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Project Management Essentials

Project Management Essentials. Springfield Public Schools 2010-2011. What is a Project?. According to the Project Management Institute (PMI) : “A project is a temporary endeavor undertaken to create a unique product, service, or result.” SPS further defines a project . . .

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Project Management Essentials

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  1. Project Management Essentials Springfield Public Schools 2010-2011

  2. What is a Project? • According to the Project Management Institute (PMI): “A project is a temporary endeavor undertaken to create a unique product, service, or result.” • SPS further defines a project. . . • Any task or set of tasks that will require at least 75 hours of staff time to complete • OR • Any task or set of tasks that will result in a significant change to an SPS policy, procedure, or practice • AND • Requires the involvement of more than one SPS department

  3. How does a Project differ from Operational Work? • According to the Project Management Institute (PMI): “Projects and Operational Work differ primarily in that operations are ongoing and repetitive, while projects are temporary and unique.” (note: a project can become operational work) “The purpose of a project is to attain its objective and then terminate. Conversely, the objective of an ongoing operation is to sustain the business.”

  4. How are Projects selected? • Projects are utilized as a means of achieving an organization’s strategic plan. • Projects are the result of a: • business process “fix” or “hole” • new organizational need • legal requirement • “customer” request • other business need…

  5. What are “The Triple Constraints”?(“The Project Management Triangle”)

  6. What is Project Management? Project Management is … • the application of knowledge, skills, tools, and techniques to project activities to meet project requirements. • accomplished through 5 PM processes: • Initiating (OITA Request) • Planning • Executing • Monitoring and Controlling • Closing (Terminate)

  7. PMI Process Phases Point of Project Prioritization Monitoring and Control Planning Closeout Initiation Executing

  8. Project Flow

  9. Project Review Team

  10. SPS Project Request Template

  11. Project Request Form

  12. Request Evaluation Form

  13. Capacity Worksheet

  14. SPS Project Plan Template

  15. Project Charter

  16. Stakeholder Analysis and Communication Plan

  17. Project Plan

  18. Procurement Plan

  19. Training Plan

  20. Advice: Plan, Plan, Plan Depending on the source, one hour of planning saves… • 20 – 200 hours of corrective activity • 10 hours of doing • 100 hours of support

  21. Advice: • Understand your project well • Choose your team wisely – include a representative of all stakeholders • Start and End meetings on time • Pay attention to risks • Pay attention to milestones • Document everything

  22. Process Essentials Springfield Public Schools 2010-2011

  23. What is a Process? A process is a repeatable series of actions taken to produce a result that delivers value for one or more stakeholders. Processes must be managed as enterprise assets. (Analysis and Design of Business Process Enterprise Alignment and Boston University)

  24. What is an IdealBusiness Process? “Doing the right thing, right the first time, on time, every time.” (Seven Steps to Improved Work Flows - Boston University)

  25. Modified Steps for Business Process Analysis • Brainstorm the processes that your business uses • Group them into: • Guiding Processes • Core Processes • Enabling Processes • Select a process to work on

  26. Modified Steps for Business Process Analysis • Identify the Stakeholders for the selected process • Formulate your process Vision and Performance Targets • Produce a common understanding of the project success criteria • Do you have both the means and the will to implement a particular objective? • Define the process scope • What is in and what is out • Start and End Points of the process • Inputs, Guides, Outputs, Enablers

  27. Modified Steps for Business Process Analysis • Define the approach and standards • Define the approach • Define the critical success factors • Define the initial team structure/roles • Establish team tools and templates • Create an initial Business Case • Why, How, What, When, Where, Who • Develop a Communication and Change program

  28. Modified Steps for Business Process Analysis • Model the existing process • Linear Flowchart • Swimlanes • Perform a process health check • Green = OK • Yellow = So So • Red = New or Broken • The Reds and Yellows become Projects to be worked on.

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