Effective Project Management

1. Effective Project Management Barbara Stone & Jodie Mathies October 18, 2007

2. Agenda • Review Risk Assessment assignment • Review Project schedule assignment • Review Project Cost Baseline assignment • Execution phase: ‘work the plan’ • Time tracking / EVA / metrics • Change Management • Status communications • Presentations • Problem-solving techniques

3. Risk Assessments

4. Project Schedule exercise • Your assignment required a schedule with: • WBS (hierarchy of activities and tasks) • Project task dependencies • Activity durations • Resource assignments • Fnctional milestones, and • Critical path, plus • Project Network diagram • We also discussedformatting the schedule for readability and ability to use

5. Cost Baseline assignment

6. Execution Phase Where the ‘product’ of the project gets built What is the team ‘executing’? The Project Plan.

7. Scope planninghigh-levelskills analysis Charterbusiness casefeasibility studyproduct description Scope statement Scope definitionassumptionsscope in/outalternatives WBS Risk Mgmtplanning ActivityDefinition Costbudgeting Resourceplanning Costestimating Cost baselineTime-phased budget Risk Mgmtplan Resourcerequests Activitydurationestimating Activitysequencing CommunicationPlan Schedule development Networkdiagram Project schedule Project Plandevelopment Project plan

8. Another ‘project management plan’ Support

9. Execution phase – cont. Project Plan Execution • Tracking • Change request Quality Assurance • Quality Improvement Team Building • Resource Improvement

10. Execution phase - continued • Information Distribution • Solicitation • Proposal • Source selection • Contracts • Contract Administration

11. Quality control Quality improvement Performance reporting Scope/schedule/cost control Integrated change control Risk monitoring & control Scope verification ≈ Project plan updates Controlling

12. Tracking • What work has been accomplished? • What effort has been expended? • What effort is projected to complete tasks/project • What has been the cost to date?

13. Tracking time on tasks • Two methods: • % of task complete • # of hours

14. An example w/ MS Project

15. How MS Project looks

16. Cost & Schedule: 2 variables A project can be: • On time and on budget • On time and under budget • Late and on budget • Etc

17. 3rd variable: % complete of Project = % Work accomplished, measured in budgeted amounts Ex: • total hours budgeted for project = 100 • Half of estimated work accomplished in 30 hours • % complete = 50%

18. EVA – Earned Value Analysis combines Cost, Schedule and % complete variables into performance metrics Good way to show ‘project health’, but only as good as your initial schedule and budget!

19. EVA Calculations Planned value = $ amount of work you expected to complete at this point in the project Earned Value = $ amount of work you expected what you have accomplished to take Actual Cost = $ amount you have actually spent at this point in the project Performance metrics: Cost Performance Index = project ratio of expected to actual cost (EV/AC) Schedule Performance Index = project ratio of accomplished to planned work (EV/PV)

20. Example from Jodie’s thesis • Work is: • 70% complete • 5 months along (62.5% of duration)

21. EVA Calculations Planned value = $24,000 (62.5% of budget) Earned Value = $26,880 (70% of budget) Actual Cost = $34,875 (91% of budget) CPI = .77 (bad) SPI = 1.12 (good) What was the priority on this project, cost or schedule?

22. Change requests • Is request in line with priorities? • Why has it been made? • Does it impact schedule, cost, quality? • Team’s assessment of change impact • What’s the reality? • How concrete were original objectives?

23. Controlling - Project On time? On budget? Impact to Environment? Customer/team satisfaction Scope For each objective, identify Success measure Answered yes or no Agreed by sponsors & team Through risk & change management, track likelihood of meeting metrics Executing - Deliverable Process User acceptance usability product Meets applicable standards Performance Reliability Scalability Traffic metrics

24. Types of metrics • Comparative • How many, how much, how fast, etc. today vs. after project delivers • Benchmarks • Specifications • Industry standards • ROI • Delivered? • How fast? (CBA)

25. Identify metrics scope What do we want to measure ? For what purpose ? Who will use these metrics ? At which frequency ? Measurable metrics Check metrics relevancy Validate metrics with users Define tool metrics requirements Check technical feasibility Presentation Create templates for reports Create scorecards Metric process

26. Metrics - continued Document process Create Reports • Develop automated reporting tools • Create distribution lists • Implement mail notifications • Present and publish data on secured Web pages • Test & validate

27. Team meetings - tips Have a freakin’ agenda, already Culture is important – need to KNOW if there are variances to plan; people have to be comfortable enough to discuss it. Just as team is integral in creation of plan, they need to be involved in discussions and decision around issues and changes Revisit scope – project goals still relevant?

28. Project status reporting/meetings • Project progress tracking (PMBOK = ‘status’): • $ spent • Milestone progress • etc • Performance analysis: • variance to plan • EVA – CPI, SPI, etc • Trend analysis forecast • Risk Reporting • Issues reporting • Decisions needed

29. Sample status report - 2

30. Project reporting: Tips • ‘We believe in parsimony in all reporting’ • Wysocki, Effective Project Management • Traffic lights • Good quick visual for management • Needs very clear understanding of colors • If you need Management decision or assistance, do the prep. work: • Document exactly what actions you need • Recommend decision

