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Project Management Essentials Springfield Public Schools 2010-2011.
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Transcript of Project Management Essentials Springfield Public Schools 2010-2011.
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Project Management Project Management EssentialsEssentials
Springfield Public SchoolsSpringfield Public Schools2010-20112010-2011
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What is a What is a Project?Project?
According to the According to the Project Management Project Management Institute (PMI)Institute (PMI)::
““A project is a temporary endeavor undertaken to A project is a temporary endeavor undertaken to create a unique product, service, or result.”create a unique product, service, or result.”
SPS further defines a projectSPS further defines a project. . .. . . Any task or set of tasks that will require at least 75 hours of Any task or set of tasks that will require at least 75 hours of
staff time to completestaff time to complete• OROR
Any task or set of tasks that will result in a significant change Any task or set of tasks that will result in a significant change to an SPS policy, procedure, or practiceto an SPS policy, procedure, or practice
• ANDAND Requires the involvement of more than one SPS departmentRequires the involvement of more than one SPS department
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How does a Project differ from How does a Project differ from Operational WorkOperational Work??
According to the According to the Project Management Project Management Institute (PMI)Institute (PMI)::
““Projects and Operational Work differ primarily in Projects and Operational Work differ primarily in that that operations are ongoing and operations are ongoing and repetitiverepetitive, while , while projects are temporary projects are temporary and uniqueand unique.” (note: a project can become .” (note: a project can become operational work)operational work)
““The purpose of a project is to attain its objective The purpose of a project is to attain its objective and then terminate. Conversely, the objective and then terminate. Conversely, the objective of an ongoing operation is to sustain the of an ongoing operation is to sustain the business.”business.”
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How are Projects selected?How are Projects selected?
Projects are utilized as a means of Projects are utilized as a means of achieving an organization’s strategic achieving an organization’s strategic plan.plan.
Projects are the result of a:Projects are the result of a:• business process “fix” or “hole”business process “fix” or “hole”• new organizational neednew organizational need• legal requirementlegal requirement• ““customer” requestcustomer” request• other business need… other business need…
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What are What are “The Triple Constraints”?“The Triple Constraints”?
(“The Project Management Triangle”)(“The Project Management Triangle”)
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What is What is Project Management?Project Management?
Project Management is …Project Management is …
the application of knowledge, skills, tools, the application of knowledge, skills, tools, and techniques to project activities to and techniques to project activities to meet project requirements.meet project requirements.
accomplished through 5 PM processes:accomplished through 5 PM processes:• Initiating (OITA Request)Initiating (OITA Request)• PlanningPlanning• ExecutingExecuting• Monitoring and ControllingMonitoring and Controlling• Closing (Terminate)Closing (Terminate)
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PMI Process PhasesPMI Process Phases
Initiation Closeout
Planning
Executing
Monitoring andControl
Point of ProjectPrioritization
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Project FlowProject Flow
SPS Project Plan TemplateSPS Project Request Template
Request
Project Requestor Coompletes 1st
Two Tabs of SPS Project Request
Template
Capacity Worksheet
Request Evaluation
Project Requestor, with PMO help, completes the SPS Project
Request Template
Request reviewed by Cabinet and prioritized
Project Team Assembled
SPS Project Plan Template completed
Charter
Stakeholder Analysis
Project Plan
Implementation
Monthly Status Report to Cabinet
Evaluation of Implementation
Project Review Team reviews Project Plan
Project scope meeting with
Project Management
Office
Capacity review with Project
Management Office
Project definition meeting
Project Requestor Submits an OITA
Ticket
Project Review Team reviews and
rates request, making priority
recommendation
Project Management
Office sends SPS Project Request
Template
Procurement Plan
Training Plan
Project Completed
Pro
ject
R
eq
ue
st
Pro
cess
Pro
ject
M
an
ag
e-
me
nt
Pro
cess
More information needed, not approved
ApprovedHigh priority
ApprovedLow priority
Project is approved, but low priority or on hold
More work neededApproved
Project Management Officeq Paul Fosterq Deb Gendreauq Jamie Banuski
Project Review Teamq Mary Ellen Baron, Federal Prog.q Veta Daley, Schoolsq Diane DeVivo-Panico, HRq Debra Duncan, Operationsq Ann Ferriter, Academicsq Mary Ann Morris, SPEDq Pat Roach, Business Officeq Jeff Welch, PACEq Paul Fosterq Deb Gendreauq Jamie Banuski
Cabinet Prioritizationq By what date must
the project be complete?
q How important is the project on a scale from 1 to 3 (1 = low, 2 = medium, and 3 = high)?
q Among the high priority projects, where does this rank?
