review the common characteristics of successful projects

• find out which tools are indispensable to most project managers

34 ProjEct managEmEnt ABSOLUTE BEGINNER’S GUIDE

What Exactly Is a “Successful” Project?you would think it would be relatively straightforward to describe the attributes of a successful project. Well, let’s just say this endeavor has kept more than a few “spin doctors,” “politicians,” and “history revisionists” employed throughout orga-nizations across our great land. Why is this the case? there are several reasons for this:

• Thereisalackofuniversalharmonyofwhatcomprisesprojectsuccessmetrics.it seems that every project management educational source and organiza-tional process maturity standard has a slightly different definition of project success.

• Formanyprojects,theacceptanceandsuccesscriteriaareneverestablishedor agreed to by all key stakeholders.

• Inmanycases,anorganizationmightdefineaprojectassuccessfulevenwhensome of the textbook criteria for project success (such as schedule, cost, and client expectations) are not completely met. this is often the case if the proj-ect achieved strategic business or organizational objectives.

• Inothercases,a“cancelled”projectmightbea“successful”projectiftherewasaplanforoneormore“go/no-go”decisionpoints.

from a utopian, academic standpoint, the “ultimate” successful project would be defined as a project that:

• Delivers as promised—Project produces all the stated deliverables.

• Completes on-time—Project completes within the approved schedule.

• Completes within budget—Project completes under the approved budget.

• Delivers quality—Project deliverables meet all functional, performance, and quality specifications.

• Achieves original purpose—the project achieves its original goals, objec-tives, and purpose.

• Meets all stakeholder expectations—the complete expectations of each key stakeholder are met, including all client acceptance criteria, and each key stakeholder accepts the project results without reservation.

• Maintains “win-win” relationships—Theneedsoftheprojectaremetwitha“peoplefocus”anddonotrequiresacrificingtheneedsofindividualteammembersorvendors.Participantsonsuccessfulprojectsshouldbeenthusiasticwhentheprojectiscompleteandeagertorepeatasimilarexperience.

chaPtEr 3 ESSENTIAL ELEmENTS fOR ANy SUccESSfUL PROjEcT 35

tIP An excellent technique is to identify, document, review, and approve any criteria that will be used to measure the suc-cess of the project during the project definition and planning processes.

Learning from troubled ProjectsBefore we review the common traits of many successful projects, you can learn a lot from “less-than-successful” projects. from my experience, the reasons for project troubles can be generally classified in two groups: project-level issues and organizational-level issues.

one of the key differences in the two groups is the level of control that the proj-ect manager has over these factors. for project-level issues, the project manager has tremendous influence on these matters. in most cases, the project man-ager can either avoid the issue or take action to resolve it if it does occur. for organizational-level issues, the project manager cannot generally fix the problem, but the project manager can certainly have influence on them by asking the right questions, anticipating the associated risks and issues, focusing extra efforts to compensate for the issue, and developing contingency plans to minimize the impact on the project.

also, please note that these issues are not exclusive. in most cases, there is over-lap, and if you have one of these factors present in a project, you will generally have others. table 3.1 summarizes these issues, gives specific examples of each, and notes what type of issue it is (organizational, project, or both).

TABLE 3.1 Common Reasons for Troubled Projects

Reason Example(s) type Key Learning Point

Project not aligned

Project not aligned with business unit or organizational goals; project not aligned with other projects

org. Verify alignment before project kicks off

lack of management support

insufficient funding; insufficient resources; issues not resolved; senior management performance criteria not aligned with project success criteria

org. understand project impact of organizational structure; ensure proper senior management involvement in project organization; advocate Pmo and steering committee structures

(continues)


lack of stakeholder buy-in

Purpose and goals not clear; “trust” relationship not established; inadequate communications; mismatched expectations; all stakeholders not involved

Both gain acceptance of project purpose, goals, and success upfront; ensure all stakeholders are identified and consulted; constantly communicate and validate understanding

inadequate project sponsor

inactive, unengaged sponsor; lack of leadership; ethical issues; not handling organizational issues; not supportive of project management process

org. Educate the sponsor on her roles and responsibilities; gain formal authorization of project and the project management position; understand sponsor’s motives and incentives

too many project sponsors

conflicting project goals; lack of ownership; political battles

org. relates to the need for proper project alignment and clear roles and responsibilities

lack of clarity on roles and responsibilities

inefficient work efforts; missed deadlines; lower team morale; delayed issue resolution

Both use Responsibility Matrix to clarify all roles and responsibilities; review roles and responsibilities with each individual; Validate expectations in advance

Poor communication

inconsistent, incomplete, or nonexistent status information on key project metrics; inadequate tracking and monitoring of project progress; not listening to stakeholder concerns or feedback; not using proper mediums for certain project communications; messages are not clear or occur too frequently

Project Develop a project communications Plan that is acceptable to all stakeholders; establish tracking and monitoring mechanisms during planning; constantly seek questions and feedback; understand each stakeholder’s perspective; clearly set context of each message

Price wars Due to budget reduction measures or market pressures, management agrees to perform project at or below estimated costs

org. Develop complete, detailed project budgets; communicate associated risks; improve negotiating skills


TABLE 3.1 (continued)


resource conflicts

lack of dedicated team members; key resources not available when scheduled

org. Develop project resource Plan; gain commitments from resource managers; encourage centralized organizational structure for resource planning/deployment

inadequate project manager

lack of leadership; inexperienced or untrained project manager; ineffective project manager

Both organizational commitment to Pm education; use of Pm mentorship programs

underestimate change impact

not understanding the complete effects on both existing processes and people that the “change” introduced by the project will have; not properly preparing or planning for the “change”

org. use project sponsor and business process owners to champion the new process; involve additional stakeholders to understand their needs and to solicit their support; plan for the necessary communications and training (change management plan); plan for the “disruptive” deployment period; utilize pilot approaches to minimize impact

inadequate planning

management does not require or allow time for proper planning; incomplete scope or deliverables list; incomplete “work identification; lack of detailed schedule; inadequate risk identification; assumptions not documented; lack of schedule and budget contingency

Both Educate senior management on the value of proper planning; use standard methodology for project planning; gain format acceptance or Project Plan before proceeding; develop realistic project schedule and budget, as well as tools and processes to keep updated; identify and document project risks and mitigation strategies

lack of change control management

scope of work increases without proper schedule, budget, or resource adjustments; changes occur to deliverables, schedule, or budget without proper notification and approval

Project utilize formal change control procedures to properly assess and communicate any change to the scope, schedule, budget, and targeted project deliverable



(continues)


lack of completion criteria

missed stakeholder expectations; increased costs or missed deadlines due to rework; lack of smooth transition from one phase to another

Both Ensure success criteria is established during planning phase; Define user acceptance criteria for project deliverables; Define exit criteria for project phases

inadequate progress tracking

inability to measure project status and probability for success; inability to review project at key points to make go/no-go decisions

Both Establish and execute periodic status meetings and reporting (weekly in most cases); review project at scheduled intervals against established criteria to determine if project should progress into next phase

unforeseen technical difficulties

Effort spent resolving technical issues drive missed schedules and increased costs; unproven technology does not meet user expectations

Project structure project to deal with high-risk technical challenges early in the project; prove the technology before making additional investment; leverage technical expertise to support team capabilities

Poor requirements definition and/or management

Documented requirements not aligned with actual objective, workflow, or process; updated/changed requirements not implemented; delivered product is not adequate; stakeholders not satisfied

Both utilize requirements gathering techniques that elicit engaged participation and make it easier for stakeholders to visualize final deliverable; evaluate how requirements are reviewed and approved; establish a process to manage and communicate updates to requirements

CAUtION A good project manager can still end up manag-ing a “troubled” project. Sometimes, your best project manage-ment work might be in minimizing the damage from a troubled project.

Learning from Successful Projectsafter reviewing what makes a project successful and the common ills that befall many troubled projects, you likely have a good sense of the qualities and traits shared by most successful projects. although no two projects are ever the same,




and every project has its own unique set of challenges, there is a common core of principles that successful projects share. By understanding these, a new project manager can better prioritize and better focus his project management efforts. these qualities are generally true about successful projects:

• Projectisalignedwithorganizationalgoals.

• Projecthaseffectivemanagementsupport.

• Projecthaseffectiveleadership.

• Allkeystakeholdersareinagreementonthepurpose,goals,andobjectivesofthe project.

• Allkeystakeholdersshareacommonvisionontheprojectresults.

• Allkeystakeholderssharerealisticexpectationsfortheprojectresults.

• Theprojectresultsmeettheexpectationsofthekeystakeholders.

• Stakeholderexpectationsareconstantlymanagedandvalidatedthroughoutthe project.

• Thereisaninvestmentmadeinproperplanning.

• Theprojectscope,approach,anddeliverablesareclearlydefinedandagreedupon during planning.

• Eachstakeholderandteammember’srole(s)andresponsibilitiesareclearlycommunicated and understood.

• Ahighpriorityisplacedonaccurateandcompleteworkeffortestimates.

• Arealisticscheduleisdevelopedandagreedupon.

• Theprojectteamisresultsfocusedandcustomer-oriented.

