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60 Minutes to Better Project Management

60 Minutes to Better Project Management. Daniel Kent, PMP Northern California OAUG Training Day March 7, 2005. About The Presenter. Oracle Applications Since 1988 Financials Focus Technical, Functional Project Manager PMI Certified Member: NorCal OAUG, OAUG, PMI. Objective.

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60 Minutes to Better Project Management

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  1. 60 Minutes toBetter Project Management Daniel Kent, PMP Northern California OAUG Training Day March 7, 2005

  2. About The Presenter • Oracle Applications Since 1988 • Financials Focus • Technical, Functional • Project Manager • PMI Certified • Member: NorCal OAUG, OAUG, PMI

  3. Objective To provide you with tools and techniques for managing projects of varying size without adding unnecessary overhead.

  4. Agenda • Importance of Project Management • Key Planning Documents • Scope and Risk Management • Communications Management • Protecting Your PM Knowledge Base • Toolkit Summary • Questions and Answers

  5. The Importance of Project Management “Good fortune brings in some boats that are not steered. Only direction can bring in the fleet.” -- William Shakespeare

  6. Why We Need Improvement • Only 28% of Projects Succeed! • Common Reasons for Failure • Unrealistic Time Frames • Scope Creep • Changing Deliverables • Scope Hard to Define • Poor Communication Source: Rita Mulcahy, PMP, RMC Project Management

  7. How Can We Prevent Failure? Source: Rita Mulcahy, PMP, RMC Project Management

  8. Project Management Processes Source: PMBOK 2000, PMI

  9. Key Planning Documents “If You Fail to Plan, You Plan to Fail!”

  10. Project Charter • Defines and Authorizes the Project • Identifies the Project Manager • States the Project Objectives • Reinforces the Business Case • Product Description/Deliverables • One Page Maximum!

  11. Sample Project Charter Source: Rita Mulcahy, PMP, RMC Project Management

  12. Work Breakdown Structure • Graphical Representation of Scope • Useful Visual Tool for Stakeholders • Easy to Create (Visio or Org Chart SW) • Excellent Planning and Scope Tool • Start With Post-Its and a Whiteboard

  13. Sample WBS Reference: PMBOK 2000, PMI

  14. Responsibility Assignment Matrix • Mapping of Roles and Responsibilities • Excellent Resource Planning Tool • Types of Roles • Responsible (R) • Approve (A) • Contribute/Consult (C) • Informed (I)

  15. Sample RAM Reference: “Delivering Project Excellence with the Statement of Work” Michael G.Martin, PMP

  16. Milestone Charts • Key Events with Dates • Strong Visual Aid – Status Meetings • Excellent Communication Tool • Management, Customers, Vendors, … • Easily Developed Using Visio • MS Project  Visio Integration

  17. Sample Milestone Chart

  18. Scope and Risk Management “How does a project get to be a year behind schedule? One day at a time!” -- Anonymous

  19. The Triple Constraint Time Cost Scope Source: “Delivering Project Excellence with the Statement of Work” Michael G.Martin, PMP

  20. Scope Management • Most Challenging PM Aspect • Changes in Scope Usually Increase Risk! • Establish a Change Control Process • Require Change Request Forms • Perform a Thorough Impact Analysis • Maintain a Change Control Log

  21. Sample Change Control Form Source: “Delivering Project Excellence with the Statement of Work” Michael G.Martin, PMP

  22. Risk Management • All Projects Encompass Risk • Risk Response Planning • Avoid, Transfer, Mitigate, Accept • Assign Risk Owners • Determine Risk Response Before Risk Trigger Occurs • Most Important Weekly Agenda Item

  23. Issues, Risks, and Key Decisions • Maintain a Consolidated List (Excel) • Each Item Uniquely Numbered (1..N) • Ranked By Severity (Low, Med, High) • Centrally Maintained by One Person! • Distribute With Weekly Status Report • Key Document for Project Archives

  24. Sample I/R/KD Log

  25. Communications Planning “Project Managers Spend 90% of Their Time Communicating” -- PMI

  26. Weekly Status Report • 1- 2 Page Maximum Length • Bullet Points - Make it Easy to Read! • Accomplishments from Previous Week • “Top 10 List” for the Coming Week • E-Mail 24 Hours Prior to Status Meeting • Attach Issues/Risks/Key Decisions Log

  27. Status Meetings • 60 Minute Time Limit • Publish Agenda 24 Hours Prior • Phone Conference/Web Instructions • Maintain Same Conference ID if Possible • Base Information on Status Report • Keep it Visual and Interesting! • PowerPoint

  28. Steering Committee Meetings • Every Two Weeks or As Necessary • Schedule in Advance • Top Stakeholders / Key Decision Makers • Working Session – Not Status • Document any Decisions in I/R/KD Log

  29. Protecting the Knowledge! Help Strengthen Your Firm’s Project Management Skills!

  30. Lessons Learned • Document Key Lessons from Project • Involve the Entire Team • The Good, The Bad, and The Ugly! • Collect During Project Close-Out • Include in Project Archives • Useful for Future Projects

  31. Project Archives • Central Repository - Project Deliverables • Enhances Your PM Knowledge Base • Online is Preferable to Paper • Scan paper documents if possible • Intranet, Common Network Drive, Document Mgt, Outlook Public Folder, … • Central Location, Secure and Backed-Up!

  32. Toolkit Summary Keep These Tools Handy and Use Them When Appropriate

  33. Tools for Every PM Process

  34. Tools for Every PM Process

  35. Resources • Project Management Institute (PMI) • www.pmi.org • “Delivering Project Excellence with the Scope of Work,” Michael G. Martin, PMP • PMBOK 2000, PMI • “PMP Exam Prep,” Rita Mulcahey, PMP • RMC Project Management • www.rmcproject.com

  36. Questions and Answers

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