2. Agenda
I. Common Problems
II. What is Project Management
III. Project Management Cycle
IV. Documents
V. Software
VI. Benefits
VII. Questions or Comments
6. Common Problems
• Ways to avoid project problems:
I. Project team with the right people / right skillset
II. Clarity in scope: what is inside vs outside
III. Understandable project specifications
IV. Buy-in from stakeholders
V. Spend time planning – planning IS real work
VI. Uncover dependencies
VII. Risk assessment
VIII.Assess the impact of changes
IX. Communications catered to audience /
X. Frequent communications managing progress
XI. Address problems promptly and clearly
7. What is Project Management
Project management history…
•It has always been practiced informally, but began to emerge as a
distinct profession in the mid-20th century.
•Two forefathers of project management:
– Henry Gantt, called the father of planning and control
techniques, famous for his use of the Gantt chart as a project
management tool;
– Henri Fayol for his creation of the five management functions
that form the foundation of the body of knowledge associated
with project and program management.
8. What is Project Management
Project management is..
•The application of knowledge, skills, and techniques to execute
projects effectively and efficiently.
•A strategic competency for organizations, enabling them to tie
project results to business goals.
•Brings a unique focus shaped by the goals, resources, and schedule
of each unique project.
Project management processes fall into five groups:
•Initiating
•Planning
•Executing
•Monitoring, and Controlling
•Closing
10. Documents
I. Project Charter
II. Scope of Work
III. Requirements Document
IV. Resource Plan
V. Financial Plan
VI. Communications Plan
VII. Project Plan Overview
VIII.Change Control
IX. Detailed Project Plan
X. Lessons Learned
11. Documents
• A closer look at a Project Charter
– Project Goal
– Project Definition
– Project Organization
• Customers/End Users
• Stakeholders
• Project Sponsor
• Project Manager
– Considerations – Risks, Assumptions, Constraints
– Overall Project Plan
13. Software
• Project Management = Software?
• Which software is best?
I. For what purpose
II. Size of team
III. Complexity needed
IV. Consider learning curve
V. Integration with other standard systems used e.g.
email
VI. Cost of software
VII. Not one right answer
14. Software
• What do you need help doing?
I. Plan projects
II. Visualize task dependencies
III. Critical path analysis
IV. Collaborate on document development and
sharing
V. Share calendars, contacts, schedules
VI. Manage progress, timeline, costs, work time
VII. Produce reports for stakeholders
VIII.Identify over-expended resources
IX. Centralized information
X. Project prioritization
16. Software
• Many, many software tools available
I. MS Project
II. BaseCamp
III. Trello
IV. Smartsheet
V. Others: Has anybody used anything else?
17. Software
• MS Project
I. Complex, powerful, and expensive (licenses)
II. Big projects – many tasks, dependencies, resources
III. Multiple projects with shared resources
IV. Budgets based on assigned works and resource rates
V. Steep learning curve / Time-consuming to use
VI. Would likely complicate management of simple projects
• Basecamp
I. User friendly, powerful, collaborative, and web based (mobile)
II. Price dependent of number of projects, but very accessible
III. File storage, to-do lists, discussion board
IV. Real time progress, calendars
V. Can grant access to external users if needed
20. Benefits of Project Management
I. Work smarter
II. Increase efficiency
III. Improve customer satisfaction (internal & external)
IV. Meet project deliverables
V. Improve team performance
VI. Higher team morale
VII. Documentation
VIII.Minimize impact on other projects
IX. Increase collaboration and communication
X. Increase project control
XI. Reduce risk
XII. Minimize what can go wrong