• Requirementsareeffectivelydefinedandproperlymanaged.

• Projectcommunicationsareconsistent,effective,andfocusedonunderstanding.

• Projectprogressismeasuredconsistentlyfromthecurrentbaseline.

• Projectissuesandsubsequentaction items are aggressively pursued.

• Thereisastrongsenseofcollaborationandteamwork.

• Expectationsandchangessurroundingscope,quality,schedule,andcostareclosely managed.

• Projectresourcesareskilledandavailablewhenneeded.


• Projectteamproactivelyidentifiesriskanddeterminesmitigationstrategiestoreduce project exposure.

• Projectteamanticipatesandovercomesobstaclestoensureprojectmeetsobjectives.

Essential Project Manager toolkitalthough there are many facets of project management and many lessons to be learned from both troubled projects and successful projects, there is an essential set of tangible tools that any project manager needs to have to best manage any project. table 3.2 lists these essential tools and why they are important.

the important principles to remember regarding project management tools are as follows:

• Anyplanningdocumentneedstobereviewedandagreedtobyappropriateproject stakeholders and team members.

• Separatedocumentsarenotalwaysneeded.Smallerprojectsmightcombinerelevant information (especially “plan” documents) into a single “grouped” document.

• Theessentialtoolsrepresentthekeyinformationandthoughtprocessesthatareneededtoeffectivelymanagetheproject.

TABLE 3.2 Essential Project Manager Tools

tool Description Value Notes

Project charter authorizes project and the project manager

Provides official notice to the organization

might not always be a formal document; at a minimum, get an email notification

Project Definition Document

Defines project purpose, objectives, success criteria, and scope

Key for managing expectations, controlling scope, and completing other planning efforts

core tool

requirements Defines the specifications for product/output of the project

Key for managing expectations and controlling scope

core tool; document or database


Project schedule shows all work efforts, properly estimated, with logical dependencies, assigned to responsible resources scheduled against a calendar

Key for directing all project team work efforts; key for managing expectations; allows for impact and what-if simulations when things change

core tool

status reports Periodic reviews of actual performance versus expected performance

Provides essential information to stakeholders; allows for timely identification of performance variances

see chapter 10, “controlling a Project,” and chapter 17, “maintaining Project communications,” for more details

milestone chart a summary of the detailed project schedule showing progress against key milestones

allows stakeholders to see high-level project progress on one page

Detailed schedule roll-ups can be difficult to read and interpret; incorporate into status report

Project organization chart

shows all project stakeholders and the working relationships among them

allows team members to get a better understanding of the project roles and organizational dynamics

on smaller projects, might be combined with project plan or project definition document

responsibility matrix

Defines all project roles and indicates what responsibilities each role has

Key for managing expectations; establishes accountability


communication Plan

Defines the how, what, when, and who regarding the flow of project information to stakeholders

Key for managing expectations; establishes buy-in




(continues)


Quality management Plan

Defines the approaches and methods that will be utilized to manage the quality levels of project processes and results

Key for managing expectations regarding quality, performance, and regulatory compliance matters; impacts work efforts and project schedule; establishes accountability


staffing management Plan

lists how project resources will be acquired, when they are needed, how much they are needed, and how long they will be needed

Key for building schedule; key for properly managing resources

might also include role profiles, rates, training needs; on smaller projects, might be combined with project plan or project schedule

risk response Plan

lists each identified risk and the planned response strategy for each

communicates potential issues in advance; proactive measures help reduce impact to project


Project Plan formal, approved document that is used to manage project execution

includes all other supplemental planning documents; dey output of project planning


Deliverable summary

Defines and lists all deliverables to be produced by the project

Key to managing expectations; ensures proper visibility, tracking, and reporting of targeted deliverables

might be combined with status reports; might be part of a project communications

Project log captures essential information for each project risk, issue, action item, and change request

Ensures proper visibility, tracking, and reporting of items impacting the project

core tool

change request form

captures essential information for any requested change that impacts scope, schedule, or budget

allows change item to be properly assessed and communicated before action is taken

core tool




Project repository the location where all pertinent project information is stored

Key part of managing project information; Project team knows where to find current project documents

identified in Project Plan and/or configuration management Plan; most are digital, but might have physical location, too

Project notebook used by project manager to maintain official record of important project documents and deliverables

Part of managing project information

Electronic and/or hardcopy versions; frequently incorporated into Project repository




ThE ABSOLUTE mINImUmat this point, you should have a solid understanding of the following:

• Whatdefinesasuccessfulprojectandwhyitisnotalwayseasytomeasure

• Thecommonreasonswhyprojectsgetintroubleandwhatyoucandotoavoid them

• Thekeyprinciplesthatserveasthefoundationformostsuccessfulprojects

• Theessentialprojectmanagementtoolsandwhytheyareimportant


the map in figure 3.1 summarizes the main points reviewed in this chapter.

Lack of management support

Inadequate project sponsor

Too many project sponsors

Organizational-level issues

Project-level issues

Multi-level issues

Price wars

Project management fundamentals

Leadership skills

1.1 Aligned with organizational goals

1.2 Effective management support

2.1 Agree on the purpose, goals, and the objectives of the project

2.2 Share a common vision of the project results

2.3 Share realistic expectations of the project results

3.1 The project scope, approach, and deliverables are clearly defined and agreed upon during planning

3.2 There is an investment made in proper planning

3.3 High priority placed on accounts and complete work effort estimates

3.4 A realistic schedule is developed and agreed upon

Business management fundamentals

Lessons from troubled projects

Essential elements for successful

projects

Delivered as promised

Completed on time

Completed within budget

Delivered quality

Achieved original purpose

Met stakeholder expectations

Win-win relationships

Defining a successful project

Project not aligned

Resource conflicts

Poor communications

Lack of change control

Unforeseen technical difficulties

Lack of clear roles and responsibilities

Inadequate project manager

Lack of completion criteria

Lack of buy-in

Inadequate progress tracking

Communication skills

Technical knowledge

Not trivial

4.1 The project results meet stakeholder expectations

4.2 Constantly managed and validated throughout the project

4.3 Role(s) and responsibilities are clearly communicated and understood

4.4 Changes surrounding scope, quality, schedule, and cost are closely managed

6.1 Project has effective leadership

6.2 Progress is measured consistently from the current baseline

6.4 Project communications are consistent, effective, and focused on “understanding”

5.1 Strong results-focus and customer orientation

5.2 Strong sense of collaboration and teamwork

5.3 Proactively identifies risk and determines migration strategies

5.5 Project resources are skilled and available when needed

5.4 Anticipates and overcomes obstacles

Lessons from successful projects

1. Organization

2. Stakeholders

3. Planning

4. Expectations

5. Project team

6. Project management

EssentialPM toolkit

6.3 Project issues and subsequent action items are aggressively pursued

Underestimating change impact

Inadequate planning

fIGURE 3.1

Essential elements for any successful project overview.

Index

Actual Costs (AC), 148administrator issue logs, 188agile approaches, 384

changes, 385characteristics, 384-385collaborative, 386people focused, 385plan-do-review model, 385PMI certification, 384, 399risks, 386solution focused, 385timeboxing, 385websites, 403

Agile Project Leadership Network website, 403

aligner role, 227alignment problems, 35allocating resources. See also

leveling resourcesMicrosoft Project, 339over-allocation, 117, 221successful PMOs, 388-390unrealistic schedules, 116

alternative project approaches, 52

analogous WBS, 99

analysisrisks, 205stakeholders, 245variance, 146-148what-if, 109

approvalschanges, 173deliverables, 175

archive folders, 179assessment risk questionnaire,

202-203assumptions

avoiding, 265budgets, 126Project Definition document,

51risk source, 205stakeholder expectations,

266tracking, 166

audioconferencing, 249direct audio communications,

248web conferencing, 249

Symbols

15% Completion Rule, 14030/60/90 day detail plans, 36550% probability estimates, 39380-20 rule, 28490% done, 150

A

absorption, 325AC (Actual Costs), 148acceptance

criteriachanges, 161planning, 64

definition checklist, 56access controls, 176accomplishments, marketing,

322accountability, increasing, 152accounts, closing, 321accuracy levels (estimating), 101acquiring resources, 65

406 BAC (Budget at Completion)

resource leveling, 116steps, 111-112team-based, 114walking through, 118-119work, sequencing,

113-114WBS, 86

depth, 88details, 87guidelines, 86-88size, 88stopping, 88-89work decomposition

process, starting, 86bulldog role, 25business

driver changes, 161issues, 229management skills, 26

buyers, 306-311certifications, 311deliverable acceptance, 310dependencies, 310goals, aligning, 309go to partners, 311quality, 310risk, reducing, 310vendor

estimates, 311team integration, 310trying out, 311

WBS, 309buyer-seller relationships. See

outsourcing projectsbuy-in

expectations, 264risk analysis, 200

Buzan, Tony, 398

C

calendarsMicrosoft Project

multiple, 332overview, 334part-time resources, 333setting, 343types, 332

risk source, 204, 207schedules, 108spreadsheets, 130stakeholder expectations,

266buffers, 354

budgets, 126CCPM, 393-394contingency, 366resource, 393

buildingbudgets

cost sources, 126-129finalizing, 130-131initial, 129-130principles, 125-126spreadsheets, 130

project plansacceptance criteria, 64approach, 64changes, 70-72checklist, 74communications, 71-72configuration

management, 72control systems, 70costs, 70definition validation, 64issues, 71organization, 69procurements, 71-72project information, 70quality, 71-73resources, 65, 73responsibilities, 67, 73risks, 73roles, 67schedules, 66team management, 71variance, 73work estimations, 66

relationships, 244schedules

calendar verification, 117compressing, 117-118goals, 109-110inputs, 110preliminary, 115-116presenting, 119-120reality checks, 116-117