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Project Review TeamProject Review Team
Name
Department RepresentedMary Ellen Baron Federal ProgramsVeta Daley SchoolsDiane Devivo-Panico Human ResourcesDebra Duncan OperationsAnn Ferriter AcademicsMary Anne Morris Pupil ServicesPatrick Roach Business OfficeJeff Welch PACEPaul Foster Project Management TeamDeb Gendreau Project Management TeamJamie Banuski Project Management Team
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SPS Project Request TemplateSPS Project Request Template
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Project Request FormProject Request Form
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Request Evaluation FormRequest Evaluation Form
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Capacity WorksheetCapacity Worksheet
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SPS Project Plan TemplateSPS Project Plan Template
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Project CharterProject Charter
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Stakeholder Analysis and Stakeholder Analysis and Communication PlanCommunication Plan
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Project PlanProject Plan
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Procurement PlanProcurement Plan
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Training PlanTraining Plan
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Advice: Plan, Plan, PlanAdvice: Plan, Plan, Plan
Depending on the source, Depending on the source, oneone hour hour of planning saves…of planning saves…• 20 – 200 hours of corrective activity20 – 200 hours of corrective activity• 10 hours of doing10 hours of doing• 100 hours of support100 hours of support
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Advice:Advice:
Understand your project wellUnderstand your project well Choose your team wisely – include a Choose your team wisely – include a
representative of all stakeholdersrepresentative of all stakeholders Start and End meetings on timeStart and End meetings on time Pay attention to risks Pay attention to risks Pay attention to milestonesPay attention to milestones Document everythingDocument everything
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Process EssentialsProcess Essentials
Springfield Public SchoolsSpringfield Public Schools2010-20112010-2011
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What is a Process?What is a Process?
A process is a repeatable series of actions A process is a repeatable series of actions taken to produce a result that delivers taken to produce a result that delivers value for one or more stakeholders.value for one or more stakeholders.
Processes must be managed as enterprise Processes must be managed as enterprise assets.assets.
((Analysis and Design of Business ProcessAnalysis and Design of Business Process
Enterprise Alignment and Boston University)Enterprise Alignment and Boston University)
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What is an What is an IdealIdeal Business Process?Business Process?
““Doing the right thing,Doing the right thing,right the first time,right the first time,
on time,on time,every time.”every time.”
((Seven Steps to Improved Work Flows -Seven Steps to Improved Work Flows - Boston University)Boston University)
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Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis
1.1. Brainstorm the processes that your Brainstorm the processes that your business usesbusiness uses
2.2. Group them into:Group them into: Guiding ProcessesGuiding Processes Core ProcessesCore Processes Enabling ProcessesEnabling Processes
3.3. Select a process to work onSelect a process to work on
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Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis
4.4. Identify the Stakeholders for the selected Identify the Stakeholders for the selected processprocess
5.5. Formulate your process Vision and Formulate your process Vision and Performance TargetsPerformance Targets
Produce a common understanding of the Produce a common understanding of the project success criteriaproject success criteria
Do you have both the means Do you have both the means andand the will to the will to implement a particular objective?implement a particular objective?
6.6. Define the process scopeDefine the process scope What is in and what is outWhat is in and what is out Start and End Points of the process Start and End Points of the process Inputs, Guides, Outputs, EnablersInputs, Guides, Outputs, Enablers
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Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis
7.7. Define the approach and standardsDefine the approach and standards Define the approachDefine the approach Define the critical success factorsDefine the critical success factors Define the initial team structure/rolesDefine the initial team structure/roles Establish team tools and templatesEstablish team tools and templates
8.8. Create an initial Business CaseCreate an initial Business Case Why, How, What, When, Where, WhoWhy, How, What, When, Where, Who
9.9. Develop a Communication and Develop a Communication and Change programChange program
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Modified Steps for Modified Steps for Business Process AnalysisBusiness Process Analysis
10.10. Model the existing processModel the existing process Linear FlowchartLinear Flowchart SwimlanesSwimlanes
11.11. Perform a process health checkPerform a process health check Green = OKGreen = OK Yellow = So SoYellow = So So Red = New or BrokenRed = New or Broken
12.12. The Reds and Yellows become The Reds and Yellows become ProjectsProjects to be worked on. to be worked on.