31. Project reporting: Tips A picture is worth a thousand words

32. Q3 FY’03 POR status NOTE: Date represented is deployment target Concept Proposal Investigation Design Build Test Deploy Maintain Lifecycle 2.0 Customer Engagement Project Delivery Support Opportunity Development Deploy App Production Support Analysis Design Construction Testing Lifecycle 3.0 Project Scoping DRC: User experience (17) Q4’ 03 Faciitated Self Solve) TBD 03 Cust Loyalty (2) Sept 03 Celtic (5) Feb/May/June 03 Cust Loyalty phase 1 (2) May 03 DRC: Downloads (16) May 03 NSP Board of Dir portal Oct 03 Hawkeye (6) Sept 03 Knowledge Mgmt phase 1 FAQ (11) Jun ‘03 Enterprise Board of Dir portal Jun 03 Knowledge Mgmt (11) SW Web Search Sept 03 Go to Market eBusiness CMS DynPage phase 2 (4) TBD 03 Knowledge Mgmt (11) ERs Nov 03 eUpdate (2.5) June 03 License History (7) Aug 03 Knowledge Mgmt (11) EASY 3.0 Nov 03 REF (3) Aug 03 KM (11) eManuals Aug 03 Knowledge Mgmt (11) Quality Docs Aug 03 DRC: Forums 2 (8) Aug 03 CMS publishing (4) Sept 03 Showcase TBD Always On: Operations TBD Infrastructure - Odyssey TBD Always On CPE SNF3 phase 2 (1) Sept 03 Component Patch June 03 Content Services Operations Internal eBusiness Password Security Q4 ‘03 Perf Mgmt TBD CASE Mgmt May 03 Content Services CPE ISA migration Oct 03 Team Track integration Aug 03 Always On: eCRM

33. KB Info architecture release commit Search module release commit KB Info architecture release commit Search module deployment checkpoint STC Deployment commit Partner Web launch Fall launch Data model business commit Data model release commit Needs assessment wizard release commit Partner LocatorDeployed Partner Locator Design Checkpoint Reception Desk2.0 Release Reception DeskGo Live sept 3 sept 5 sept 15 sept 20 sept 25 sept 30 oct 5 oct 10 oct 15 oct 20 oct 25 oct 30 nov 5 nov 9 Needs assessment wizard deployment commit Publishing investigation checkpoint PET Web Launch Publishing deployment checkpoint Authoring Tool Enhanced and Frozen E-catalog SVI,PET, Pweb release commit E-catalog & Muffin Top fall release commit Publishing design checkpoint Data model deployment checkpoint SVI Web Launch Muffin Top SVI,PET, Pweb release commit Bluestone repository incorporation Muffin Top fall release commit E-catalog & MT - SVI, PET, Pweb deployment commit E-catalog fall launch release commit

34. Communications Calendar Newsletter Submittals Due Newsletter Draft Review Newsletter Publish Marketing EWG Meeting Prep Marketing EWG Meeting Date Support EWG Meeting Date BCO Meeting Prep BCO Meeting Date Proposal Review Meeting Date

35. Stakeholder Stakeholder Stakeholder Stakeholder Stakeholder Stakeholder Stakeholder Stakeholder Stakeholder Purpose Purpose Purpose Purpose Purpose Purpose Purpose Purpose Purpose Action Action Action Action Action Action Action Action Action Information Repository Information Repository Information Repository Information Repository Information Repository Information Repository Information Repository Information Repository Information Repository Infrastructure Current Process Flow

36. Stakeholder Stakeholder Stakeholder Stakeholder Stakeholder Stakeholder Registration Desk Purpose Purpose Purpose Purpose Purpose Purpose Infrastructure Action Action Action Action Action Action eCare Clover PDS Autopass Proposed Process Flow

37. Presentations: some tips & tricks • leave time for discussion – presentation as 50% of time allotted • Q & A at end or during? Pros and cons. TELL PEOPLE which one: ‘please feel free to ask questions during the presentation’ • Keep Slides high level. • Detailed slides at end of slide deck – links forward and back • Agenda slide – generally a good idea • Sets expectations. Valuable repetition. • If you expect (or want) a lot of discussion, have a scribe • Follow cultural conventions

38. Presentations – tips & tricks • Higher the level of management – the fewer details • Give audience something to look at • Check for understanding at important points in presentation • End with what you need from audience or want them to remember • Capture questions and promises & send out in meeting notes

39. Audience = program managers, who want to know: Triple constraint status – budget, schedule, scope Project Goals – should they be reconsidered? Is there anything you need from upper management in order to be successful? Assignment will be graded on: Presentation clarity & completeness Demonstrated understanding of project management as it applies to your project Cohesiveness of updated project plan both internally and as it relates to status presentation Professionalism Status presentation – due Oct 25 10 minutes maximum – bring laptop or thumbdrive

40. Content of status presentation • Give an updated elevator speech for your project • Cover status of schedule, scope & budget • Are you meeting with your team regularly? Are you holding them accountable? • Have you identified skills that are missing from your team?

41. Content of status presentation • Review your risk triggers – have your risks changed? • What is the most important thing to do next to make your project successful?

42. Project NAME Your name goes here :0) October 25, 2007

43. Update agenda • POR quadrant slide • Status – red, green, yellow • issues • accomplishments • next steps • Project worksheet • Budget • resources • Milestones • Risk review • Q&A

44. Project name Program Status : red, yellow, green Sponsor: : Project Manager : Next Steps Accomplishments

45. Budget/resource review

46. Milestone review

47. Risk review

48. Are you asking management for something as a result of this update? • Be specific about what you need – an application, test server, two more Java developers, etc.

49. Back-up slides

50. Globalization Workflow