B

BAC (Budget at Completion), 148

backup procedures, 178baselines

configuration management benefit, 173

control, 141, 150creating, 176dates, saving, 354measuring, 144Microsoft Project, 333,

336-340resetting, 152

best practicescommunications

email, 250-251general, 245-246interpersonal, 253-254meetings, 252-253status reporting, 251-252

estimating, 101-102issue management, 191-192kickoff meetings, 268-269

BOM (Bill of Materials), 84bottom-up estimating, 99breach (contracts), 324breakdown structures, 84budgets. See also costs

challenges, 131-132completion, (BAC), 148cost sources, 126-129

changes, 129disposal, 129equipment, 128fees, 128labor, 126licenses, 128materials, 128operational, 129overhead, 129training, 129travel, 129

finalizing, 130-131importance, 124-125initial, 129-130planning, 70principles, 125-126

407checklists

minimizing, 165-166organizational, 238performance reporting, 145planning, 70requirements definitions, 161risks source, 204scope statements, 161technology, 161types, 157uncontrolled, 156

charge codes, 321charters, 40

expectations impact, 267team, 282

chartsGantt, schedules, presenting,

119milestone, 41, 119organization, 41

checklistsproject definition, 54

acceptance, 56approach, 56general questions, 54scope, 55stakeholders, 55

project end, 320-322accomplishments,

marketing, 322accounts, closing, 321celebrating, 322charge codes, 321client acceptance, 320contracts, closing out, 321financials, 321lessons learned, 321performance evaluations,

322personal resume updates,

322referrals/references, 322repository updates, 321resource schedule

updates, 322transitioning deliverables

to owners, 321project plans, 74quality, 217testing process, 377

hard milestone dates, 365-367

lite environments, 362-364quality schedules, lacking,

364-365selections/evaluations,

370-375turnover, 369-370

requirements, 270-271risks

processes, 208-209terminology, 210unacknowledged risks,

208undetected risks, 207

teams, 286-287uncharted territory, 14

Change Control Board (CCB), 165

changesacceptance criteria, 161agile approaches, 385approvals, 173business driver, 161CCB, 165challenges, 166-168change control/configuration/

organizational management comparison, 158

control, 138-140challenges, 150communication, 160expectations impact, 267guidelines, 163planning, 72, 159principles, 162problems, 37request forms, 42,

163-165scope, minimizing, 160stakeholder education,

160system, 159-160unplanned scope, 160-162watchdogs, 160

costs, 129defined, 156deliverables, tracking, 175identifying, 173leadership needs, 229

misaligned, 116verification, 117

callout features (Microsoft Project), 351

cancelling projects, 325canned reports, 350CAPM (Certified Associate

Project Management Professional), 400

CCB (Change Control Board), 165

CCPM (Critical Chain Project Management), 392

50% probability estimates, 393

buffers, 393-394critical chain, 392estimating, 393overview, 392relay runners, 394resources, 393system, 393Theory of Constraints, 392

celebrating closure, 322central planning, project

oversight mode (PMOs), 387central repository, creating, 175certifications, 399-400Certified Associate Project

Management Professional (CAPM), 400

challenges, 14-16budgets, 131-132change control, 166-168closing, 322-323collaboration, 16communications, 15, 240-241competing demands, 15configuration management,

181-182control, 150-151cutting edge, 15estimating work, 16multiple expectations, 14organizational impacts, 16quality, 221-222real-life scenarios

difficult resources, 368-369

408 checkpoints

voicemail, 248web conferencing, 249

compelling communications, 243competing demands challenges,

15completion, 325

15% Completion Rule, 14090% done, 150criteria, 141

control challenges, 150expectations impact, 267quality, 218testing process, 377

planning problems, 38comprehensive budgets, 125compressing schedules, 117-118computer-based training, 401concise communications, 243conferencing, 248-249configuration management

access controls, 176activities, 181archive folders, 179backups, 178baselines, creating, 176benefits, 173-174best practices, 175-179central repository, creating,

175challenges, 181-182change control/organizational

change management comparison, 158

changes, tracking, 175CYA (Cover Your Assets), 174defined, 172deliverable trackers, 177directory structures, 176document section standards,

176enterprise, 172file-naming conventions, 176gatekeepers, 175identification, 174multiple processes, 178plans, 72, 172

creating, 178overview, 180recommended sections,

180-181

big picture, 265challenges, 15, 240-241change control, 160cross-functional projects, 297direct audio, 248distribution lists, 245email, 248-251face-to-face, 247five Cs, 243follow-through, 243formal, 238, 307general best practices,

245-246importance, 239-240inaccurate work estimates, 97instant messaging, 248interpersonal, 239, 253-254kickoff meetings. See kickoff

meetingsknowledge area, 12leadership needs, 229lite environments, 363manners, 243meetings, 252-253nonverbal, 245organizational change, 238planning, 41, 71-72, 242-243prioritizing, 243proactive, 244problems, 36procurement, 308purpose/vision, 388relationship building, 244responsibilities, 243savviness, 244schedules, presenting,

119-120skills, 26social networking, 250stakeholder expectations,

266status reporting, 251-252team

differences, 293tools, 250

texting, 249-251tools, 246-247vendors, controlling, 374video conferencing, 248virtual projects, 301

checkpointscontrol, 142expectations impact, 267

clarity, ensuring, 152clear communications, 243client interaction preparations,

283closing process group, 11closure

absorption, 325cancellation, 325challenges, 322-323checklist, 320-322

accomplishments, marketing, 322

accounts, closing, 321celebrating, 322charge codes, 321client acceptance, 320contracts, closing out, 321financials, 321lessons learned, 321performance evaluations,




to owners, 321collapse, 325completion, 325contract termination, 324deterioration, 325displacement, 325principles, 320

coach role, 24, 227collaboration

agile approaches, 386challenges, 16environment, 283planning, 62software, 395-396tools, 190

collapse (projects), 325collocating teams, 282communications

audio conferencing, 249

409control

frequency, 145issues, 145risks, 145stakeholders, 144-145summary page, 144surprises, avoiding, 145visual thinking, 144

prevention, 137priorities, focusing, 139processes, 138procurement, 139projects, 70, 139quality, 139recoveries, 151-152responsibilities, assigning,

191risks, 138-198

assessment questionnaire, 202-203

buy-in, 200challenges, 207-209consistency, 198continuity, 199focus, 199healthy paranoia, 198identification, 199impact assessment, 200leadership needs, 230monitoring, 200prioritizing, 200probability, 199quality, 222relentless, 199responses, 200-202sources of risk, 203-206strategies, 209-210systematic, 198terminology, 210

scale, 139stakeholder expectations,

267techniques, 141-143

baselines, 141completion criteria, 141escalation thresholds, 143formal signoffs, 142independent quality

assurance auditor, 143milestones/checkpoints,

142

expectations impact, 267guidelines, 163minimizing changes,

165-166planning, 72, 159principles, 162request forms, 163-165scope, minimizing, 160stakeholder education,

160system, 159-160unplanned scope, 160-162watchdogs, 160

consistency, 140deliverables, 138detection, 137elements, 139EVM, 146-148expectations, 140issues, 138

administrative process, 186

best practices, 191-192buy-ins, 192clear process, 188data points, 192elements, 187-189escalation, 188, 191issue logs. See issue logsobjective, 186overview, 186processes, adapting, 192project manager mindset,

187resolution, facilitating, 191reviewing frequently, 192root causes, 191training, 192unique IDs, 191

natural, 139organizational control, 140overview, 136-137paying attention early, 140performance reporting, 138,

144-145accomplishments,

highlighting, 144baselines, measuring, 144changes, 145forecasts, 145

products with multiple components, 178

protection, 175review/revision/approval

process, defining, 175search keyword conventions,

176tools, 178versioning schemes, 176

conflict resolutionleadership needs, 229teams, 283

consistencycommunications, 243control, 140, 151risk management, 198selection/evaluation

processes, 375constraints

defined, 210Project Definition document,

51context (Project Definition

document), 51contingencies

buffers, 366inaccurate work estimates, 98

contracts, 313awareness, 307closing out, 321elements, 313-314legally binding conditions,

313selection/evaluation

processes, 375summary, 315-316terminating, 324types, 314vendors, 308

Contractual WBS (CWBS), 84control

access, 176action, 138challenges, 150-151changes, 138-140, 157

challenges, 166-168communication, 160configuration/

organizational change management comparison, 158

410 control

definition document, 50-53

planning comparison, 49-50

questions, 48risks, 207stakeholder expectations,

266validation, 64

requirementschanges, minimizing, 165cross-functional projects,

297work, 97

definition checklist (project), 54acceptance, 56approach, 56general questions, 54scope, 55stakeholders, 55

definition documents, 40, 50-53alternative approaches, 52assumptions, 51constraints, 51context, 51dependencies, 51goals and objectives, 51organizational change issues,

