Welcome to Session 5-6 – Project Management Process Overview (Continued)

1. Project Management Certificate Program WelcometoSession 5-6 – Project Management Process Overview(Continued) Instructor:Phyllis Sweeney

2. Session 5-6 Learning Objectives The student will be able to: • Understand all of the Project Management processes • Define a change management process • Summarize program management processes Project Management Certificate Program

3. Project Management Processes Initiation Planning Control Execution Closeout Project Management Certificate Program

4. Project Management Processes Planning Closing Initiating Executing Monitoring and Controlling Project Management Certificate Program

5. EXECUTION Close Out the Project Project Management Process INITIATION PLANNING • Monitoring and Controlling • Monitor progress or lack of • Manage changes • Revise project plan, if required Project Management Certificate Program

6. What’s To Know About Change? • What makes change hard? • Let’s talk about Chelsea…… Project Management Certificate Program

7. $ Control Risk Low High Control vs. Risk • High Control - Low Risk • Low Control - High Risk • Balanced Approach Project Management Certificate Program

8. Project Control • Controlling Processes: • Ensuring that project objectives are met by monitoring and measuring progress regularly to identify variances from plan so that corrective action can be taken when necessary What is the difference between a corrective action and a workaround? Project Management Certificate Program

9. Successful Project Control • Use project plan as the baseline • Monitor project progress versus plan on a regular basis • Use project milestones to measure “true” progress • Document project changes • Make sure changes are valid and necessary • Revise and update plan whenever project changes are approved • Monitor “trends” • Attack deviations as soon as possible Baseline: The original plan plus or minus approved changes. Initial deliverable to which changes will be measured against as the project proceeds. Project Management Certificate Program

10. Project Status Review Meeting • Frequency • Duration • Format • Attendees • Documentation Project Management Certificate Program

11. Progress Reporting System Project Status Reports • Current period • Cumulative project to date • Variance Reports • Exception reports with corrective action recommendations • “Red, Yellow, Green” Project Management Certificate Program

12. Progress Report $ or % completion Cost Variance Plan Actual Time Schedule Variance Project Management Certificate Program

13. Do Project Reports Tell You Everything? Why Reports Don’t Tell the Whole Story? • People leave out the “truth” – don’t want to be blamed • Don’t want to expose problems in public • Performance is often a subjective measurement Project Management Certificate Program

14. Do Project Reports Tell You Everything? The Truth is Out There • Informally review progress • Visit your team members. Manage by Walking Around (MBWA) • Ask to see their work products • Ask other project team members (Client, vendors, contractors, etc.) • Measure progress against a clearly defined milestone, not against a calculated percent completion Project Management Certificate Program

15. Change Management Process • Change is inevitable • Change may be desired • Can cause substantial impact to the project and to the customer if due process is not applied • The Change Management Process: • Ensures that there is appropriate understanding, documentation, notification, and approval for all changes within appropriate variance levels. • These variance levels are determined on a project by project basis. • Encompasses the following three areas: scope, schedule, cost • Is in effect upon the baselining of a document or deliverable. Project Management Certificate Program

16. Quality Project Parameters Scope Cost Time Project Management Certificate Program

17. Change Control Reasons for Project Changes • Project priority changes • Budget reduction • Scope underestimation • Original objectives have changed So, if changes are obvious, why is it so difficult to do? Remember, Chelsea……. Project Management Certificate Program

18. Change Control Project Change Request • Recognize variance from project plan • Evaluate impact to baseline cost and schedule • Evaluate effect of “Do Nothing” Why measure variances? • Catch deviations early • Allow early corrective actions • Detect trends (good or bad) in schedule and effort Project Management Certificate Program

19. Change Control Project Change Impact Statement • Define change in detail • Determine overall project impact • Evaluate alternatives including “Do Nothing” • If change is approved, update plan ASAP • Inform all team members of changes Project Management Certificate Program

