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Project Management Basics

Project Management Basics. Project Definition. A defined starting point A single defined ending point Clearly distinct from regular operational activities. Project Management Elements. Objectives Timelines Resources Controlled via Project Plan. Project Management Elements.

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Project Management Basics

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  1. Project Management Basics

  2. Project Definition • A defined starting point • A single defined ending point • Clearly distinct from regular operational activities

  3. Project Management Elements • Objectives • Timelines • Resources • Controlled via Project Plan

  4. Project Management Elements • Planning out of the project • Monitoring the actual situation against the plan • Taking corrective action if the situation does not correspond with the plan

  5. Organizational Characteristics for Successful Projects • Good communication • Quality • Ownership and accountability • Task planning and allocation • Accountability for achieving results • Performance monitoring • Efficient use of resources • Access to the knowledge and skills of specialists • Decision making • Motivation and development of people • Routine operations as well as the specific project • Ownership and management of meetings

  6. Roles and Responsibilities • Owner – often a senior manager who allocates resources, steers, and provides the link to the business. • Project Manager – responsible for achieving project objectives and tasks using resources effectively. • Team – individuals who work separately and together to further the objectives of the project.

  7. Project Management Triangle • If a project is to succeed, it must satisfy the demands of time, cost, and scope. Scope Time Cost

  8. Planning a Project • The more planning up front, the less time spent reworking project later. • 10-20% of project is planning.

  9. Project Management Process

  10. Project Initiation • Objectives are formed • Relationship to greater organization established • Risks assessed • Costs (financial and other) examined

  11. Information Gathering • Asking questions • Understanding required effort • Answers the “why” questions about the project • Continues for the life of the project

  12. Information Gathering • Interviews • Surveys • Brainstorming • Reviewing past projects

  13. Activate The Planning Process

  14. Document of Understanding (DOU) • Project objectives • Work Breakdown Structure • Time and cost estimates • Proposed schedule

  15. Work Breakdown Structure (WBS) • Show project divided into components and work packages • Common framework for communication • Allocates responsibility

  16. Estimate • Predicts time and cost

  17. Schedule • Predicts time it will take to complete tasks

  18. Baseline The Agreement Event

  19. Present to Stakeholders • Written Document of Understanding • Done in person

  20. Negotiate • Details about the project are settled between the Owner, Project Manager, Team Members, and Stakeholders as appropriate.

  21. Sign-Off • Formal acceptance of the negotiation

  22. Control The Tracking Process

  23. Update DOU • Plan updated • Performance reviewed • Future actions projected

  24. Change Control • Changes will occur • Plan for change • Document the events leading to the change • Make a plan for managing change once it occurs • Plan to re-plan

  25. Project Closure Measuring Success

  26. Questions to Ask • What did we do right? • What did we do wrong? • What did we learn?

  27. Post Project Evaluation • Were project objectives met? • Was project completed within budget? • Was project completed according to schedule? • Did project impact other projects or normal business operation?

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