52out-of-scope specifications,

51policies/standards, 52preliminary cost, schedule,

resource estimates, 52purpose, 50recommended approach, 52risks, 51scope specifications, 51stakeholders, 52success criteria, 51supporting document

references, 53virtual scope summary, 53

deliverablesacceptance, 310access controls, 176archive folders, 179backups, 178baselines, creating, 176

functional leaders, choosing, 295

group value, 295issues, 294kickoff meetings, 296leadership techniques,

295-297principles, 292-295

communications, 293effort, 295fundamentals, 292leadership, 293understanding, verifying,

294requirements definition, 297resource manager

commitments, 296sponsorship/governance, 295workflow process, focusing,

296culture (organizational), 140customers

focused quality, 216, 220perspective quality, 220

custom fields (Microsoft Project), 334, 344, 348

cutting edge challenges, 15CV (Cost Variance), 148CWBS (Contractual WBS), 84CYA (Cover Your Assets), 174

D

databases, 190data points (issue management),

188, 192default calendars, 332default settings (Microsoft

Project), 342defects

defined, 186, 210tracking, 378

defininggatekeepers, 175projects

changes, minimizing, 165definition checklist, 54-56

requirements, tracking, 142

reviews, 142small work packages, 141status meetings, 141V method, 143

thorough planning, 140variance responses, 146vendor communications, 374WBS, 85

controlling process group, 11copy/paste enhancement

(Microsoft Project), 357Copy Picture function (Microsoft

Project), 338-349corporate governance, 390-392Cost Performance Index (CPI),

148costs. See also budgets

control challenges, 150knowledge area, 12planning, 70price war problems, 36quality, 221reimbursable contracts, 314risk source, 204sources, 126-129tasks versus resources, 130

Cost Variance (CV), 148courteous communications, 243Cover Your Assets (CYA), 174CPI (Cost Performance Index),

148crashing, 118Critical Chain Project

Management. See CCPMcritical path (schedules), 118cross-cultural projects, 298

issues, 294principles, 292-295


294cross-functional projects, 297

alignment, 296communications, 297dysfunction, 297

411effort distribution estimating

directory structures, creating, 176

disaster recovery, 173displacement, 325disposal costs, 129distributed teams, 151

communications, 301control challenges, 151environment, 283face-to-face time, 299productivity, verifying, 301responsiveness, 300software, 395-396team rules/procedures,

establishing, 299time zone designations, 300virtual meeting protocols,

300distribution lists, 245documents

all-encompassing planning, 61

budget assumptions, 126central repository, creating,

175configuration management

plan, 172lessons learned, 321project definition, 50

progressive elaboration, 51

recommended elements, 52-53

required elements, 50-52section standards, 176testing process, 376

done, clarifying, 366drawing tools (Microsoft Project),

357

E

EAC (Estimate at Completion), 148

Earned Value Management (EVM), 146-148

educating stakeholders, 264effort distribution estimating, 99

outsourcing projects, 310Project Definition document,

51resource leveling, 345unrealistic schedules, 112

detail planning, 62deterioration, 325differences (environments)

cross-cultural, 298cross-functional, 297

alignment, 296communications, 297dysfunction, 297functional leaders,

choosing, 295group value, 295kickoff meetings, 296leadership techniques,

295-297requirements definition,

297resource manager

commitments, 296sponsorship/governance,

295workflow process,

focusing, 296issues, 294principles, 292-295


294virtual, 298-301

communications, 301face-to-face time, 299productivity, verifying, 301responsiveness, 300team rules/procedures,

establishing, 299time zone designations,

300virtual meeting protocols,

300difficult resources, 368-369direct audio communications,

248

benefits, 173-174best practices, 175-179central repository, creating,

175challenges, 181-182changes, tracking, 175CM plans

creating, 178overview, 180recommended sections,

180-181configuration management,

172control, 138CYA (Cover Your Assets), 174defined, 172directory structures, 176document section standards,

176file-naming conventions, 176gatekeepers, 175identification, 174lite environments, 363multiple processes, 178pre-verification, 220products with multiple

components, 178protection, 175review/revision/approval

process, defining, 175schedule quality, 364search keyword conventions,

176stakeholder expectations,

261-263summary, 42tools, 178tracking, 173, 177transitioning to owners, 321value-added

lite environments, 363successful PMOs, 388-390

versioning schemes, 176WBS, 78

Delphi tech estimating, 99dependencies

defined, 210external, 344logical, 344

412 elements

risks, 96techniques, 99timeline, 94top-down, 99

evaluation process, 370-375clear processes, 372consistency, 375criteria, 373driving strategies, 371evaluators, tailoring to, 373expertise, leveraging, 375factors, 372fairness, 375gaps, documenting, 375goals, 371negotiation/contract

development times, 375open-book approach, 374partnerships, 375performance, 322procurement partnering, 372quality, 373reasons, 371scaling to risk, 371scoring, 373short list, streamlining, 375timing, 374vendor

communications, controlling, 374

contacts, valuing, 375web-based solutions, 396

EVM (Earned Value Management), 146-148

Executing process group, 11expectations

control, 140lite environments, 363managing, 108quality, 216stakeholders

assumptions, avoiding, 265

beyond scope, 260big picture,

communicating, 265buy-in, 264control/execution, 267critical success factors,

260-263

accounts, closing, 321celebrating, 322charge codes, 321client acceptance, 320contracts, closing out, 321financials, 321lessons learned, 321performance evaluations,




to owners, 321collapse, 325completion, 325contract termination, 324deterioration, 325displacement, 325principles, 320

enterprise configuration management, 172

equipment costs, 128escalation

procedures, 188thresholds, 143

estimating50% probability, 393CCPM, 393challenges, 16at completion (EAC), 148durations (Microsoft Project),

345stakeholder expectations,

266work

accuracy levels, 101best practices, 101-102bottom-up, 99effort distribution, 99heuristic, 99inaccurate, 97-98issues, 94methods, 100parametric, 99phased, 99plans, 66

elementscontracts, 313-314issue management system,

187-189clear process, 188escalation procedures,

188issue logs, 188-190

project control, 139project definition document,

50-53alternative approaches, 52assumptions, 51constraints, 51context, 51dependencies, 51goals and objectives, 51organizational change

issues, 52out-of-scope

specifications, 51policies/standards, 52preliminary cost, schedule,

resource estimates, 52purpose, 50recommended approach,

52risks, 51scope specifications, 51stakeholders, 52success criteria, 51supporting document

references, 53virtual scope summary, 53

schedules, 106stakeholder expectations

critical success factors, 260-263

execution, 261-263kickoff meetings, 262mini-kickoff meetings, 262project impact, 261-263work products, 261-263

email communications, 248-251ending projects

absorption, 325cancellation, 325challenges, 322-323checklist, 320-322

accomplishments, marketing, 322

413high-performing teams

governance, 295, 391-392graphical WBS, 78Greenleaf Center for Servant-

Leadership website, 235Greenleaf, Robert, 233groups, process, 10-11guidelines

change control system, 163requirements, 272WBS, building, 86-88

H

hard milestone dates, 365-367competing demands, 366contingency buffers, 366done, clarifying, 366drivers, clarifying, 365mini-milestones, 367must have functionality, 366phased implementations, 367scope, 366team work efforts, 366testing, prioritizing, 367

headers (Microsoft Project), 343healthy paranoia, 198heuristic estimating, 99high-maintenance staff, 286high-performing teams, 278

principles, 279-282expectations, 279focus, 279management styles,

adapting, 279marketability, improving,

280recognition/rewards, 281synergy, 281team planning, 279

productivity, facilitating, 280proven techniques

client interactions, 283collaboration environment,

283collocating, 282conflict resolution, 283connections, 285expertise, leveraging, 283

finalizing budgets, 130-131financials, finalizing, 321five Cs of communication, 243Flexible Development website,

403focus (teams), 279follow-through (communication),

243footers (Microsoft Project), 343forecasts, 145formal communications, 238,

307formal sign-offs, 142

changes, minimizing, 165expectations impact, 267

frequencyissue reviews, 192performance reporting, 145status checks, 152

G

Gantt Bar, 337Gantt charts, 119gatekeepers, 175general communications,

245-246decision seriousness, 246flowing information, 246natural strengths, leveraging,