20. Assignment #3 – Team Assignment Change Management Process • 1. Assignment #3, due Session 6, October 20 • Due in Session 6 (sent via email to sweeneyphyllis@hotmail.com) by 4:00 p.m. • 3 Pages Maximum – 1 Page Maximum for Form, 2 Pages Max for Instructions • Team Name (Insert Name in Header) – List all team members • Develop a Change Management form that you would like to see in your organization and that the team plans to use for the project. It can be a 3-step, 4- step, or 5 – step approach. The team must then provide instructions as to how to fill out each step of the change form, including variance levels. An incomplete sample is provided on the following slides. • Assignment includes: 1) Form and 2) Instructions with Variance Levels Project Management Certificate Program

21. Change Management Process • Three Major Steps: • Initiate • Determine impact to assess the change to the project • Assess • Five Major Steps: • Initiate • Determine work to assess the change • Assess the impact to the project to make the change • Decision • Notify and Update Project Management Certificate Program

22. Change Management Process *In instructions, include what the variance levels are that require sign-off: Schedule: +/- Days Scope: ?? Cost: ?? Project Management Certificate Program

23. Closing Projects • Project Closeout: • Formalizing acceptance of the project or phase and bringing it to an orderly end • PMBOK: Those processes performed to formally terminate all activities of a project or phase, and transfer the completed product to others or close a cancelled project. Project Management Certificate Program

24. Termination Components • Understand why the termination of the project is necessary • Understand how hard it is to kill projects • Plan for an organized death and mourning period • Analyze the most efficient method to kill the project • Learn from the process and project – document lessons learned • Salvage good components Project Management Certificate Program

25. Factors in a Project Termination • Technology change/gap/obsolescence • Project team discord • Project management trap - PMM was inefficient and led to chaos • Loss of management interest and support • Original intent was lost in the shuffle (scope creep and change) • Loss of support from the beneficiaries - they have moved on • Disappearance of the need, including market shifts Project Management Certificate Program

26. Project Termination Strategies • A sudden termination • Gradual and slow termination • Slowly strip resources, often politically the best, usually worst on the project team • Redirect attention to the area of choice and cut losses • Freeze the project - lock up files and reassign resources – possibly postpone or cancel Project Management Certificate Program

27. Potential Costs of Stopping a Project • Public relations and political costs • Employee morale • Reassigning and/or terminating project staff • Costs of carrying project staff from a dead project • Developing alternatives for the current project • Mothballing in a manner the project can be restarted later • Keeping the project going until a logical stopping point • Penalties for canceling contracts and agreements • Determining what is salvageable • Disposing of the completed deliverables from the current project • Cost and storage of project equipment, materials • Dealing with impacts on downstream projects Project Management Certificate Program

28. Project Close-out Steps • Confirm all deliverables are installed/delivered according to scope of work • Obtain client approval based on project completion criteria – get client sign-off and acceptance of project • Complete project documentation for historical records • Complete project management audit- Lessons Learned Report (Post Mortem) • Issue final project report • Release project staff to new assignments or reassignment to “home” organization What are some other steps that might be taken? Project Management Certificate Program

29. Closing Projects Small Projects • Meet with stakeholders • Confirm project deliverables are acceptable • Write meeting minutes for documentation • Issue memorandum stating project completion Larger Projects • Formal “punchlist” • Multiple levels of approvals • Official project transfer to client • Formal “signoff” signatures Project Management Certificate Program

30. Types of Termination Inclusion/Integration • Successful project • Project deliverables distributed • Accepted by project sponsor • Absorbed into organization, becomes part of standard procedure • e.g. - Building a new bank branch, new science curriculum in a school district Murder • Unsuccessful project • Over budget & behind schedule • Project becomes obsolete or not needed • e.g. - WPPS nuclear plants Project Management Certificate Program

31. Lessons Learned Template Project Management Certificate Program

32. Project Management Lifecycle Phases In Your Teams, document: What are the 5 phases? What are the major activities for each phase? What are the major deliverables for each phase? Project Management Certificate Program

33. Five Phase Approach -- Review Project Management Certificate Program

34. Module 1 Summary • Understand what a project is • Identify the project management processes • Understand the difference between a project lifecycle and project management processes • Work in your teams • Have a POS in place Project Management Certificate Program