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APHIF Class II Monthly CoP Calls. Agenda. 2:00-2:05 Roll Call 2:05-2:15 Administrative updates and thoughts behind CoP calls. 2:15-2:25 How are things going? Discussion and Q&A . 2:25-2:35 Project topics document discussion 2:35-2:50 Project Management 2:50-3:00 Q&A Closing.
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Agenda 2:00-2:05 • Roll Call 2:05-2:15 • Administrative updates and thoughts behind CoP calls. 2:15-2:25 • How are things going? Discussion and Q&A. 2:25-2:35 • Project topics document discussion 2:35-2:50 • Project Management 2:50-3:00 • Q&A • Closing
Practical Project Management Paula Soper August 19, 2013
Outline • What is a project? • What is project management? • What does a project manager do? • Seven activities • Tips and pitfalls
A project is . . . . . .a complex undertaking by a group of people working together for the purpose of achieving a common, discreteobjective
Project management is . . . • the activities required to organize and direct • projecttasks, schedules & resources • in a way that simultaneously optimizes • the requirements met by a project, • the cost of the project, • and the speed of completion.
Manhattan Project • First project to use “modern” project management • Three-year, $2 billion (in 1946 dollars) • Separate project manager and technical manager
Systems Approach to Project Management • Systems philosophy: View things as systems, interacting components working within an environment to fulfill some purpose • Systems analysis: problem-solving approach • Systems management: Address business, technological, and organizational issues before making changes to systems
10 Project Management Knowledge Areas • Integration Management • Scope Management • Time Management • Cost Management • Quality Management • Human Resource Management • Communications Management • Risk Management • Procurement Management • Stakeholders Management Source: Project Management Body of Knowledge (2013), Project Management Institute
Project Management Activities • Project Plan • Risk Analysis and Management • Requirements Analysis • Work Plan • Monitoring and Reporting • Project Documentation • Foreign and Domestic Diplomacy
Project plan • Project objectives • Assumptions, dependencies and constraints • Project organization and decision-making process • Methodology and tools • Project budget and staffing • Monitoring and control mechanisms A project plan is not and MS Project Gantt chart!
Risk Analysis and Management • Identify risk factors • Assess likelihood • Assess impact to schedule and/or costs • Compute exposure index • Plan for avoidance or corrective action • Update!
Requirements Analysis • Types of Requirements • Functional requirements • Technical requirements • Business requirements • Methods • Business process analysis and redesign • Prototypes • Use cases • Challenges • Scope creep • Documentation
Work Plan: Tasks, Resources, Schedules • Many tools to use – MS Project most common • Level of granularity of Work Breakdown Structure (WBS) • Work plan should be iterative • Powerful tracking and management tool, but… • Who’s in charge, you or the tool?
Monitoring and Reporting • What to monitor? • Task status • Issue status • Resource allocation • Budgets • How to monitor • Metrics from work plan • Status meetings • Written updates from teams
Project Documentation • Standard format • Requirements • Issues • Task Lists • Status Reports • Process design specifications • Programming specifications • End user documentation • Standard naming conventions • Signatures, dates, filenames
Diplomacy • Projects are about people • To build and maintain credibility with sponsor, client and team: • Be flexible • Be creative • Be realistic • Be honest • Communicate at the right level
Resources • Your host health department’s Project Management Office (if they have one!) • Free/paid tools and articles: http://www.projectmanagement.com/ • Project Management Body of Knowledge (PMBOK)
What’s Ahead? • Project Management Training (90 min) • Monthly project management tips and topics • Post questions, tips and tools to PHConnect