245point men, assigning, 245push/pull methods, 245stakeholder analysis, 245technology, 246

general questions (definition checklist), 54

goalskickoff meetings, 268project definition document,

51schedule building, 109-110selection/evaluation

processes, 371SMART, 53visualizing, 230

gold-plating, avoiding, 222Goldratt, Eliyahu M., 392

execution, 261-263kickoff meetings, 262,

268-269leadership needs, 229looking/listening, 265mini-kickoff meetings, 262perspective, 265planning, 266-267priorities, 265project impact, 261-263quantifying, 264reality and perception,

balancing, 259requirements

management, 269-271taking care of business,

265under-promise, over-

deliver, 261value, 258work products, 261-263

teams, 279timeline, 353

expert estimating, 100external dependencies

(Microsoft Project), 344

F

face-to-face communications, 247, 299

facilitator role, 24, 227facilities, 205fast tracking, 118features (Microsoft Project), 333

baselining, 336, 340calendars, 334Copy Picture function, 338custom fields, 334Gantt Bar, 337information sharing, 338resource over-allocation, 339tasks, 337-339Timescale, 338visual indicators, 334WBS, 338

feeder buffers, 393file-naming conventions, 176

414 high-performing teams

K

kickoff meetings, 262, 268-269cross-functional projects, 296expectations impact, 267goals, 268overview, 268recommendations, 268-269teams, 282

knowledge areas (PMBOK), 12

L

labor costs, 126leadership

areas, 228-230cross-cultural, 298cross-functional projects,

293-297alignment, 296communications, 297dysfunction, 297functional leaders,

choosing, 295group value, 295issues, 294kickoff meetings, 296requirements definition,

297resource manager

commitments, 296sponsorship/governance,

295workflow process,

focusing, 296keys, 230

ownership, 232progress, facilitating, 231putting people first, 230resilience, 232respect, earning, 231self-control, 233striving for excellence, 232taking another

perspective, 231teaching, 232trust, 231

issue logs, 188administrators, 188cycling, 192data points, 188tools, 190visibility, 192

issue managementadministrative process, 186assigning issues, 192best practices, 191-192budgets, 131-132business, 229clear process, 188control, 138cross-functional projects, 294data points, 192defined, 186, 210elements, 187-189escalation

avoiding, 191procedures, 188

expectations impact, 267issue logs, 188

administrators, 188data points, 188issues cycling less than

reporting periods, 192tools, 190visibility, 192

objective, 186overview, 186performance reporting, 145planning, 71processes, adapting, 192project manager mindset

process, 187resolution, 152, 191responsibilities, assigning,

191resources, 98reviewing frequently, 192root causes, 191schedules, 105team differences, 294technical, 229training, 192unique IDs, assigning, 191work estimations, 94

kickoffs, 282leadership responsibilities,

sharing, 285orientation, 284productive meetings, 282project repositories, 283rituals, 284standards, 283task assignments, 284team charters, 282

qualities, 278team selection, 279

historical estimating, 100Human Resources knowledge

area, 12

I

identifyingdeliverables, 174-175risks, 199targets, 216

improper work definitions, 97inaccurate work estimates

improper work definitions, 97lack of contingency, 98management decisions, 98poor communication, 97resource issues, 98wrong people estimating, 97wrong techniques, 98

inadequate responsibilities problems, 36

independent audits, 218independent quality assurance

auditors, 143influencing organizations

leadership needs, 229initial budgets, 129-130Initiating process group, 11instant messaging

communications, 248insurance agent role, 25Integration knowledge area, 12interpersonal communications,

239, 253-254

415Microsoft Project

responsibilityplanning, 73stakeholder expectations,

267measuring

baselines, 144performance, 109progress, 151

meetingscommunications, 252-253kickoff, 262, 268-269

cross-functional projects, 296

expectations impact, 267goals, 268overview, 268recommendations,

268-269teams, 282

mini-kickoff, 262productivity, 282status, 141virtual, 300

mentoring, 369, 400metrics, testing, 377Microsoft Project

baseline, 340check example, 336dates, saving, 354

buffers, 354calendars

multiple, 332overview, 334part-time resources, 333setting, 343types, 332

Copy Picture function, 338custom fields, 334database, 331dates, 331default settings, 333features, 333Gantt Bar, 337impacts, displaying, 354information sharing, 338new features, 355

copy/paste enhancement, 357

drawing tools, 357PDF/XPS output, 357

logical dependencies (Microsoft Project), 344

logsissue, 188

administrators, 188cycling, 192data points, 188tools, 190visibility, 192

project, 42

M

management reserves, finalizing, 131

managers (project)common mistakes, 29contract administrator

conflicts, 308demand, 16-17inadequate, 37issue management mindset,

187leadership, 227

qualities, 227-228roles, 227skills integration, 225

PMP certification, 17quality responsibilities, 217roles, 24-25scheduling weaknesses, 105skills, 25-27

business management, 26communication, 26fundamentals, 25leadership, 26technical, 26vendors/procurement, 312

successful qualities, 27-28manners, 243manual resource leveling, 345material costs, 128matrix

requirements traceability, 142control challenges, 151expectations impact, 267quality, 217testing process, 376

visualizing goals, 230weakness compensation,

232lite environments, 363project managers. See

project managersservant, 233-234skills integration, 26, 225virtual projects, 298-301

communications, 301face-to-face time, 299productivity, verifying, 301responsiveness, 300team rules/procedures,



300lessons learned, documenting,

321leveling resources, 116, 345-347

assigning resources to summary tasks, 345

Level Only with Available Slack option, 347

manual, 345Priority column, 346results, checking, 347task dependencies, 345

Level Only with Available Slack option (Microsoft Project), 347

librarian role, 25license costs, 128lite environments, 362-364

communication, 363core focus, 362expectations, 363leadership, 363monitoring/tracking, 363multiple iterations, 364personal contact/

relationships, 363relationship building, 363schedules, 363value-added deliverables,

363work products, generating

early, 363

416 Microsoft Project

multiple iterations (lite environments), 364

multiple passes (planning), 61must have functionality, 366mutual agreements, 324

N

negotiating power, 174network diagrams, 120new features (Microsoft Project),

355copy/paste enhancement,

357drawing tools, 357PDF/XPS output, 357Task Inspector, 357Team Planner, 357text wrapping, 357Timeline View, 355Top-Down Summary Tasks,

356user-controlled scheduling,

356noncritical tasks, assigning, 370nonverbal communication, 245notebook (projects), 43

O

objectivesproject definition document,

51WBS, 85

objectivityPPM, 390successful PMOs, 388-390

OBS (Organizational BS), 84one time, 8online resources, 19open-book approach, 374operational costs, 129operations compared to

projects, 8-9organization charts, 41Organizational BS (OBS), 84

tasksduration = work effort *

resource units, 332displaying, 339formats, 337

timeline expectations, 353timescale, 338visual indicators, 334WBS, 338

milestonescharts, 41control, 142expectations impact, 267hard dates, 365-367

competing demands, 366contingency buffers, 366done, clarifying, 366drivers, clarifying, 365mini-milestones, 367must have functionality,

366phased implementations,

367scope, 366team work efforts, 366testing, prioritizing, 367

mini, 367schedules

quality, 364presenting, 119

Mindjet MindManager tool, 398mind maps, 398-399mini-kickoff meetings, 262mini-milestones, 367minimizing changes, 165-166

approaches, 166assumptions, tracking, 166clear project definitions, 165formal sign-offs, 165post-implementation

deferment, 166requirements definitions, 165stakeholders, engaging, 165trace requirements, 165WBS, 166

misaligned calendars, 116monitoring risks, 200multiple calendars, 332multiple expectations

challenges, 14

Task Inspector, 357Team Planner, 357text wrapping, 357Timeline View, 355Top-Down Summary

Tasks, 356user-controlled

scheduling, 356new schedule files

calendar, setting, 343custom fields, 344default settings,

reviewing, 342estimated durations, 345external dependencies,

344headers/footers, 343logical dependencies, 344resources, assigning, 345start dates, setting, 341summary tasks, 342tasks, entering, 343

overhead tasks, 355planned versus actual

baseline, 333progress, recording, 354reports, 347-352

audience needs, 350basics, 348callout features, 351canned reports, 350Copy Picture function, 349custom fields, editing, 348fields/columns, displaying,

348formats, 348graphical indicators, 349multiple versions, 352multiple views, 351page setup options, 350tasks, displaying, 348Timeline View, 352timescale, 349visual, 351

resourcesassignments, 353-355leveling, 345-347over-allocation, 339

starting over, 355subtask names, 354

417performance

overheadcosts, 129tasks, 355

overtime, 118ownership, 232

P

parametric estimating, 99Pareto principle, 284Parkinson’s Law, 394part-time resources, 333PBS (Project breakdown

structure), 84PDA (Prevention, Detection, and

Action), 137-138PDF output (Microsoft Project),

357performance

evaluations, 322measuring, 109reporting, 138, 144-145

accomplishments, highlighting, 144

baselines, measuring, 144changes, 145EVM, 149forecasts, 145frequency, 145issues, 145risks, 145stakeholders, 144-145summary page, 144surprises, avoiding, 145visual thinking, 144

successful, 324teams, 278

challenges, 287charters, 282client interactions, 283collaboration environment,

283collocating, 282conflict resolution, 283connections, 285expectations, 279expertise, leveraging, 283focus, 279

roles/responsibilities, 309win-win relationship

building, 308project manager skills

required, 312selections/evaluations,

370-375clear processes, 372consistency, 375driving strategies, 371evaluation criteria/scoring,

373evaluators, tailoring to,

373expertise, leveraging, 375factors, 372fairness, 375gaps, documenting, 375goals, 371negotiation/contract

development times, 375open-book approach, 374partnerships, 375procurement partnering,

372quality, 373reasons, 371scaling to risk, 371short list, streamlining,

375timing, 374vendor communications,

controlling, 374vendor contacts, valuing,

375seller tips, 311-312turnover risk, 370

over-allocated resourcesleveling, 116, 345-347




Microsoft Project, 339quality, 221responses, 117schedules, 116

organizationschallenges, 16changes

communications, 238issues, 52management, 158

culture, 140influencing, 229problems, 35project management value,

13risk source, 204stakeholder expectations,

266updating, 69

organizer role, 24outline WBS, 78out-of-scope specifications, 51outsourcing projects

buyer tips, 309-311certifications, 311deliverable acceptance,

310dependencies, 310goals, aligning, 309go to partners, 311quality, 310risk, reducing, 310trying out vendors, 311vendors, 310-311WBS, 309

contracts, 313administrator conflicts,

308elements, 313-314legally binding conditions,

313summary, 315-316types, 314

formal communications, 307PMI buyer/seller standards,

306principles, 306-309

clarification, 309commitment, 308contracts, 307-308formality, 308fundamentals importance,

306multifaceted, 307

418 performance

Project Management Professional certification (PMP), 17

quality definition, 214Risk Management

Professional (PMI-RMP), 399Scheduling Professional

(PMI-SP), 399special interest groups, 401standards documents, 18website, 10

PMOs (Project Management Offices), 106, 386

central planning, project oversight mode, 387

organizational scope, 386responsibilities, 387successful traits, 388-390

aligning strategy with delivery, 390

corporate culture alignment, 388

evolving, 388execution, focusing, 389fundamentals,

standardizing, 388objectivity, 389pessimistic scenarios, 389pilot projects, 388project administration

support, 389purpose/vision,

communicating, 388resource allocation, 390senior management

support, 388value-added deliverables,

389support mode, 387

PMP (PMI Project Management Professional) certification, 17, 399

point menassigning, 245role, 24, 227

police officer role, 25pooling buffers, 394poor performers, 286post-implementation deferment,

166

detail, 62issues, 71leadership needs, 229organization, 69principles

all-encompassing document, 61

collaboration, 62multiple passes, 61proactive approach, 61purpose, 60reviewing, 151success factors, 61

problems, 37procurements, 71-72project definitions

comparison, 49-50validating, 64

projects. See projects, planning

quality, 42, 71-73, 216-219questions to answer, 62-64resources, 65, 73responsibilities, 67, 73risks, 42, 73roles, 67rolling wave, 60schedules, 66staffing, 42stakeholder expectations,

266-267teams, 71, 279testing process, 376variance, 73work

defined, 83estimations, 66

Planning process group, 11PMBOK (Project Management

Body of Knowledge), 10PMBOK® Guide–Fourth Edition,

10PMI (Project Management

Institute), 10Agile Certified Practitioner

(PMI-ACP), 384, 399buyer/seller standards, 306certifications, 399-400knowledge areas, 12process groups, 10-11

increasing, 280-282kickoffs, 282leadership responsibilities,

sharing, 285management styles,

adapting, 279orientation, 284principles, 279productive meetings, 282productivity, facilitating,

280project repositories, 283qualities, 278recognition/rewards, 281rituals, 284standards, 283task assignments, 284team planning/selection,

279WBS, 85

personal resume updates, 322persuader role, 24PgMP (Program Management

Professional), 399phases

deployment, 384estimating, 99implementations, 367schedule quality, 365

pilot projects, 388plan-do-review model, 385Planned Value (PV), 148planner role, 24, 227planning

30/60/90 day details, 365acceptance criteria, 64approach, 64change control, 70-72, 159checklist, 74communications, 41, 71-72,

242-243completion, 38configuration management,

72, 172creating, 178overview, 180recommended sections,

180-181control, 70, 140costs, 70

419procurements

fundamentals importance, 306

multifaceted, 307roles/responsibilities, 309win-win relationship

building, 308priorities

communications, 243focusing, 139Microsoft Project, 346risks, 200stakeholder expectations,

265testing, 367

proactive communications, 244proactive project management,

61problems

alignment, 35change control, 37communication, 36completion planning, 38inadequate responsibilities,

36organizational-level, 35planning, 37poor requirements definition,

38price wars, 36progress tracking, 38project-level, 35project managers, 37resource conflicts, 37roles/responsibilities, 36sponsors, 36stakeholder success, 36structure, 35underestimating changes, 37unforeseen technical

challenges, 38problem-solver role, 24, 227processes

control, 138-139groups, 10-11quality, 215risk challenges, 208-209

procurements. See also outsourcing projects

budget resources, 130knowledge areas, 12planning, 71-72

teaching, 232trust, 231visualizing goals, 230weakness compensation,

232ending projects, 320high-performing teams,

279-282expectations, 279focus, 279management styles,

adapting, 279marketability, improving,

280productivity, facilitating,

280recognition/rewards, 281synergy, 281team planning/selection,

279issue management

administrative process, 186

project manager mindset process, 187

Pareto, 284planning

all-encompassing document, 61

collaboration, 62multiple passes, 61proactive approach, 61purpose, 60reviewing, 151success factors, 61

quality, 216-217requirements, 271stakeholder expectations,

264-265team differences, 292-295


294vendor relationships, 306-309

clarification, 309commitment, 308contracts, 307-308formality, 308

PPM (Portfolio Project Management), 390-391

balance, 391corporate governance, 390objectivity, 390overview, 390program management,

compared, 390reporting, 391resource management, 391software, 391

preliminary schedules, building, 115-116

presenting schedules, 119-120Prevention, Detection, and

Action (PDA), 137-138pre-verifying deliverables, 220price wars, 36principles

budgets, 125-126change control, 162

communication, 160planning, 159scope, minimizing, 160stakeholder education,

160system, 159-160watchdogs, 160

communication, 242-244five Cs, 243follow-through, 243manners, 243planning, 242-243prioritizing, 243proactive, 244relationship building, 244responsibilities, 243savviness, 244

configuration management, 174-175

effective leadership, 230-232ownership, 232progress, facilitating, 231putting people first, 230resilience, 232respect, earning, 231self-control, 233striving for excellence, 232taking another

perspective, 231

420 productivity

examples, 8logs, 42management

defined, 8-10institute. See PMIoffices. See PMOsPMI definition, 10-12trends, 17-18value, 13-14

notebook, 43ongoing operations,

compared, 8-9pilot, 388planning, 42

acceptance criteria, 64approach, 64changes, 70-72checklist, 74communications, 71-72configuration

management, 72control systems, 70costs, 70defined, 83detail, 62issues, 71organization, 69principles, 60-62procurements, 71-72project definition

validation, 64project information, 70quality, 71-73questions to answer,

62-64resources, 65, 73responsibilities, 67, 73risks, 73roles, 67rolling wave, 60schedules, 66team management, 71variance, 73work estimations, 66

problems. See problemsrecoveries, 151-152requirements, 40successful

defined, 34qualities, 39-40

change control/configuration/organizational management comparison, 158

change request forms, 163-165

communication, 160control system, 157-163defined, 156minimizing, 165-166planning, 159scope, minimizing, 160stakeholder education,

160types, 157uncontrolled, 156unplanned scope, 160-162watchdogs, 160

charters, 40control. See controldefining, 8

changes, minimizing, 165planning comparison,

49-50definition documents, 53questions, 48risks, 207stakeholder expectations,

266validation, 64

definition checklist, 54acceptance, 56approach, 56general questions, 54scope, 55stakeholders, 55

definition documents. See definition documents

endingabsorption, 325cancellation, 325challenges, 322-323checklist, 320-322collapse, 325completion, 325contract termination, 324deterioration, 325displacement, 325principles, 320

productivitymeetings, 282verifying, 301

Program Management Professional (PgMP), 399

progressfacilitating, 231measuring, 151tracking problems, 38

progressive elaboration, 51project managers

common mistakes, 29contract administrator

conflicts, 308control challenges, 150demand, 16-17inadequate, 37issue management mindset,

187leadership, 227

qualities, 227-228roles, 227skills integration, 225

PMP certification, 17quality responsibility, 217roles, 24-25scheduling weaknesses, 105skills, 25-27


successful qualities, 27-28projects

acceptance criteria, 161breakdown structure, 84challenges, 14-16

collaboration, 16communication, 15competing demands, 15cutting edge, 15estimating work, 16multiple expectations, 14organizational impacts, 16uncharted territory, 14

changeschallenges, 166-168

421real-life scenarios

leadership, 363monitoring/tracking, 363multiple iterations, 364personal contact/

relationships, 363relationship building, 363schedules, 363value-added deliverables,

363work products, generating

early, 363quality schedules, lacking,

364-365selections/evaluations,

370-375clear processes, 372consistency, 375driving strategies, 371evaluation, 373expertise, leveraging, 375factors, 372fairness, 375gaps, documenting, 375goals, 371negotiation/contract





375testing process, 376-378

checklists, 377completion criteria, 377customer experience,

376-378data, 377defects, tracking, 378expertise, leveraging, 376high risk items, identifying,

376

reviews, 218small work packages, 218standards, 218templates, 217V method, 219

vendor activities, 310verification, 215-217

quantitative estimating, 99quartermaster role, 24questions

definition checklistacceptance, 56approach, 56general, 54scope, 55stakeholders, 55

project definitions, 48project planning, 62-64risk assessment, 202-203

R

RBS (Resource BS), 84readiness checkpoints (testing),

377reality

perception, balancing, 259schedules, checking, 116-117

real-life scenariosdifficult resources, 368-369hard milestone dates,

365-367competing demands, 366contingency buffers, 366done, clarifying, 366drivers, clarifying, 365mini-milestones, 367must have functionality,

366phased implementations,

367scope, 366team work efforts, 366testing, prioritizing, 367

lite environments, 362-364communication, 363core focus, 362expectations, 363

promoting from within, 370protecting deliverables, 175purpose

planning, 60project definition document,

50push/pull communications

method, 245PV (Planned Value), 148

Q

qualitieshigh-performing teams, 278successful project managers,

27-28successful projects, 39-40

qualityappropriate levels, 216challenges, 221-222control, 139customer-focused, 216expectations, 216, 267independent quality

assurance auditors, 143knowledge area, 12management plan, 42outsourcing projects, 310planning, 71-73, 216, 219PMI definition, 214processes, 215products, 215project manager

responsibilities, 217requirements, 215schedules

reviewing, 119unable to develop,

364-365selections/evaluations

processes, 373strategies, 220-221target identification, 216tools

checklists, 217completion criteria, 218independent audits, 218requirements traceability

matrix, 217

422 real-life scenarios

Resource BS (RBS), 84resources

acquisition plan, 65allocation, 390

Microsoft Project, 339over-allocation, 117, 221successful PMOs, 388-390unrealistic schedules, 116

assigningdisplaying, 353fixed duration tasks, 355Microsoft Project, 345summary tasks, 353

buffers, 393calendars, 332CCPM, 393conflicts, 37difficult, 368-369inaccurate work estimates, 98leveling, 116, 345-347




manager commitments, 296needs, planning, 65online, 19over-allocation

Microsoft Project, 339quality, 221responses, 117schedules, 116

part-time, accounting, 333planning, 73PMI standards documents, 18PPM, 391procurement, 130schedules, 108, 322turnover, 369-370

respect, earning, 231responses

difficult resources, 368-369resource over-allocation, 117risks, 42, 73, 200-202turnover, 369-370variance, 146

summary page, 144surprises, avoiding, 145visual thinking, 144

PPM, 391status, 41

effective, 251-252expectations impact, 267

repositories, 43creating, 283updating, 321

requirementschallenges, 270-271control, 139definition documents, 50-52

assumptions, 51constraints, 51context, 51dependencies, 51goals and objectives, 51out-of-scope

specifications, 51purpose, 50recommended approach,

52risks, 51scope specifications, 51stakeholders, 52success criteria, 51

definitionschanges, minimizing, 165cross-functional projects,

297poor, 161problems, 38

expectations impact, 267guidelines, 272management tools, 396-397principles, 271projects, 40quality, 215risk source, 204, 207traceability matrix, 142, 165


resetting baselines, 152resolving

conflicts, 229issues, 152

metrics, 377multiple iterations, 376planning, 376production simulation, 377readiness checkpoints,

377requirements, tracing, 376scripting, 376types, 376

turnover, 369-370recognition (teams), 281recoveries, 151-152, 173reducing

issues. See issue management

risks, 310references, 322referrals, 322relationship building, 244, 363relay runners (CCPM), 394reports

Microsoft Project, 347-352audience needs, 350basics, 348callout features, 351canned reports, 350Copy Picture function, 349custom fields, editing, 348fields/columns, displaying,

348formats, 348graphical indicators, 349multiple versions, 352multiple views, 351page setup options, 350tasks, displaying, 348Timeline View, 352timescale, 349visual, 351

performance, 138, 144-145accomplishments,

highlighting, 144baselines, measuring, 144changes, 145EVM, 149forecasts, 145frequency, 145issues, 145risks, 145stakeholders, 144-145

423schedules

project managers, 24-25updating, 67

rolling wave planning, 60rule-of-thumb estimating, 99

S

salesman role, 25, 227saving baseline dates, 354scale, 139Schedule Performance Index

(SPI), 148schedules, 41

30/60/90 day detail plans, 365

agile approaches, 385budgets, 108building

calendar verification, 117compressing, 117-118goals, 109-110inputs, 110preliminary, 115-116reality checks, 116-117resource leveling, 116steps, 111-112team-based, 114walking through, 118-119work, sequencing,

113-114CCPM, 392

50% probability estimates, 393

buffers, 393critical chain, 392estimating, 393monitoring buffers, 394pooling buffers, 394relay runners, 394resources, 393system, 393Theory of Constraints, 392

critical path, 118defined, 83deliverables, 364developed without teams,

286elements, 106

impact assessment, 200monitoring, 200plans, 73prioritizing, 200probability, 199relentless, 199responses, 200systematic, 198terminology, 210

monitoring, 200performance reporting, 145PMI-RMP certification, 399prioritizing, 200probability, 199profiles, 199project definition document,

51reducing, 310responses, 42, 73, 200-202sources, 203-206

assumptions, 205budgets, 207business factors, 205changes, 204external factors, 205facilities, 205funding, 204organizations, 204project definitions, 207project management,

205-206project size/complexity,

204requirements, 204, 207schedules, 204, 207self-inflicted, 206sponsorships, 204stakeholder involvement,

204teams, 205technology, 205vendors/suppliers, 205WBS, 207

turnover, 369WBS, 85work estimations, 96

rituals (teams), 284roles

outsourcing projects, 309problems, 36

responsibilitiesassigning, 191communications, 243matrix, 41

planning, 73stakeholder expectations,

267outsourcing projects, 309PMOs, 387problems, 36quality, 217teams, 285updating, 67WBS, 85

resume updates, 322reviewing

control, 142deliverables, 175expectations impact, 267issues, 192planning, 151quality, 218schedules, 118-119

revisions, 175rewards (teams), 281risks

agile approaches, 386assessment questionnaire

options, 202-203challenges

processes, 208-209unacknowledged risks,

208undetected risks, 207

control, 138leadership needs, 230quality, 222strategies, 209-210

defined, 186, 210estimating, 100identifying, 199impact assessment, 200knowledge area, 12managing, 198

buy-in, 200consistency, 198continuity, 199focus, 199healthy paranoia, 198identification, 199

424 schedules

driving strategies, 371evaluation, 373evaluators, tailoring to,






375web-based solutions, 396

self-control (leaders), 233self-inflicted risks, 206sellers

defined, 306tips, 311-312

senior management support, 388

sequencing work, 113-114The Servant as Leader

(Greenleaf), 233servant leadership, 233-234sharing (Microsoft Project), 338shortening schedules, 117-118signoffs

formal, 267protecting, 173

simulations, 401skills

interpersonal, 253-254leadership, 230

integration, 225ownership, 232progress, facilitating, 231putting people first, 230

presenting, 119-120quality

challenges, 221unable to develop,

364-365resource leveling, 345-347




resources, 108, 322risks, 204, 207software, 115stakeholder expectations,

266unrealistic, 105

logical dependencies, 112misaligned calendars, 116over-allocated resources,

116WBS, compared, 81-83what-if analysis, 109

Schedule Variance (SV), 148scope

changes, minimizing, 160creep, 156definition checklist, 55gold-plating, avoiding, 222hard milestone dates, 366knowledge area, 12out-of-scope, 51PMOs, 386specifications, 51statements

poor, 161stakeholder expectations,

266unplanned changes, 160-162

scripting, 376search keyword conventions,

176selecting

teams, 279vendors, 370-375

clear processes, 372consistency, 375

expectations, managing, 108importance, 108-109lite environments, 363Microsoft Project

audience needs, 350baseline dates, saving,

354basics, 348buffers, 354calendar, 332, 343callout features, 351canned reports, 350Copy Picture function, 349custom fields, 344, 348dates, 331default settings,

reviewing, 342estimated durations, 345external dependencies,

344fields/columns, displaying,

348formats, 348graphical indicators,

349-351headers/footers, 343impacts, displaying, 354logical dependencies, 344multiple calendars, 332multiple versions, 352multiple views, 351overhead tasks, 355page setup options, 350progress, recording, 354resource assignments,

345, 353-355start dates, 341starting over, 355subtask names, 354summary tasks, 342tasks, 343, 348timeline, 352-353timescale, 349user-controlled, 356

milestones, 364partial example, 106part-time resources, 333performance, measuring, 109phases, 365planning, 66

425Team Planner (Microsoft Project)

statements (scope)poor, 161stakeholder expectations,

266status

check frequency, 152meetings, 141reporting, 41

effective, 251-252expectations impact, 267

stopping WBS, 88-89structure problems, 35student syndrome, 394subject matter experts (SMEs),

93subtask names (Microsoft

Project), 354success factors, 34

performance, 324planning, 61PMOs, 388-390project definition document,

51project managers, 27-28qualities, 39-40stakeholders

expectations, 260-263problems, 36

summary tasks (Microsoft Project), 342

suppliers, risk source, 205support mode (PMOs), 387SV (Schedule Variance), 148synergy (teams), 281

T

targets, identifying, 216tasks

calendars, 332costs versus resource costs,

130displaying, 339duration = work effort *

resource units, 332Inspector, 357

Team Planner (Microsoft Project), 357

educating, 264expectations

assumptions, avoiding, 265

beyond scope, 260big picture,

communicating, 265buy-in, 264control/execution, 267critical success factors,

260-263execution, 261-263kickoff meetings, 262,

268-269leadership needs, 229looking/listening, 265mini-kickoff meetings, 262perspective, 265planning, 266-267priorities, 265project impact, 261-263quantifying, 264reality and perception,

balancing, 259requirements

management, 269-271taking care of business,

265under-promise, over-

deliver, 261value, 258work products, 261-263

interpersonal communications, 239

involvement, 204needs, 145performance reporting

questions, 144project definition document,

52respect, earning, 231schedule reviews, 119success problems, 36

standardsquality, 218resources (PMI), 18teams, 283

start dates (Microsoft Project), 341

resilience, 232respect, earning, 231self-control, 233servant approach, 233-234striving for excellence, 232taking another

perspective, 231teaching, 232trust, 231visualizing goals, 230weakness compensation,

232project managers, 25-27


specific focus, 401targeting, 401

small workpackages, 218pages, 141

SMART (Specific, Measurable, Achievable, Rewarding, and Time-based) goals, 53

SMEs (subject matter experts), 93

social networking tools, 250software

collaboration, 395-396mind maps, 398-399PPM, 391scheduling, 115

special team situations, 286-287SPI (Schedule Performance

Index), 148sponsors, 295

problems, 36risk source, 204

staffing management plan, 42stakeholders, 14

analyzing, 245buy-in, 85changes

control, 160minimizing, 165

definition checklist, 55detail planning, 63

426 teams

texting communications, 249-251

text, wrapping (Microsoft Project), 357

Theory of Constraints, 392threats, 210thresholds, 143time

control challenges, 150knowledge area, 12

timeboxing, 385timelines

expectations, 353summary, 119

Timeline View (Microsoft Project), 352, 355

timescale (Microsoft Project), 338, 349

time-zone designations, 300tools

change request forms, 42charters, 40communication, 41, 246

audio conferencing, 249direct audio, 248email, 248face-to-face, 247instant messaging, 248security, 247social networking, 250teams, 250texting, 249-251video conferencing, 248voicemail, 248web conferencing, 249

configuration management, 178

definition documents, 40deliverable summary, 42drawing (Microsoft Project),

357issue logs, 190milestone charts, 41mind maps, 398-399organization charts, 41principles, 40project

logs, 42notebook, 43plan, 42repository, 43

selecting, 279staffing for quality, 220standards, 283synergy, 281task assignments, 284turnover, 369-370virtual/distributed

communications, 301control challenges, 151environment, 283face-to-face time, 299productivity, verifying, 301responsiveness, 300software, 395-396team rules/procedures,



300work efforts, focusing, 366

technical skills, 26technology

changes, 161communications, 246issues, 229risk source, 205

telephone communications, 248templates, 217testing, 376-378

checklists, 377completion criteria, 377customers

acceptance, 378experience, 376

data, 377defects, tracking, 378expertise, leveraging, 376high risk items, identifying,

376metrics, 377multiple iterations, 376planning, 376prioritizing, 367production simulation, 377quality phases, 222readiness checkpoints, 377requirements, tracing, 376scripting, 376types, 376

teams, 71, 282challenges, 286-287charters, 267, 282client interactions, 283collaboration

environment, 283software, 395-396

collocating, 282communication tools, 250conflict resolution, 283connections, 285differences, 295difficult, 368-369estimating, 100expectations, 279expertise, leveraging, 221,

283focus, 279high-performing, 281

principles, 279-282productivity, facilitating,

280proven techniques,

282-284qualities, 278team selection, 279

individual strengths, leveraging, 280

interpersonal communications, 239

kickoffs, 282leadership

needs, 229responsibilities, sharing,

285management styles,

adapting, 279marketability, improving, 280orientation, 284performance, 85, 278-280planning, 279productive meetings, 282productivity, facilitating, 280project repositories, 283recognition/rewards, 281risk source, 205rituals, 284rules/procedures,

establishing, 299schedules, 114, 118

427vendors

V

validatingproject definitions, 64V method, 143

valuecertification, 399customer satisfaction, 385deliverables

lite environments, 363successful PMOs, 388-390

groups, 295project management, 13-14stakeholder expectations,

258vendor contacts, 375

variancesanalysis, 146-148plans, 73responses, 146

vendorsbuyer tips, 310communications, 374contacts, valuing, 375contracts, 313

administrator conflicts, 308

elements, 313-314legally binding conditions,

313summary, 315-316types, 314

defined, 306formal communications, 307PMI buyer/seller standards,

306principles, 306-309

clarification, 309commitment, 308contracts, 307-308formality, 308fundamentals importance,

306multifaceted, 307roles/responsibilities, 309win-win relationship

building, 308project manager skills

required, 312

simulations, 401specific skills, focusing, 401targeting skills, 401tool-specific, 401

travel costs, 129trends, 17-18triple constraint of project

management, 15trust, 231turnover, 369-370

mentoring, 369outsourcing, 370preparations, 369promoting from within, 370risks, 369-370transition periods, 370visibility, increasing, 370

U

umbrella role, 24, 227unacknowledged risks, 208uncharted territory challenges,

14uncontrolled changes, 156underestimating changes, 37under-promise, over-deliver

principle, 261undetected risks, 207unforeseen technical problems,

38unique IDs, 191unplanned scope changes,

160-162unrealistic schedules

logical dependencies, 112misaligned calendars, 116over-allocated resources, 116

updatingorganizations, 69personal resumes, 322repository, 321resource schedules, 322responsibilities, 67roles, 67

qualitychecklists, 217completion criteria, 218independent audits, 218planning, 42, 219requirements traceability

matrix, 217reviews, 218small work packages, 218standards, 218templates, 217V method, 219

requirements, 40, 396-397responsibility matrix, 41risk

management, 202-203response plan, 42

schedules, 41staffing management plan, 42stakeholder expectations

control/execution, 267kickoff meetings, 268-269planning, 266-267requirements

management, 269-271status reports, 41training, 401

top-down estimating, 99Top-Down Summary Tasks

(Microsoft Project), 356trace requirements, 165tracking

assumptions, 166change requests, 164deliverable changes, 175deliverables, 173, 177lite culture procedures, 363requirements, 142, 165


test defects, 378training

computer-based, 401costs, 129mentoring, 400PMI special interest groups,

401

428 vendors

outsourcing projects, 309PBS, compared, 84RBS, compared, 84risks, 207schedules

compared, 81-83presenting, 120

small work packages, 141stakeholder expectations,

266work

decomposition, 80sequencing, 113-114

weaknesses, compensating, 232web-based solutions, 395-396web conferencing, 249websites

agile approaches, 403Agile Project Leadership

Network, 403Flexible Development, 403Greenleaf Center for Servant

Leadership, 235MindManager tool, 398online resources, 19PMI, 10, 400

weighted average estimating, 100

what-if analysis, 109win-win relationships, building,

308word processors, 190work

breakdown structure. See WBS

decomposition process, starting, 86

defining, 97estimating

accuracy levels, 101best practices, 101-102bottom-up, 99challenges, 16effort distribution, 99heuristic, 99inaccurate, 97-98issues, 94methods, 100parametric, 99phased, 99

understanding, verifying, 294

productivity, verifying, 301responsiveness, 300team rules/procedures,

establishing, 299time zone designations, 300virtual meeting protocols,

300virtual scope summary, 53virtual teams. See distributed

teamsvisibility

increasing, 152issue logs, 192

visual indicators (Microsoft Project), 334

visualizing goals, 230V method, 143, 219voicemail communications, 248

W

walking through schedules, 118-119

WBS (work breakdown structure), 77

analogous, 99BOM, compared, 84building, 86-89

depth, 88details, 87guidelines, 86-88size, 88stopping, 88-89work decomposition

process, starting, 86changes, minimizing, 166CWBS, compared, 84defined, 78deliverables, 78graphical, 78importance, 84Microsoft Project, 338objectives, 85OBS, compared, 84organizing, 85outline, 78

risk source, 205selections/evaluations,

370-375clear processes, 372consistency, 375driving strategies, 371evaluation, 373evaluators, tailoring to,






375tips, 311-312

verificationcalendars, 117deliverables, 220productivity, 301quality, 215-217V method, 143

version control, 175-176video conferencing, 248-249virtual meetings, 300virtual projects, 298-301

communications, 301face-to-face time, 299issues, 294principles, 292-295

communications, 293effort, 295fundamentals, 292leadership, 293

429XPS output (Microsoft Project)

risks, 96techniques, 99timeline, 94top-down, 99

planning, 66, 83products. See deliverables sequencing, 113-114

X – Z

XPS output (Microsoft Project), 357

Project Management Absolute Beginner’s...

Documents

Transcript of Project Management Absolute Beginner’s...